ASSISTANT TO THE DIRECTOR

University of Washington - Seattle, WA4.1

Full-timeEstimated: $89,000 - $130,000 a year
EducationSkillsBenefits
Notes: As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, 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 six consecutive years.

The School of Medicine has an outstanding opportunity for an Assistant to the Director.

Under the general guidance of the Director of Business Affairs, UW Medicine (“Director”) the Assistant is primarily responsible for acting in support of the UW Medicine clinical business affairs (CBA) office and in support of UW Medicine’s mission.

UW Medicine includes hospitals, clinics, a school of medicine, faculty practice plan and an air ambulance service. UW Medicine is the region’s only fully comprehensive health care organization covering all levels of patient care and includes the school of medicine that serves as the educational institution for a five-state region (Washington, Wyoming, Alaska, Montana and Idaho).

UW Medicine’s mission is to improve the health of the public. It does so through programs and initiatives such as the delivery of healthcare services, clinical support for the education of medical students and graduate and postgraduate trainees, and maintenance of one of the largest and most advanced university-based basic and clinical research programs in the United States. UW Medicine’s programs also include the provision of medical care to underserved and disadvantaged persons and maintaining the economic vitality of UW Medicine’s owned and managed health system.

UW Medicine’s delivery of its core programs is via the eight component entities of UW Medicine: Harborview Medical Center, Northwest Hospital, Valley Medical Center, University of Washington Medical Center, UW Neighborhood Clinics, UW Physicians, UW School of Medicine and Airlift Northwest. UW Medicine shares in the ownership of the Seattle Cancer Care Alliance and Children’s University Medical Group. UW Medicine is a close affiliate of Seattle Children’s, the Veterans Affairs, and the Fred Hutchinson Cancer Research Center. UW Medicine works in close collaboration with multiple entities in the healthcare community, including but not limited to members of the UW Medicine Accountable Care Network and Embright.

Support for the UW Medicine CBA office requires daily interaction with leadership of all of the aforementioned organizations and their management teams.

The CBA office is responsible for strategic business oversight for UW Medicine, including providing leadership to ad hoc task forces and committees developing new programs between UW Medicine and other organizations/institutions outside of UW Medicine; engaging actively in the administrative planning efforts with UW Medicine-owned/operated/affiliated organizations; providing UW Medicine senior administrative leaders with advice and technical analysis regarding internal and external existing or proposed policies or legislation affecting UW Medicine faculty and staff; legal and compliance matters that impact UW Medicine and its component organizations; major initiatives and revisions to UW Medicine programs and activities; and compliance with federal laws and regulations, Washington State laws and regulations, and UW rules and regulations related to all areas of UW Medicine operations; and providing support and consultation to UW Medicine senior leaders regarding coordination of legal activities of various legal service providers, including the Washington State Attorney General’s staff, and assisting in coordination of important UW Medicine legal issues.

Operations Management
Independently manage the day-to-day operations of the CBA’s office, prioritize and organize all activities to ensure organizational effectiveness in the work of the Director and other staff in the CBA office.
Independently plan and carry out work assignments in accordance with established policies. Many assignments delegated to this position are unique and may require the exercise of substantial judgment in deviating from or modifying existing protocols.
Must understand and perform a variety of administrative functions for which no one method for accomplishment exists and analysis is required to determine the most effective course of action and whether deviation from a standard protocol is necessary. This work may include the use of guidelines and established procedures containing or relating to highly technical, legal and financially complex matters which could best be understood and interpreted by those with advanced or specialized knowledge or skill.
Establish work priorities and coordinate within the CBA office to meet highly sensitive deadlines to ensure efficient workflow.
Investigate and make recommendations concerning office procedures and organizational needs of the CBA Office and staff.
Maintain agreed-upon communication standards for CBA office, assuring adherence to brand guidelines, compliance with administrative policies and procedures and ongoing quality assurance in communications for consistent professional tone and quality.
Direct and lead RFP process for hiring consultants as needed.
Special projects in areas such as managing documentation of major projects and due diligence activities.
Design, implement and maintain databases and tracking systems for recordkeeping which comply with federal, state, and University regulations, including databases to track and manage outside legal services (special assistant attorneys generals) and internal MOUs between and among the component entities of UW Medicine.

Budget Management
Manage the budgets for special assistant attorneys general legal fees and the continuing legal education budget that supports the health team in the Washington Attorney General’s office, including managing budget expenditures; assuring payment to the attorney general’s office from the appropriate business unit, reconciling budgets monthly; preparing quarterly forecasts; and annual budget development.
Exercise independent judgment and decision-making to resolve financial and budget concerns for Director and the budgets the Assistant is accountable to manage.

Clinical Business Affairs Activities
Independently draft correspondence and other documents to senior leadership of UW Medicine including the CEO, Chief Health System Officer, Chief Business Officer, Chief Financial Officer, Chief Advancement Officer, Chief Medical Officer, Executive Directors, department chairs, other UW Medicine leadership and UW central leadership on key legal, regulatory, policy and business matters which impact UW Medicine including activities involving the UW Medicine Accountable Care Network.
Review, edit and manage the status of governance agreements for UW Medicine owned/operated/affiliated organizations, business contracts, MOUs and other legal documents for UW Medicine and other organizations which with UW Medicine conducts business.
Develop and maintain confidential documentation pertaining to UW Medicine and the UW Medicine Accountable Care Network.
With a high level of competency, accuracy and confidentiality, prepare documents, agendas, presentations, flow charts, memos, emails and other printed material for use by the CBA office.
Must communicate information and state items for discussion clearly, using solid communications skills (both oral and written) in conversations with key executive leaders, all levels of the organization and outside the organization with board members, potential vendors and potential affiliates. Demonstrating a professional manner while showing respect and professionalism.
Participate in other business and strategic planning projects on ad hoc basis.

Other Support
Serves as primary liaison between the CBA office and a variety of other offices regarding a constantly changing array of clinical business matters with often overlapping or conflicting priorities. The nature of these contacts require extensive knowledge of the organization’s priorities and UW Medicine policies.
Participate in project work either as lead or assistant. Draft policies, procedures and develop documents to support business agreements with healthcare institutions, external entities and component entities of UW Medicine.
Research policy areas (consulting UW policy and documents reflecting UW Medicine policies) and independently prepare materials.
Participate in meetings of workgroups to develop policy, procedures and business agreements while independently researching policy area for presentation and discussion.
Investigate and resolve matters of significance on behalf of the CBA office and as necessary the senior leadership of UW Medicine (including the CEO, Chief Health System Officer, Chief Business Officer, Chief Financial Officer, Chief Advancement Officer, Chief Medical Officer, Executive Directors, department chairs and key UW leadership) associated with UW Medicine operations and finances to support the activities of the CBA office.
Investigate and resolve matters of significance on behalf of the CBA office with regard to the operation and management of the UW Medicine Accountable Care Network, including independent correspondence and other documents with regard to the Network.
Independently prepare correspondence and other documents to senior leadership of UW Medicine and their staff regarding clinical business affairs affecting the health (financial, reputation, operations) of UW Medicine.
Continuously exercise independent judgment and decision making skills to assure adherence to federal and state regulations and other regulations as appropriate.
Provides direct and confidential professional support for all the activities of the CBA office, including the ability to schedule, reschedule, postpone or otherwise change the daily activities of the CBA staff.
Independently provide instruction to staff members; explain policy, practice and programs to all client groups on behalf of the CBA office.
Provide professional executive support and assistance within the legal and business affairs office and in close collaboration with the offices of the chief business officer of UW Medicine and the Administration and Finance office of School of Medicine on an as needed basis.
May have lead or supervisory responsibilities for temporary employees and/or student helpers.

MINIMUM REQUIREMENTS
Bachelor’s Degree and a minimum of three years of senior-level executive support experience.
Preferably, the individual will have substantial direct experience with the management of complex executive work in a major research-oriented university, academic health system, medical school, teaching hospital or legal office. It is important that the individual have strong writing skills, particularly in technical writing for business and law.

Additional Requirements:
High level of tact, discretion and diplomacy. Ability to handle senior level confidential information.
Demonstrated ability to prioritize multiple projects and tasks.
Excellent oral and written communication skills including demonstrated competency in preparation of editing complex multi-party documents.
Experience and advanced skill using Microsoft Office (including PowerPoint, SharePoint, Word, Excel, Access) and Microsoft Visio.

Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.

DESIRED REQUIREMENTS
At least five years of senior-level executive support experience.

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 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 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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.