This posting is only open to current UW employees.
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 Department of Radiology has an outstanding opportunity for an Assistant to the Chair.
The Assistant to the Chair performs the administrative duties and executive level support of the office of the Chair in the Department of Radiology, School of Medicine. The department is involved in research, teaching, and patient care, across many sites of practice. The employee regularly exercises independent judgment and discretion in work directly related to the office of the Chair. This position is the primary assistant to the Chair and reports to the Director of the Department of Radiology. This position makes recommendations, interprets, and monitors compliance with organizational policies.
This position requires the individual to work with the Chair in interpreting the department of Radiology's policies, maintaining an awareness of all activities within the department and throughout UW Medicine. This position also requires the ability to resolve complex office problems independently of the Chair and coordinate administrative activities related to the Chair's departmental, school, university, and off-campus functions.
As the primary administrative support to the Chair of the Department of Radiology, this position is essential in supporting the activities performed by the Chair. The department is one of the largest and most complex clinical departments within the School of Medicine. The Department of Radiology has approximately 250 faculty members, 120 staff members, 100 trainees, and an annual operating expense budget of approximately $70M. This position ensures the Chair of the department has the administrative support required to lead the clinical, instructional, research, and community service goals of the department and medical centers.
ESSENTIAL DUTIES & RESPONSIBILITIES (Other duties may be assigned to meet business needs.)
Provide complete executive level support to the Chair: Compose, edit and proofread correspondence for Chair. Word process correspondence, manuscripts and reviews using medical terminology from written drafts and/or machine dictation using editing and proofreading skills. Independently maintain the Chair's calendar, make appointments, and keep track of all upcoming meetings and accompanying documentation, making sure all official obligations are met. Take meeting minutes, as necessary. Open, review, and screen all incoming mail and email, and distribute outgoing mail. Answer Chair's phone, screen calls, and place phone calls for the Chair. Receive visitors, faculty, fellows, residents, medical students, hospital personnel, vendors and faculty candidates. Organize, coordinate, and maintain Chair's travel schedule informing in advance key department faculty and personnel. Perform electronic and fax mail tasks. Independently set up and maintain the Chair's files including confidential material.
Process improvement and special projects: Participate in implementing process improvements to streamline efficiencies and standardize operations across the Department of Radiology.
Independently plan and carry out special projects as assigned. 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 and monitoring and following up on departmental level initiatives.
Promotions: Administer promotions: track promotion process and coordinate paperwork Chair will need and be aware of deadlines within the University system.
Provide administrative support to the department's Appointments and Promotions Committee Chair and Committee during the annual review of all departmental Associate and Assistant Professors including updating and maintaining department's A&P files and scheduling committee meetings.
Development Officer: Responsible for organizing and guiding development activities in the department as it pertains to long term strategic initiatives and donor relations.
Supervise Office of Executive Administration: Responsible for hiring, performance management, and daily oversight of a department communications manager and dotted line supervision of the Assistant to the Chief of Service at UWMC.
Recruitment: Independently handle recruitment processes for all faculty candidates by coordinating travel arrangements, arranging complex interview schedules, and answering candidate's questions regarding the University and Seattle area.
Perform related duties as required.
MINIMUM REQUIREMENTS •A Bachelor's degree plus two to three years' directly related experience.
Additional Requirements: •Excellent communication skills. •Ability to prioritize and reprioritize multiple projects in multiple locations. •Informed judgment and maintenance of a high level of confidentiality. •Excellent written and verbal skills. •Demonstrated critical thinking skills to resolve issues on behalf of department Chair. •Ability to maintain attention to detail while remaining flexible in working with multiple faculty, senior administrators and university officials.
Equivalent education and/or experience may substitute for minimum requirements.
DESIRED REQUIREMENTS •Experience in academic health centers, familiarity with higher education associations, government agencies, and university lexicons. Demonstrated initiative in resolving complex problems. •Supervisory and day-to-day office management experience as well as proficiency in word processing and flexibility in learning new technologies. •Equivalent education/experience may substitute for stated requirements.
MISSION AND VALUES
Mission: To meet the clinical needs of patients and families we serve, to train the practitioners and leaders of tomorrow, and to advance imaging sciences to improve the human condition.
The Department of Radiology is committed to attracting and retaining a diverse staff. We 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.
CONDITIONS OF EMPLOYMENT
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee is regularly required to speak or hear. The employee frequently is required to sit; stand; walk; use hands to write, finger, handle or feel; and reach with hands and arms. The employee must occasionally lift and/or carry up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.
Work Environment: •Schedule is normally 8a to 5p, M-F, but is not always fixed and workload does vary. The incumbent’s first responsibility is to complete tasks rather than keep to a fixed schedule. Flexibility in schedule and intensity of work is necessary. •Some travel between sites will be necessary by UW Health Services or other shuttles. •This position requires extreme confidentiality and discretion due to the delicate nature of information and the overall scope of the department's various activities. Since this is an executive-support position, a degree of flexible work hours will be required to accommodate workload and urgent deadlines. The Assistant to the Chair will be expected to work with the Chair and Administrator to cover these projects in a professional manner.
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.