Req #: 230329

　　Department: DEPARTMENT OF MICROBIOLOGY

　　Posting Date: 01/22/2024

　　Closing Info: Open Until Filled

　　Salary: $5,700 - $6,300 per month

　　Limited Recruitment: Open to UW Employees only

　　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.

　　POSITION PURPOSE

　　The UW Department of Microbiology has an excellent opportunity for a full-time Assistant to the Chair position . This position is responsible for the management, oversight and strategic planning of faculty appointments, reappointments and promotions in the Department. This position is regularly called upon to thoroughly understand and interpret Departmental, School of Medicine and University policy for faculty and staff, and to represent the Department to various outside stakeholders. The position will manage certain key events in the Department such as our seminar series and endowed lectureships.

　　Given the large scope of the Chair’s role, the individual has an extremely complex job. The individual in this position is privy to highly sensitive information (different than just confidential information) including, but not limited to faculty salaries and faculty behavioral and performance issues. Being privy to “sensitive” information requires extensive experience with administrative and HR matters and a thorough understanding of when and to whom to talk to about issues and when to maintain the strictest confidences. It also demands a level of professionalism and maturity to “know” information and to manage that knowledge professionally, i.e., that such knowledge does not affect judgment, activities, or attitude toward individuals. For example, this position is sometimes involved with communication to and from the Attorney General's Office regarding counsel of highly confidential matters. In these instances, the Assistant to the Chair prepares correspondence and exercises judgement on who the information should be distributed to and how it should be presented without exposing the Department and/or the Chair to potential risks of legal nature. S/he will have considerable positional power and must exercise excellent judgment in this regard. Using independent judgment, sometimes the successful candidate will be required to respond on behalf of the Chair to inquiries from the general public or other entities within UW Medicine and the University or to route questions and comments in order to resolve administrative problems. The position will manage certain key events in the Department such as seminar series and endowed lectureships. As such, in consultation with the Department Director, the position will have authority on determining appropriate budget accounts and spending balances for each of these events, as well as determining the appropriateness of level of expenditures for the events.

　　The Assistant to the Chair reports directly to the Department Chair. S/he interacts on a regular basis with faculty, postdocs, students, staff, affiliate and visiting faculty and candidates. The position also has regular interactions with the Dean's Office, AHR, HR, ISO, and other UW units.

　　DUTIES AND RESPONSIBILITIES

　　All duties involve commitment to high level professionalism, respect, and ability to work in a team setting and appropriately handle highly confidential information.

　　Executive Support (30%):

　　Provide direct confidential senior-level executive support with high level of professionalism. Communicate effectively on matters involving the Department, employing tact and diplomacy.

　　Handle sensitive and urgent matters as prioritized by the Department Chair in a thoroughly professional and timely manner with careful attention to detail and confidentiality.

　　Have frequent contact with individuals such as senior management staff, faculty and external affiliate faculty and administrative officers as it relates to the department administrative office. In particular, interface extensively and as needed with offices of the Dean and Associate Deans, administrators at Affiliate Institutions, Program Directors, departmental Chairs, division Chiefs, the Attorney General’s Office, the Labor Relations Office, and others as part of the support provided for the Chair’s Office.

　　Compose, prepare and transmit confidential and sensitive written and verbal communication on behalf of the Chair; draft letters, notes and other correspondence for Chair’s signature.

　　Prepare presentation materials for the Chair for use at local, national, and international meetings using MS Power Point and other advanced software.

　　Develop and manage complex manuscripts and budget planning for the Chair’s initiatives. Compose/draft and assist the Chair on his annual Newsletter distributed to the Department’s alumni and donors.

　　Complete management and oversight of the Chair’s complex calendars and schedules; plan and complete travel and meeting logistics to ensure efficient time management aiding the Chair’s accomplishments; draft and process confidential time sensitive correspondence.

　　Attend Administrative Leadership meetings; manage minutes for the Chair and distribution; track completion of action items for the leadership team identified in the meetings.Faculty Affairs (25%): Management of all faculty appointments and promotions for the Department

　　Serve as content expert on all matters related to academic human resources (faculty).

　　Review and advise department staff and faculty on new policies and procedures relating to Microbiology and affiliate faculty appointments. Manage faculty recruitment, appointment, and separation process.

　　Develop job descriptions and manage the processing of personnel requests for hiring of new and replacement positions.

　　Conduct initial resume screening, organize and distribute to the Faculty Search Committee.

　　Initiate new hire paperwork and direct UW orientation for faculty.

　　Serve as a resource and in an advisory role to faculty and staff for faculty personnel policy and procedure compliance including, dissemination of information from Compliance, Compensation Office, Benefits Office and Academic Human Recourses Office.

　　Manage independently and in close collaboration with the Chair the promotions process for faculty within the department.

　　Liaison and primary communicator with the Office of the Dean and the Office of Faculty Affairs on matters relating to appointment, promotions, and personnel issues for faculty.

　　Manage the annual reviews between the Chair and faculty in a confidential and discreet manner.

　　Interact directly with the Department Chair on issues related to appointments, promotions and renewals including on-going systems development and improvement to ensure that processes are as effective, efficient and user friendly as possible.

　　Participate in the Department management team, focusing on the processes and systems relating to all areas of responsibility.

　　Responsible for the development of the tools that will be used for measuring, monitoring and reporting related to faculty appointment matters. Implement policies, operational practices and systems to all areas of responsibility: faculty appointments, reappointments, appointment renewals, promotions, training and orientation, and determine the operational impact on the faculty employment and appointment process.

　　Provide independent decision making in regard to all areas of the faculty appointments.

　　Act as liaison with delegated authority for independent decision making and recommendation to prospective candidates in partnership with AHR, OFA, and between faculty, Department personnel and the Chair. Review all materials in areas of responsibility for compliance with UW Academic HR, SoM, AHR, ISO, and Departmental policies and procedures.

　　Monitor policy and/or procedural changes and advise faculty, Chair, and Department Administrator as to appropriate changes.

　　Whenever possible provide training and overview sessions with faculty to ensure effective partnership with Department Administrator and program assistants.Special Projects Management and Coordination (45%):

　　Responsible for organizing and managing projects and events of significant size and scope. Projects vary, but include independent organization, independent judgement and management of Department-wide programs and initiatives. For example:a) Management and coordination of the departmental seminar series, annual endowed lectureships, award ceremonies, the annual retreat, and other major initiatives per Chair’s vision and direction. This sometimes requires communication with VIP guests and dignitaries with political, academic or socioeconomic importance.b) The management of the Department’s web pages related to the Chair’s office, faculty affairs and department news.

　　Other related duties as assigned. MINIMUM REQUIREMENTS

　　Bachelor's degree in business administration, English, communications, or related field and 3 years of of experience in executive support or office administration. Applicants with an equivalent combination of education and experience may be considered.

　　Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

　　Demonstrated professional skills with a strong customer service orientation.

　　Proven verbal and written communication skills, including editing/proofreading experience.

　　Problem-solving ability with demonstrated independent judgment, tact, discretion, and confidentiality.

　　Flexibility, the ability to multi-task, and the ability to work in a fast-changing, dynamic environment with competing deadlines, last-minute requests, and interruptions.

　　Competency with Microsoft Office, Office 365, and related applications, including Outlook, Word, Excel, and PowerPoint; experience with other cloud-based computing platforms is a plus.

　　Fast and enthusiastic learner. DESIRED QUALIFICATIONS

　　Experience working with Workday administrative systems.

　　Experience working with Interfolio. 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 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.