ASSISTANT TO THE CHAIR

University of Washington - Seattle, WA4.1

Full-timeEstimated: $41,000 - $54,000 a year
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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.
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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for four consecutive years.

The University of Washington Department of Pathology is a dynamic organization, one of the best in the country that has had a consistent level of high achievement in all of its activities. The Department offers full diagnostic service in all areas of pathology and is one of the top ranked Departments of Pathology as a recipient of research grant funding National Institutes of Health. Our educational and training programs include the Pathology Residency Training Program, the Molecular Medicine and Mechanisms of Disease Ph.D. and the teaching of medical students, postdoctoral research fellows and clinical fellows.

The Department of Pathology has an outstanding opportunity for an Assistant to the Chair. This is a full-time position which will provide support to the Chair, HR Manager, and the Administration Team and has delegated authority to perform professional level administration and management of programmatic or administrative functions.

The Assistant to the Chair provides confidential executive support to the Chair of the Department of Pathology reports directly to the Chair of the Department of Pathology and has delegated authority to perform professional level administration and management of programmatic or administrative functions. This position will provide support to the Chair, Vice Chair, and HR Manager, and will also serve as a leader within the general Pathology Administration Team.

This position requires a high degree of personal initiative; the ability to problem-solve independently; a high-level of interpersonal skill through verbal and written communications; and a high-level of computer competency. Demonstrated organizational skills are required to provide projects and administrative prioritization for many time-sensitive administrative duties. Ability to keep information confidential and follow established confidentiality procedures is essential.

Faculty Academic Affairs: 45%
Be the primary point of contact and project manager for faculty recruitments;
Manage recruitment of new faculty including posting advertisements, organizing and providing advice to the search committees and Chair, and scheduling visits according to Departmental and University policy and School of Medicine guidelines; In partnership with the HR Manager, ensure all necessary policies and requirements are met for Workday entry and onboarding.
Oversee immigration visa processes. Includes being a resource to the Department to interpret policy and procedures for all faculty and fellow visa requests;?Responsible for understanding all aspects of senior fellow and visiting scientist academic appointments;
Ensure compliance with Federal and University policies and regulations
Advise faculty and visitors on visa processes and requirements (i.e. selecting best/proper visa option for their particular appointment request)
Supervise associated visa issues for faculty and fellow appointments, ensuring compliance with University policy and procedures
Ensure annual faculty reviews between the Chair and hundreds of faculty are conducted appropriately and in accordance with the faculty code;
Be alert to situations that require early intervention and attention and determine appropriate response, using independent judgment and discretion, bringing in and collaborating with other decision makers as needed. These other decision makers include the School of Medicine Dean and President of UW Medicine, various Vice Presidents, Associate and Assistant Deans, as well as Department Directors, Chairs of Institutes, Centers, and Programs;
Research, analyze, and prepare materials for use by the Chair in resolving complex or sensitive problems;
Ensure faculty communications, in person and in writing are timely, inclusive, and appropriate. When issues arise this position is on point to resolve;

Executive Level Support: 30%
Provide direct confidential senior-level executive support.
Effectively represent the Chair and act on his behalf;
  • Have frequent contact with individuals such as senior management staff, faculty and external physicians 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, Medical Directors, Program Directors, Chairs and others as part of role of supporting the Chair.
Act as primary interface for the Chair for Department faculty and staff to make decisions and effectively triage issues to maximize the use of the Chair’s limited and wide spread attention;
Understand the value and limitations of the Chair’s time and prioritize accordingly; adjust actions to fit changing priorities; systematically and accurately set priorities, keeping these on track and seeing to satisfactory conclusion tasks and requests.
Communicate effectively on matters involving the Department, employing tact and diplomacy. Handle sensitive and urgent matters in a thorough, professional, and timely manner with careful attention to confidentiality.
Responsible for executive administrative support of the Chair?Manage the Chair’s complex calendars and schedules; coordinate meetings, draft and process confidential time sensitive correspondence, maintain directories, and process mail.
Oversee all aspects of planning and managing complex travel and out-of-office arrangements for the Chair, including international travel.Manage travel and other expenses according to University regulations. May provide administrative support to the Vice Chair(s) as needed;
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. Ability to import graphics, images, and complex data from other sources
Prepare the Chair for meetings and events, including providing briefing materials and assuring that all arrangements are made for the meetings and that they are fully prepared;

Project and Committee Management: 10%
Oversight of multiple department committees, which includes coordination and high-level program management; organize and attend meetings, develop meeting action items, and maintain budget management as needed to plan the work and manage follow through of action items to completion; These committees include:?Diversity and Equity Committee
Research Committee
Teaching and Training Committee
Accountable Care Organization
Provide backup program support and oversight for Pathology Presents Seminar Series;
Responsible for all aspects of successful Named Lecture Series’ and the Pathology Grand Rounds Lecture Series;
Maintain CME accreditation in association with Pathology Ground Rounds, provide CME requirements to the Pathology Grand Rounds committee;

Delegated Duties: 10%
Independently plan and carry out special projects assigned by the Chair.Many assignments delegated to this position are unique and may require the exercise of independent research and decision-making.Examples of special project work may include work related to departmental organizational issues, performance management for the department, or monitoring and following up on departmental level initiatives.
Provide department administrative services which may include duties such as developing meeting agendas, taking meeting minutes, planning organizational events and meetings;
Attend meetings as needed;
Perform other duties as required.

Office Management: 5%
Responsible for ensuring coverage of all aspects of the central department office;
Makes decisions or recommendations regarding assigned administrative or programmatic functions;
May direct the work of others;

Minimum Requirements:
Bachelor’s degree with a major study in business administration or related field and two years of related work experience OR equivalent education and experience;
Demonstrated superior writing and editing skills and experience writing correspondence, procedures, and materials for others;
Strong organizational ability including capability for prioritizing work and managing heavy workload with frequent interruptions. Tenacious approach to meeting deadlines with efficient, results-oriented, approach to projects;
Demonstrated computer skills with intermediate to advanced skills in Word and PowerPoint;
Ability to work as part of a team, as demonstrated by prior work experience;
Experience working with issues of a confidential nature, using discretion and tact;
Demonstrated excellent customer service skills with strong customer service orientation, desire to provide support and service to faculty and students;

Desired:
Previous experience using UW administrative systems;
General knowledge of UW Academic Human Resources policies and procedures
Experience with Excel

Conditions of Employment:
This position is 8:00am – 5:00pm, but often requires a flexible schedule to meet critical deadlines or special events’ needs.