| Description |
Req #: 238468
Department: DEPARTMENT OF MEDICINE: ADMINISTRATION
Posting Date: 09/12/2024
Closing Info:
Closes On 09/18/2024
Salary: $3,664 - $4,882 per month
Shift: First Shift
Notes:
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908_a11y.pdf)
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.
The Department of Medicine has an outstanding opportunity for an Administrative Coordinator (Administrative Assistant 3) at our University of Washington Medical Center campus.
This position will coordinate work related to the Vice Chair of Education, the Program Director for the Internal Residency Program, and the Program Director of Medical Student Programs. This position requires a high level of independent judgment, tact and the ability to work in a complex and deadline-driven environment. The person in this position has extensive contact with a number of executives across UW Medicine and represents the senior leaders. The role develops and fosters partnerships and coordination across organizational boundaries as liaison for the Vice Chair of Education’s Office leadership team, representing the goals and interests of the team to internal and external clients.
The Department of Medicine is the largest department in the School of Medicine with over 4500 staff, faculty, trainees and students and an annual budget of approximately $500M 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 eleven subspecialties divisions: Allergy and Infectious Diseases; Cardiology; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology-Oncology; Medical Genetics; Metabolism, Endocrinology and Nutrition; Nephrology; 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), Bloodworks NW, Fred Hutch, and other locations in the Seattle area.
This position demands an ever-evolving understanding of the priorities of the department and bi-directional communication between the Vice Chair of Education, other senior department leadership, and School of Medicine leadership.
DUTIES AND RESPONSIBILITIES Executive Support
- Organizes high-level meetings and activities involving all Education programs, including across 11 Divisions, 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, coordination of space, reminders, IT/AV, and catering needs.
- Manages the Educational Programs Leadership Teams’ complex schedule, setting meeting priorities according to urgency of discussion topic. Independently sets meeting agendas, coordinates guest presenter, prepares PowerPoint presentations and handouts for meetings. Develops and maintains tracking systems for visitors, phone calls, and external contacts. Monitors and updates calendars daily to ensure commitments and obligations are met.
- Drafts, transcribes and prepares highly confidential, complex, politically sensitive correspondence.
- Attends department meetings and seminars as an Educational Programs representative.
- Responsible for securing and verifying travel arrangements, seminar registrations, meeting support, budget and expense reimbursements, correspondence and ordering of office supplies.Educational Program Support
- Leads the Continuing Medical Education (CME) efforts for the department, including leading the application process, which includes compiling all information required to complete application documents, coordinating with the CME office, and coordinating with multiple department divisions when CME courses are being developed and offered.
- Manages educational-related awards, including the solicitation of nominations, coordinating multiple committees, assembling and coordinating nomination packets for committee review, and other support as requested by the committee chairs.
- Work with senior staff to update and maintain the content of the intranet for the various educational program’s pages.
- Analyze current workflows of the various educational program areas (Student Programs, Residency, etc.), implement updates or establish new systems and procedures for optimal efficiency, compliance and to meet the objectives/needs of the Department. Revise as needed.
- During competitive renewal years, and under the supervision of a grants manager and faculty member, lead efforts to collect, organize, and manage data in support of training grant submissions. That may include information pertaining to current or former students or trainees, publications, or other relevant required information required for the proposals.Vice Chair’s Office Support
- Serves as point of contact and representative for the office. Exercise judgment and knowledge to provide information, support, and a wide range of problem solving frequently for students, trainees, faculty, and staff regarding rules, regulations, policies, departmental procedures.
- Manages key requests, coordination for keys/access to conference rooms, ordering supplies, scanner access, and other administrative oversight. Liaise with the Chair’s Office as needed.
- General office management – mail collection and distribution, coordination of package arrivals and distributions.
- Serves as main point of contact regarding maintenance, repair and maintenance of office equipment for the office. Ensure operation of equipment by troubleshooting malfunctions and contacting IT or others for repairs and maintenance.
- Coordinates events and catering requests for orientations, special recognition events, and meetings hosted by the Vice Chair.
- Responsible for processing reimbursements and vendor invoices in support of seminars, meetings, retreats, or other gatherings requiring purchases.
- Supports the coordination of facilities and construction projects, including preparing spaces and support for ordering of furniture and other items relevant to the project.
- Participates as needed in other activities led and managed by the Vice Chair’s Office, including coordinating parking requests, management of professional society membership rosters, management of email lists.
- Provides training and support on a variety of initiatives and projects.Special Projects & Other
- Completes ad hoc special projects as assigned by department leadership
- Assists as other departmental programs support when there are vacancies or coverage needs.
- Other duties as assigned. MINIMUM REQUIREMENTS
- Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience. DESIRED QUALIFICATIONS
- Dedication to equity, diversity and inclusion.
- Must have excellent written and verbal communication skills; the ability to work both independently and as part of a team, and excellent ability to independently manage multiple responsibilities concurrently under deadlines, pressure and highly adaptable to changing priorities; skilled in effectively and efficiently organizing tasks and projects. Consistent in applying sound professional judgment and critical thinking skills to address complex issues and solve problems.
- Must have strong writing skills for composing correspondence and editing documents.
- Must be proficient in Microsoft Word, Excel, PowerPoint and Access; good working knowledge of Internet and web-based applications. CONDITITONS OF EMPLOYMENT
- Requires a flexible work schedule to meet unexpected deadlines.
University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.
|
