Work in Washington Veterans Jobs

Req #: 242317

Department: DEPARTMENT OF PEDIATRICS

Appointing Department Web Address: https://www.peds.uw.edu/specialties/neonatology

Job Location Detail: Occasional remote work. Primarily on site.

Posting Date: 01/07/2025

Closing Info: Closes On 01/28/2025

Salary: $6,500 - $8,000 per month

Shift: First Shift

Notes: 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-academic-staff-20230701_a11y.pdf)

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.

As the second largest Department in the UW School of Medicine, Pediatrics has twenty-one clinical divisions with approximately 1,400 academic appointments, including approximately 650 paid faculty members, 134 residents, 70 ACGME fellows, 230 staff employees, and over 600 volunteer/affiliate faculty and continues to grow each year. The Department of Pediatrics is a close affiliate of Seattle Children's Hospital (SCH) and Seattle Children's Research Institute (SCRI). Faculty members appointed in the Department are located at various institutions (including Seattle Children’s, UW Medicine, and FHCRC), and are part of the Children’s University Medical Group (CUMG) clinical practice plan.

Division Overview Division of Neonatology

The Division of Neonatology is comprised of 47 faculty, 11 staff, and 7 ACGME fellows involved with clinical care, teaching, advocacy, administration, and research. Members of the division provide inpatient care at Seattle Children's Hospital, the University of Washington Medical Center, St. Joseph’s Hospital, Providence Regional Medical Center - Everett, and Valley Medical Center, as well as outpatient care through pre-natal consultations and infant development follow up clinics. Faculty members in the division teach trainees at all levels: medical students, graduate students, residents, and fellows. The division has a large research portfolio supported by federal and foundation grants. The advocacy activities of the division are closely linked with our clinical, teaching, and research duties.

The Division of Neonatology has an outstanding opportunity for a full-time Executive Assistant (1.0 FTE) to join their team.

The Executive Assistant will provide administrative leadership for staff, student, and volunteer human resources, special projects within the division, and complex calendar and event management. The ideal candidate will be detail-oriented, highly professional, a creative problem solver, and able to thrive in a fast-paced environment. The position will work a hybrid schedule, with 3 days per week onsite at the Seattle Montlake campus. The Executive Assistant will report to the Division Head with a dotted line reporting structure to the Division Administrator. The Department of Pediatrics is committed to creating and sustaining a diverse and inclusive department for faculty, staff and trainees to accomplish our overall mission of improving the health of children and adolescents by reducing inequities while educating the pediatric and physician leaders of the future.

DUTIES AND RESPONSIBILITIES Human Resources (30%)

• Oversee the faculty annual review process, ensuring that the 47+ faculty members are evaluated on time, with complete documentation, and aligned with departmental and institutional expectations.

• Manage staff-related HR functions within the division, including recruitment, and onboarding of new staff members.

• Provide administrative leadership for Junior Faculty Developmental Oversight Committee (DOC) activities, supporting the career development and mentoring of Assistant and Associate faculty.

• Manage HR processes for students and volunteers within the division's research teams, working closely with faculty to ensure effective onboarding, training, and offboarding, as well as tracking compliance with institutional requirements.

• Take a lead role in managing the physical space and facility needs for the division, ensuring all team members have adequate workspace, parking, equipment, and IT support. Lead strategic discussions on space utilization and recommend improvements for a more efficient work environment.

• Oversee the management of the division’s mail delivery system, ensuring that mail and packages are efficiently routed to and from different sites, with timely notifications provided to all team members.Executive Calendar & Meeting Management (25%)

• Independently manage highly complex calendars and communications for the Division Head and Division Administrator, ensuring the smooth coordination of internal and external meetings across multiple institutions. Proactively resolve scheduling conflicts and ensure that all necessary parties are involved in critical discussions.

• Provide logistical and administrative support for Division Leadership meetings, including the preparation of agendas, PowerPoint decks, and meeting summaries. Track and follow up on action items, ensuring timely execution of decisions made during meetings.Special Projects Management & Coordination (20%)

• Manage the Annual Report process for the division, designing and implementing systems to aggregate and analyze data that highlights the division’s impact across clinical care, research, education, and advocacy.

• Lead the administration of the Neonatal Research Innovation Fund (NRIF), including overseeing the process from announcement to the selection of awardees. Coordinate the review and scoring process, manage communication with awardees, track progress and reporting requirements, and ensure timely budget management for funded projects.

• Provide administrative support for the David E. Woodrum Faculty Teaching Award, managing all aspects of the award process, from nominations and evaluations to the award ceremony.

• Support division leadership in driving the division’s diversity, equity, inclusion, and Anti-Racism initiatives, ensuring that strategic goals are met.

• Collaborate with the Division Head and Division Administrator to support the execution of strategic initiatives across the division. This includes coordinating efforts related to faculty, staff and student professional development, and any advancement or fundraising campaigns.Event Management (15%)

• Lead the planning and execution of key division events, including strategic retreats, symposiums, visiting scholar lectures, fellowship graduations, and social events. Ensure all logistical details are coordinated, from venue selection to catering, and work with leadership to develop event content.

• Oversee budgeting and financial tracking for division events, ensuring that expenses are within budget and funded appropriately across multiple institutions. Ensure all event-related invoices are processed and tracked against the event budget.Policy Development and Analysis (10%)

• Drive the development and implementation of standard operating procedures (SOPs) for division-wide administrative processes. Work with key stakeholders to create detailed process maps and actionable plans to ensure consistent and efficient workflow across the team.

• Supervise the management of the division's administrative inbox, ensuring that inquiries are promptly addressed, appropriately delegated, and tracked. Ensure that the team adheres to procedures for escalating complex issues to the Division Administrator when needed. MINIMUM REQUIREMENTS

• Bachelor’s degree and 3+ years of relevant experience in an academic or healthcare environment, supporting senior leadership and managing administrative functions. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• 2+ years of experience developing and producing communication materials for complex organizations. DESIRED QUALIFICATIONS

• Familiarity with University of Washington administrative systems, with experience in Workday considered a plus.

• Proficiency in using Microsoft Office products, including Teams and Outlook for collaboration and communication.

• Demonstrated interest or experience in child health, neonatal care, and/or academic medicine.

• Exceptional organizational skills, with a strong attention to detail and the ability to successfully manage multiple projects simultaneously, ensuring timely and accurate completion.

• Excellent written and verbal communication skills, with the ability to effectively communicate with diverse stakeholders at all organizational levels.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Demonstrated ability to thrive in fast-paced environments, managing competing priorities, and meeting deadlines for complex projects.

• Strong interpersonal skills, with a high degree of professionalism, diplomacy, and the ability to collaborate effectively across departments and organizations, even under pressure.

• Collaborative mindset and strong problem-solving skills, with a passion for working as part of a team to identify challenges and implement effective solutions.

• Commitment to fostering an inclusive and respectful team environment and ability to work with people from diverse backgrounds and promote diversity, equity, and inclusion within the team. Application Process: The application process 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 Work 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 access 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.