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 five consecutive years. The Department of Emergency Medicine has an outstanding opportunity for a full-time Administrative Specialist.This position is responsible for managing and organizing numerous projects and initiatives within the Department of Emergency Medicine. This individual will act as a confidential liaison between the Director and many internal and external constituents including high level university and hospital administrative departments. The Administrative Specialist will manage administrative operations including assessing, prioritizing and triaging various projects and issues, developing methods and strategies to carry out projects and manage them to completion on behalf of the Director and Department faculty. The Administrative Specialist will independently establish protocols for moving projects forward, communicating and initiating involvement of the appropriate individuals, developing timelines, schedules and agendas, preparing communication and sensitive materials, and keeping the Director appraised of progress on current projects and initiatives and issues needing immediate attention. In addition this position will spearhead the department's communications initiatives.Specific Duties/ResponsibilitiesEXECUTIVE ASSISTANCE - Perform a wide range of highly confidential, complex, executive-level administrative support activities; representing the Director to internal and external clients and serve as a communication liaison representing the goals and interests of the Director. The Assistant to the Director will:Provide responsive and efficient administrative support in maintaining electronic calendars, coordinating day-to-day activities; screening incoming telephone calls and greeting in-person visitors; Triage patient/visitor concerns/complaints; Receive, direct and compose correspondence; and perform other administrative and fiscal duties, and special projects as assigned. Provide ad hoc administrative support to Department faculty as needed. These duties may include: coordinating meetings (agenda preparation & dissemination, room reservations, AV support, schedule management and coordination), support with letter preparation and correspondence,Carry out special projects as assigned (e.g., Department swag orders and coordinating special events).Serve as back up to the Assistant to the Chair when he is out of the office or unavailable.DEPARTMENTAL ADMINISTRATIVE OFFICE MANAGEMENT - This position will also manage and oversee the following departmental functions:Provide administrative operations support to the Department of Emergency Medicine; comprised of 4 administrative office spaces across Harborview Medical Center and the University of Washington Medical Centers. Ensure coordinated effort and collaboration on day-to-day operations ranging from routine to urgent and complex.Planning and oversight related to efficient administrative management and functioning of department, e.g., oversee departments equipment/computer, and IT related needs, ensure policies and procedures are current and enforced.Ensure staff are supported to meet the Chair's priorities and obligations are met; provide day-to-day operational support as needed.Complete complex tasks and projects quickly utilizing the right mix of independent judgement and consultation with leadership, react with appropriate urgency and an unyielding sense of calm to situations that require a quick turnaround.Develop, manage and maintain excellent working relationships within the School of Medicine and the Hospitals, diplomatically and effectively represent Emergency Medicine on all matters internally and externally from across a variety of organizational contexts, areas of expertise, and professional experience.Confidently and successfully communicate with all individuals, including Emergency Medicine faculty and staff, by representing Emergency Medicine through high-caliber, timely, and considerate written and oral communication.Conduct work with a high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals.Independently resolve complex administrative problems and answer questions relating to established policies and procedures. Serve as a resource for the faculty, staff, students and guests. Keep Director apprised of any issues or problems.Responsible for meeting management and meeting minutes for several Emergency Medicine faculty meetings.COMMUNICATIONS - This position will spearhead the department's communications initiatives.Serve as contributing writer (interview, edit, and write in-depth stories) for the Emergency Medicine's Website, Emergency Medicine publications and social media accounts.Manage the collection of all content (requests and follow-up) and coordinate editing of text content; work closely with faculty leadership to ensure projects are executed in a timely and efficient manner.Develop, edit and publish content, articles, stories, and other communication pieces.Provide regular updates to the website, follow established schedule of daily/weekly website updates; update news and events section weekly.Ensure content and images are professional, accurate, timely and effective in communicating EM news and events, research, and programs.Create and update faculty awards and honors (kudos) for monthly presentations, PowerPoint, website and hall monitor distribution.Produce and edit internal newsletter.Work with Program leadership to develop web sections and pages; ensure content is reflected consistently throughout the site.Utilize tools, relationships, and channels to promote communications that better the reputation and understanding of the Emergency Medicine Research and Programs.Contribute to and implement content strategy for all digital presences; monitor industry trends and provide analysis and improvements for online presences.Conduct research for continual improvement and implementation of digital communications best practices.Provide social media coordination, tweet according to Faculty Website Chair's schedule.Develop strategies and content for alumni relations.Report on analytics and evaluate statistics related to usage; work collaboratively with DOM IT, request and track progress on website updates; maintain systems for site content organization and archiving.Follow the University's branding and social media guidelines and standardsAs a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.REQUIREMENTS: Bachelor's Degree in Social Sciences, Communications, or Liberal Arts and 2-3 years work experience in project or office management. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.DESIREDPrior work experience in an academic University health care and administrative environment desired. Experience with website management and social media desired.CONDITIONS OF EMPLOYMENT Application Process: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 Workforce 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.
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