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 Department of Urology currently has an outstanding opportunity for an ASSISTANT TO THE CHAIR.
This position provides executive support for the Chair of the Department of Urology and has overall responsibility for the administration of events management and advancement activities that reside in the department. They provide executive support for the Chair of the Department of Urology and reports to the Chair of the Department with a matrixed reporting relationship to the Director of the Department of Urology.
The Chair has a busy clinical practice and robust research and teaching duties. He is the Principle Investigator on multiple grants and contracts. The department is active in development of philanthropic relationships that result in strong endowment basis for urological research. Consequently, the individual filling this position must be able to assist the Chair with duties outside of the Department and outside of the University, including independently staffing major initiatives and committees, often at the request of the Dean of the School of Medicine.
In addition to the duties required to run the Department, the Chair of the Department of Urology has a national and international professional reputation. He sits on many national boards and committees. He is often appointed by the Dean of the School of Medicine to head major initiatives within the School of Medicine and the University in general.
Given the large scope of the Chair’s position, this individual has a highly complex job. This position must manage the multiple facets of the Chair’s office, balancing each aspect with precision and sensitivity as well as absolute discretion. The individual filling this position must be able to assist the Chair with all duties in regard to his clinical practice, research and teaching duties. This will include relationships inside the Department, outside of the Department and outside of the University.
This individual must maintain strong adherence to/support of department mission. They are privy to highly sensitive information including, but not limited to, physician salaries and physician disciplinary issues. Being privy to "sensitive" information means knowing when and to whom to talk about issues and when to maintain the strictest confidences. It also means having a level of professionalism and maturity to "know" information and to manage that knowledge professionally, i.e., that knowledge does not affect judgment, activities or attitude toward individuals. They will have considerable positional power and must exercise excellent judgment in this regard.
This position is regularly called upon to thoroughly understand and interpret Departmental, School of Medicine and University policy for faculty and staff. They must be comfortable and able to speak for the Chair in their absence on matters within the scope of the Chair's position. The Assistant to the Chair must have the absolute confidence and trust of the Chair and must regularly exercise independent judgment in a variety of arenas.
This is a senior support position within the Department and as such must act as an outstanding example for the other support staff. Additionally, this position will partner with other department members to assure a smooth, streamlined office administration and seamless processes for human resources, faculty affairs, graduate medical education initiatives, and fiscal staff. The individual must maintain strong adherence to/support of department mission.
Duties and Responsibilities: The individual in this position must display excellent contextual and strategic understanding of the priorities of the Chair's office and the Department and how these fit into the larger University. Additionally, this individual must exhibit excellent communication and interpersonal skills in many forms and contexts.
Administrative Management of the Chair’s Office: The individual in this position must accurately, sensitively and confidently manage the communication to and from the Chair’s office, his time and schedule, the myriad requests coming to the Chair and the flow of information to and from the office. This skill set and duties as broken down as follows:
Schedule, Priority & Time Management:
Assist in management of complex day-to-day schedule of Chair; including the management of signficant amounts of travel for the Chair
Consistently review schedule of Chair and triage requests for internal and external commitments appropriately, adjusting actions to fit changing priorities. These activities may include departmental commitments, UW Medicine Committees, Boards and initiatives, out of office meetings, appearances and speaking engagements
Plan and manage complex meetings, including meetings for those outside the Department
Understand the value and limitations of the Chair's time and prioritize demands accordingly. Manage administrative time of Chair through management of calendar, email, correspondence and routine actions. This includes complex day-to-day and long-range schedule planning.
Systematically and accurately set priorities and managing multiple priorities with ease and professionalism
Coordinate and support all meetings requested by the Chair, including: department faculty, scheduling annual merit reviews, and service chiefs meetings
Manage relationship with Chair’s clinical staff and manage Chair’s schedule around clinical, teaching and research duties
Ensure that the Chair is prepared for his meetings and events, including briefing materials and assure that all arrangements have been made accordingly
Knowledgeably, accurately and sensitively draft, edit, finalize and publish complex public and confidential reports, correspondence and presentations on behalf of the Chair in a timely manner
Review, distribute & dispose of physical & electronic communications with acumen, timeliness and accuracy
Manage Chair dictation by assigning and/or personally processing
Anticipate and prepare Chair for meetings, including providing materials, assuring that arrangements have been made for meetings and that Chair is ready for his responsibility within the meeting
Manage faculty and personnel management processes that require Chair signatures and/or tracking
Organize file management & information retrieval systems
People/Relationship Management: Interactions inspire confidence and trust from faculty, management, peers and staff inside and outside the department.
Anticipate and meet the needs of primary customers of the Chair’s office (from department staff and faculty to leaders of international organizations from all over the world), while balancing theinterests of all clients of the Chair's office
Balance interests of all clients of the Chair’s office and readily adjusting priorities to meet pressing and changing customer demands; set routine priorities independently
Assure that the Chair’s office is viewed in the highest possible light by demonstrating exceptional professionalism and dedication to excellence
Exercise sound professional judgment when using the positional power of the Chair’s office
Work as a team with senior management staff and faculty working with external physicians, administrative officers and local and community leaders to ensure that the work of the Chair’s office is completed smoothly and efficiently
Become expert at knowing who, how and when to loop in the appropriate people to solve issues; assuring the appropriate people/offices receive appropriate communications
Oversee planning and management of travel for guests of the Department
Manage travel expenses according to University regulations
Working knowledge of UW financial systems applicable to position, e.g.,ARIBA
Analyze communications/media materials budgets (Newsletters / Brochures / Web based) and for various events, milestone events, faculty retreat, etc. Assure special events remain within budgeted limitation; approve relevant office purchases
Operations and Communications Management: The individual in this position displays superb contextual and strategic understanding of the priorities of the Chair’s office and the Department & how these fit into the larger University. Additionally, this individual must exhibit excellent communication and interpersonal skills in many forms and contexts.
Act as a confidential resource; successfully discriminating between mission critical and trivial information
Understand, interpret and appropriately apply requirements, regulations and policies related to the Department of Urology and the University
Recognize and independently solve issues and problems; knowing when and to whom to escalate issues
Effectively represent, when necessary, the Chair and acting on his behalf within scope of position
Understand Chair’s clinical, educational & research priorities: successfully liaising with Chair’s clinical and research staff; understand and promote working relationships with residents, ensuring that all receive timely and accurate information re. the Chair’s schedule as necessary, to successfully perform their duties
Easily relate requests, questions etc. to priorities, policies & strategic direction of the Department and applying appropriate response
Understand and independently apply the “Need to Know” policy, balancing the need to keep information confidential, yet keep work flowing smoothly
Skillfully use techniques to diffuse difficult situations; acting as a calming influence in stressful situations
Communicate accurately, confidently, and skillfully in written or oral formats; applying appropriate etiquette to the communication situation
Project Management: The individual in this position is regularly responsible for organizing and managing projects of significant size and scope for the Chair’s office. This individual must be able to manage projects in light of all other priorities and keep them on time, on task and on budget. Projects vary, but include independent organization and management of Department-wide programs and initiatives.
Oversee Department-wide or University-related events, which may include: lectureships; out-of-office functions that are connected to the Chair's professional commitments; monthly faculty meetings, annual faculty events, academic affairs, service chief meetings, department events, etc.
Assist in the organization and/or hosting of regional and national scientific meetings as requested by the Chair, including: solicitation of sponsorships, liaising with national organizations and negotiating vendor contracts
Provide staffing for school-wide committees when Chair functions as Committee Head
Coordinate and/or host endowed lecture events.This may include accommodations for the visiting professor/speaker, arranging a faculty dinner, Saturday morning lecture and/or resident case presentations
Manage patient education events: this includes organizing seminars for patients on urological topics, working with faculty to determine content and marketing the events
Act as the key contact for development activities (with UW Advancement) within the Chair’s office; serve on the Chair’s Development Team; Assist Chair with donor relations, outreach and community-relations projects; work with faculty and industry representatives on marketing and/or fundraising
Participate as a member of the internal advancement team and be the primary person to execute initiatives, projects and programs
Manage mentoring program for junior faculty including:assignments, planning events and monitoring needs of participants in program
Bachelor’s degree in a relevant academic field AND 2-3 years’ experience in an administrative or assistant to executive position OR equivalent combination of education and experience
Demonstrated ability to manage concurrent, multiple projects under pressure of deadlines and changing priorities while remaining flexible
Experience with MS Office products including scheduling software, internet searches, graphics applications and desktop publishing
Excellent written and verbal communication and organizational skills
Ability to exercise discretion and confidentiality; exercise sound professional judgment; maintain a professional demeanor and appearance at all times
Demonstrated progressive career responsibility as it pertains to independent judgment and decision making authority
Ability to set routine priorities independently, keeping these on track and seeing to satisfactory conclusion tasks and requests
Working knowledge of University policies and procedures, particularly relating to academic faculty
Experience working in an academic medical environment
Conditions of Employment:
Regular and predictable attendance is required.
While usual hours fall within standard business hours, work may be required during hours beyond standard business hours, including weekends.
Work is normally performed in a typical interior/office environment; however, work may include incidental outdoor or fieldwork with exposure to the elements and variable weather conditions. Work is performed in an open office environment – successful candidates will possess the concentration and social skills necessary to work in that environment.
Ability to lift, bend, and reach consistent with routine office/administrative activities (e.g. conference room setup, supply stocking).
A satisfactory outcome from a criminal background check
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 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.