University of Washington - Seattle, WA

Full-time | Temporary
This is a TEMPORARY, FULL-TIME, PROJECT position. It begins Upon Hire and is expected to run through November of 2019.

The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

The Department of Medicine is the largest department in the School of Medicine (SoM) with over 4500 staff, faculty, trainees and students and an annual budget of approximately $500,000,000 consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds and affiliated hospital funding associated with the academic programs within the department. The department is made up of thirteen subspecialty divisions: Allergy and Infectious Diseases; Cardiology; Dermatology; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology; Medical Genetics; Metabolism, Endocrinology and Nutrition; Nephrology; Oncology; Pulmonary, Critical Care and Sleep Medicine; and Rheumatology. These divisions occupy space at multiple sites including University of Washington Medical Center (UWMC), Harborview Medical Center (HMC), Veterans Administration Puget Sound Health Care System (VAPSHCS), Puget Sound Blood Center (PSBC), Fred Hutchinson Cancer Research Center (FHCRC), Seattle Cancer Care Alliance (SCCA), and other locations in the Seattle area.

The Department of Medicine has an outstanding opportunity open for an Interim Assistant to Chair.

Reporting directly to the Chair of the Department of Medicine, this Assistant to Chair (Grade 7) is responsible for executive-level administrative support of Department leadership and acts as a liaison when communicating on the Chair’s behalf with senior management, faculty, staff, and colleagues of other agencies and institutions. This position manages the Department-wide Medicine Grand Rounds program.

This position demands an ever-evolving understanding of the priorities of the Department and bi-directional communication between the Chair and senior department and school of medicine leadership.

Executive Support to the Chair (50%)
Provide executive-level administrative support to the Chair in the following areas:
  • Provide direct confidential executive support to the Chair of the Department. Represent the Chair in situations requiring a high level of tact, discretion and diplomacy, where the effect of an error in judgment may have significant impact.
  • Maintain confidential calendars of Chair, synchronizing with the calendar of the Department Director and coordinating with the Chair’s clinical staff and other executive leadership as needed.
  • Organize and prepare the Chair’s presentation activities at national and international meetings; prepare PowerPoint presentation materials as directed, for both administrative and research projects.
  • Manage and complete complex travel arrangements for the Chair and on a case-by-case basis for visitors and faculty recruitments, including following Dept/UW policies for processing travel reimbursements.
  • Manage departmental endowment process for the Chair's Office; work with UW Medicine Advancement to successfully complete open endowments.
  • Collaborate with Department Leadership to determine research priorities for school wide campaigns.
  • Transmit confidential and sensitive written and verbal communication on behalf of Department and/or Chair.
  • Compose and disseminate reports, letters, memoranda, and correspondence on behalf of the Chair.
  • Delegated authority to oversee Department-wide events, including the Winter Recognition program, and the annual Division Head Retreat as well as faculty events including retirements, recognitions, etc., while ensuring compliance with UW and state policies.
o Analyze costs and usage in this capacity and negotiate with vendors on an ad hoc basis.
o Create and disseminate promotional material and invitations.
  • Organize upper-level meetings and activities involving all 13 Division Heads, 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; space coordination and ensuring that IT/AV and catering needs are met.
  • Administrative oversight of vital department committees, including the Palliative Care Center Committee. Manage logistics and meeting correspondence and ensure that committees are appropriately staffed. Execute full meeting minutes in a timely manner and send out to participants on behalf of the Chair.
  • Responsible for the organization and coordination of monthly Division Head meetings. Prepare and organize presentations, manage meeting agenda, obtain attendance confirmation, execute meeting minutes and ensure that deadlines are met.
Grand Rounds Management (30%)
This position has delegated authority to oversee the Department of Medicine Grand Rounds lecture series.
  • Independently manage all logistics for events, including but not limited to, space coordination and ensuring that IT/AV and catering needs are met. This position coordinates the streaming logistics to ensure digital transmission to satellite locations.
  • Draft and disseminate monthly event promotions to department faculty and staff as well as all the satellite locations.
  • Supervise staff who assist in the preparations and operations of Grand Rounds such as A/V contractors and student assistants.
  • Serve as the liaison for Department of Medicine Grand Rounds attendees, faculty, and the CME office.
Projects/Other (20%)
  • Project manager for ad hoc central department projects and initiatives across Finance, Staff and Academic HR, Student Programs, and Clinical Revenue units.
  • Train, supervise and organize projects for student assistants.
  • Serve as subject matter expert for other department units in successfully hiring, onboarding, training and managing workload of student assistants.
  • Manage tracking systems for visitors, phone calls, and external contacts for the Chair’s Office.
  • Oversee the annual departmental awards such as the Evans Award and Turck Award. This position will draft and disseminate call for nominations correspondence, create award-related catalyst surveys, coordinate selection committee meetings, and manage award presentation logistics. Act as the liaison for award-related inquiries for department faculty and staff.
Bachelor's degree in business, communications, or related field and two to three years of experience in executive level support.

Demonstrated ability to independently manage multiple responsibilities concurrently under deadline pressure and changing priorities in a high volume academic setting.

Superior writing and editing skills and experience drafting correspondence.

Demonstrated proficiency in executive-quality word processing, spreadsheet and databases and microsoft office powerpoint presentations.

Strong interpersonal skills with demonstrated ability to work with a diverse group of people with tact, diplomacy, discretion and sensitivity.