Req #: 230114

　　Department: DEPARTMENT OF DERMATOLOGY

　　Posting Date: 01/17/2024

　　Closing Info: Closes On 01/31/2024

　　Salary: $3,557 - $4,740 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-summary-classified-staff-greater-than-half-time-20220908_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.

　　POSITION PURPOSE

　　The Administrative Assistant 3 (NE S SEIU 925 Non Supv) will serve as assistant/administrative support to the Chair and Vice Chair of Finance and Administration (VCFA) in the Department of Dermatology. Under minimal supervision, the Administrative Assistant 3 to the Chair and VCFA will direct and manage a wide range of highly confidential, complex, executive-level administrative support activities, representing the Department Chair and VCFA to internal and external clients and serve as a communication liaison representing the goals and interests of the Department. S/he will routinely exercise independent judgment and decision making skills, set his/her own work priorities, develop, interpret and implement departmental policies for the department office, and provide direction, expertise, and assistance to Dermatology faculty, fellows and staff located on all the campuses.

　　The Administrative Assistant 3 for the Department of Dermatology provides senior level executive and program support to the Department Chair & VCFA while supporting a complex organization of 30 core faculty and 40 volunteer clinical faculty involved with clinical care, research and teaching at three medical centers, Roosevelt clinic and the South Lake Union campus. This position has delegated authority of the department Chair to independently determine appropriate communications and procedures. This position requires excellent written and oral communications skills, the ability to handle sensitive and confidential information, and project management skills to accurately assess priorities and respond to competing deadlines in a high-stress environment.

　　This position reports directly to the Dept Chair and VCFA and, within the scope of his/her position, represents the Department Chair at many levels, including contacts with faculty, potential candidates for faculty positions, communications with higher level university and hospital administrative departments, and other departments. This individual provides oversight that is critical to ensuring the effective administration of the Department Chair’s office.

　　This position has a direct impact on the integrity and quality of the Department’s clinical, academic and research programs. The Department shares the University's predominant missions of teaching, research and patient care. A fundamental part of fulfilling those missions is communicating with numerous constituencies about the work that it does. The University and the Department takes seriously its responsibility to be accountable to those it serves, to communicate effectively and frequently about the ways in which it serves them, and to be a credible source of information. This position will not only take great care to ensure that all Department operations are managed in a manner that is reflective of the University of Washington's integrity and sense of responsibility, but will work to set the standard of excellence in this area.

　　DUTIES AND RESPONSIBILITIES 60% - Administrative Assistant to the Department Chair (DC) & Former Department Vice Chair of Finance and Administration (VCFA)

　　Serve as principal assistant to the Chair and VCFA. Perform a wide range of highly confidential, complex, executive-level administrative support activities.

　　Ensures that the Chair & VCFA’s priorities and obligations are met by developing and maintaining complex calendars and schedules, meetings and travel arrangements. This requires a strong ability to understand the strategic priorities of the Chair and VCFA and their work and make independent decisions that have a significant impact on the operational effectiveness of the entire department.

　　Assists Chair & VCFA’s with faculty communication and meetings; including independently preparing agendas and material, gathering, synthesizing and disseminating information, attending meetings, drafting and editing comprehensive meeting summaries and managing follow-through on assignments flowing from the meeting.

　　Independently creates narrative portions of documents, e.g. web narrative; monthly communication to faculty from the Chair & VCFA.

　　Coordinate and complete complex travel arrangements for the DC & VCFA. Secure and verify reservations, tickets, hotel accommodations, and registration for national and international society meetings and conferences. Prepare travel reimbursements for both administrative and research related travel.

　　Independently manages other special projects as requested by department Chair and VCFA.10% - Department Office Manager/ Provide Department Administrative Services

　　Oversee and manage the day-to-day operations in the central dermatology admin office. Including managing incoming mail/packages, badging/access for department employees, managing office keys in the dermatology suites, ordering and maintaining office supplies.

　　Ensure Chair and VCFA are prepared for meetings and events, including; providing briefing materials, assuring that arrangements are made for the meetings and that they are fully prepared.

　　Develop meeting agendas and take meeting minutes: i.e. faculty meetings, ensuring document retention per Faculty Code.

　　Compose correspondence drafts and other written and electronic materials.

　　Coordinate out-of-office arrangements; process executive travel and expense reimbursements.

　　Under direction of Vice Chair, work with facilities for office refurbishment, ordering new furniture, etc.

　　Work with CSS to maintain computer equipment including ordering new equipment.

　　Support annual educational courses and departmental meetings.

　　Maintain department A/V system – staff level expert.10% - Policy and Compliance

　　Develop and maintain administration policies & procedures for the Department of Dermatology, and provide oversight to ensure the successful day-to-day operations of the office.

　　Work with internal and external partners to create agreements, contracts, and memorandums of understanding that affect department operations.

　　Understand and apply requirements, regulations and policies related governing body regulations, working with inside and outside agencies to ensure department is in compliance.

　　Apply relevant Faculty Code sections as they relate to the Chair’s cyclical responsibilities, including: working in tandem with Academic HR manager to schedule faculty annual reviews, committee meetings.

　　Collaborate with VCFA and department managers to assess centralization/standardization of areas to ensure the office runs smoothly; work with VCFA to administer policies.

　　Point of contact for records request inquires from the University.10% - Executive Support to Leadership Team

　　Primary source of administrative support for four department Vice Chairs: Finance & Administration (VCFA), Research, Clinical Services and Education, in relation to the faculty Leadership Program.

　　Serve as confidant and advisor to Vice Chairs, independently resolve issues and/or advise on appropriate action; track and follow up on projects and issues to ensure resolution and completion; provide status reports as requested.

　　Research special projects and gather metrics as requested by the Vice Chairs, providing administrative support for special projects.

　　Support the immediate and long-term goals of the Vice Chairs for strategic planning goals and tasks. Advise the Vice Chairs on matters of importance and make recommendations for actions with regarding to strategic priorities.

　　Organize special meetings with staff, faculty and external constituents as necessary.

　　Manage faculty committees and provide administrative support to Clinical Care Council, including meeting material preparation, agenda, minutes, and follow-up.

　　Follow up on correspondence from the Vice Chairs, while maintaining and updating electronic documents per University policies.

　　Provide limited administrative support to the faculty Directors who fall under each VC’s area of specialty in accordance with the Leadership Team.10% - Project and Event Management

　　Manage and facilitate all off-campus Dept events, such as Holiday party, Wellness events, and AAD.

　　Organize upper-level meeting and activities involving department, University and UW Medicine executive heads, School of Medicine Department Chairs, Medical Center affiliates, and external individuals and organizations.

　　Independently manage all logistics for events, including, but not limited to, coordination of space, IT/AV, and catering needs.

　　Analyze costs and usage in this capacity and negotiate with vendors on ad hoc basis.

　　Create and disseminate promotional material and invitations.

　　Ensure compliance with UW and state policies.

　　Project manager for ad hoc central department projects and initiatives across Finance,

　　Staff and Academic HR, Student Programs, and Clinical Revenue units.

　　Establish and maintain relationships with third parties/vendors. MINIMUM REQUIREMENTS Requires High School/GED AND three years of office or administrative support experience OR equivalent education/experience. DESIRED QUALIFICATIONS

　　Bachelor’s degree in related field and 4-5 years of experience in an executive level assistant position.

　　Must be detail oriented, efficient & well organized and have the ability to work independently.

　　Ability to manage concurrent, multiple projects under pressure of deadlines and changing priorities in a high volume, academic setting.

　　Excellent judgment and professionalism.

　　Excellent written and verbal communication skills.

　　Ability to work in matrixed relationships.

　　Must be available to work flexible schedule as needed. This may include occasional early mornings, evenings or weekends.

　　Experience with MS Office products, appointments/scheduling software, internet searches, photo/graphics applications and desktop publishing.

　　Previous experience working in an academic medical environment.

　　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.