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University of Washington EXECUTIVE ASSISTANT TO THE CHAIR AND OFFICE COORDINATOR in Seattle, Washington

Req #: 189895

Department: SCHOOL OF PHARMACY

Posting Date: 05/03/2021

Closing Info: Open Until Filled

Salary: Salary is commensurate with education and experience.

Shift: First Shift

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. The Department of Pharmacy currently has an outstanding opportunity for an EXECUTIVE ASSISTANT TO THE Chair and Office Coordinator. The individual in this role is responsible for providing executive workflow management for H. Steve White, Chair of the Department of Pharmacy, as well as performing DOP wide professional level programmatic and administrative functions. This integral position ensures the effective daily and long term functioning of the Chair’s activities as well as departmental activities - thereby ensuring the smooth functioning of the DOP during the SOP’s highly dynamic curricular transformation and for the DOP’s long-term success. This position reports to the Chair, and DOP Administrator. The Executive Assistant is a key member of the DOP, acting as the primary interface between both internal and external stakeholders and Dr. White, and functions as a highly visible representative of the DOP. The work requires discretion and includes a wide range of diversified and confidential administrative and operational duties. Critical thinking, initiative, grace under pressure and sound judgment based on experience are required to manage tasks, resolve problems, and make recommendations. These tasks may require a high degree of resourcefulness, and as appropriate work will be performed with a high level of autonomy. Executive level support for Department Chair: •Direct management of the Department Chair’s complex activities and workflows, including travel arrangements, conferences, maintaining schedules, managing calendars and ensuring responsiveness to all Director’s communications to ensure a conflict-free meeting schedule and excellent external and internal communications. •Handle any related travel logistics, including budgeting and travel reimbursements in accordance with UW, state, federal policies. •Organization, management and execution of high-level executive meetings and a variety of events involving key stakeholders and collaborators. •Manage routine and confidential correspondence within the DOP, SOP, and UW and to the outside community as needed on behalf of the Chair and DOP in a timely manner; processing required forms and other necessary paperwork in accordance with Federal, State, UW, SOP and DOP requirements. •Maintain the Chair’s CV and biosketch as required for submissions. Manage all of Chair’s requests for recommendation letters and other sensitive documents, ensuring timely delivery and confidentiality of such correspondence. •Perform complex document preparation and reports, including research, writing, proofreading, and editing. •Respond to requests and inquiries from both within the University of Washington and the external community that require the Chair’s attention, using appropriate professional judgment and discretion to ensure timely delivery of such correspondence on his behalf. •In close coordination with the DOP leadership, help develop and draft policies and procedures, to ensure smooth day-to-day functioning of the DOP. •Act as a reliable resource for Chair, faculty, staff, and students in managing complex projects, high-priority and high-visibility events and collaborations. •Track and manage budget expenditures for travel, special events, and other functions as related to the Chair’s operational budgets and associated budgets as appropriate and with guidance from Administrator •Managing faculty meetings – securing adequate space, assemble and disseminate agenda, manage AV/technical logistics, draft and disseminate meeting minutes Project Management •Assist in execution of Department’s Strategic Plan, (i.e monitor, track, plan) •Understand operational issues in the broader context of the Department, the School and Central Units, and can appropriately handle, delegate or escalate issues as necessary •Independently manages projects and processes with respect to: office space and office equipment; inventory and implementing inventory-related activities; renovations/remodeling projects equipment acquisitions and general office maintenance; •Supports DOP leadership in developing and maintaining office management systems that comply with federal, state and University regulations (including EH & S, Records Retention, HIPPA compliance regulations, etc.) •With guidance from Chair and Administrator, develop, prepare and implement department policies. •Support Administrator as it relates to the operations of the Chair’s Office, School Committees, annual retreat planning committee etc. •In collaboration with admin team, manage personnel record systems, administrative files and confidential faculty personnel files •May on occasion support Vice Chair with scheduling and coordination of DOP related meetings •Event planning and management •Providing ad-hoc program and project specific support as appropriate •Other duties as assigned Office Operations and Facilities Management •Functions as Building Access Coordinator for DOP, oversees facilities requests/projects of varying scope and is primary departmental contact for HS Facilities Administration •Supports DOP leadership to implement onboarding and training of faculty and staff. Reviews and helps track completion of required trainings •Maintaining stock - office supplies, supply room and kitchen •Scheduling Conference rooms as needed and appropriate. AV/Technical support/troubleshooting •Depositing checks, Delivery of campus mail, packages, FedEx •Primary point person for securing office suite doors •Collects, organizes and disseminates content for DOP digest in a timely manner. Learning Management System coordinator •Surplus management, shredding and disposal of confidential materials •Back up for purchasing, travel reimbursement and procard •Manage, track and distribute all departmental keys and access codes •Develop expertise with regard to Ariba/procurement/travel processes and policies •Budget and Purchasing- as needed, assist with expenditure audits and monitoring budgets to ensure alignment with budgeting requirements and approved expenditures, including those related to equipment, supplies, and facility costs. Develop knowledge and facility on salary tracking/management via training •With guidance from fiscal/admin team function as Payroll and Leave Coordinator–ensures that deadlines are met and timesheets and leave are entered promptly into Workday As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academi-staff-20210208.pdf) Requirements: Bachelor's Degree in Business Administration, Human Resources, Liberal Arts, or related discipline and 2 or more years of experience in related fields or combination of training and equivalent experience. Other required qualifications include: •Excellent written and verbal communication skills, and strong interpersonal skills; ability to maintain a professional demeanor at all times. •Exhibit a proactive, service-oriented manner and ability to deal effectively with a diverse and demanding client base. •Ability to research and synthesize information and communicate it effectively to lay audiences in verbal and written form. •Deep familiarity with calendaring software solutions, office related software, and communication tools. •Creative problem solving in a complicated continuously changing environment. •Cool headed careful minded, caring personality with good sense of humor. •Recognized as a resource for others to use in dealing with complex logistic scenarios. •In-depth understanding of organizational structure both within and outside the work unit. •Ability to develop innovative processes to achieve goals. •Excellent organizational, time management and decision-making skills. •Ability to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality. •Ability to work independently and as part of a team, manage priorities, multi-task, problem solve and exercise good judgment in a dynamic and deadline-driven environment. •Proven accuracy and attention to detail in work products. •Professional level competency with general MS Office applications, e.g., Word, Excel, PowerPoint, Outlook, and ability to learn new software applications as necessary to do the job •Occasional evening/weekend work for deadlines Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration. Condition of Employment: This is a professional level position that requires a flexible work schedule in accordance with fluctuating workloads and deadlines of the academic year. Occasional weekend and evening may be work required. Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.

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