Req #: 234013

Department: SCHOOL OF MEDICINE

Job Location Detail: Hybrid Eligible

Posting Date: 05/07/2024

Closing Info: Open Until Filled

Salary: $5,126 - $6,990 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-professional-staff-librarians-academic-staff-20230701_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 Administrative Specialist provides critical administrative and operational support to the UW Medicine Faculty Business Planning Office. This position will create structure and streamline various administrative reporting systems to provide interpretation to the offices in the areas of finance, program planning, and analysis in UW Medicine. This position will report to the UW Medicine Faculty Business Planning Officer and Associate Vice President for Medical Affairs.

This role will have frequent contact with the Executive Leadership team such as deans, department chairs, faculty, directors and administrators, medical center executives, and others often involving sophisticated and complex issues. As such, this position will be required to independently administer a variety of business operations and planning and help define processes and procedures within UW Medicine. The work performed in this position must be accomplished with extreme accuracy, clarity, efficiency, diplomacy, and discretion.

DUTIES AND RESPONSIBILITIES OPERATIONS ADMINISTRATION (50%) Meeting Coordination and Management:

• Provides administrative support to the Office of UW Medicine Faculty Business Planning Office and assists with day-to-day office operations and preparation for executive and advisory committee meetings.

• Arranges and coordinates project and business planning related meetings, attends the meetings, and handles action items as delegated.

• Prepares meeting agendas and takes meeting minutes.

• Assists in preparing reports and /or presentations for Executive Leadership meetings.Administrative Support:

• Ensures the Faculty Business Planning Office priorities and obligations are met by ensuring maintenance of complex calendars and schedules which includes meetings, audits, policy development, financial briefings, strategic planning, and travel. This requires a strong ability to understand the strategic priorities of the office and the work and make independent decisions that have a significant impact on the financial and operational effectiveness of UW Medicine and the School of Medicine.

• Independently develops presentation materials, including gathering and summarizing materials and using presentation software to create documents and presentations.

• Draft and edit letters, reports, and other documents.

• Maintains a clear understanding of all business planning processes within the School of Medicine and UW Medicine, to provide effective administrative support.FINANCE (30%)Reporting & Compliance:

• Independently maintains complex financial and legal data from all data sources within the University and UW Medicine. Generates reports for the Executives within UW Medicine, School of Medicine, CEO, UW Medicine/Vice President for Medical Affairs/Dean, School of Medicine.

• Develops and maintains confidential documentation pertaining to UW Medicine project planning, budgets and financial reporting, audits, and contracts.

• Develops, modifies, and maintains various databases and records management systems.

• Collects, disseminates, and independently researches business and regulatory information and reports to external entities as requested.

• Regularly exercises independent judgment and decision-making skills to assure adherence to federal and state regulations and other regulations as are appropriate.

• Develops and maintains databases and tracking systems for budget recordkeeping that comply with federal, state, and University regulations.OTHER DUTIES AS ASSIGNED (20%)

• Assists in implementing complex projects. May develop and maintain multiple project management tools (including GANTT charts, timelines, and workflows) coordinate project activities (e.g., surveys, focus groups, team meetings, public presentations, write publications) monitor action plans, maintain ticklers, and notify project managers of impending deadlines.

• Works closely with other administrative staff and may need to support other colleagues as needed.

• Independently drafts communications to, vice presidents, UW Medicine executives, deans, department chairs, directors and administrators, faculty, and others regarding UW Medicine information.

• Will require ability to identify and prioritize time sensitive matters with the Executive Leadership throughout UW Medicine and the UW.

• This position must gain the knowledge and expertise to assist executive staff regarding policy and operational issues including but not limited to financial planning, legal, and other business matters.

• May have lead or supervisory responsibilities for temporary employees and/or student helpers.

• Serve as a principal liaison between the Faculty Business Planning Office and the vice presidents, deans, department chairs, administrators, faculty regarding financial planning and sensitive faculty retention communications.

• Ability to identify and prioritize time sensitive matters with the Executive Leadership throughout UW Medicine and the UW.

• This position must gain the knowledge and expertise to assist executive staff regarding policy and operational issues including but not limited to financial planning, faculty policies and procedures and human resources.

• The employee in this position will be advising UW Medicine and School of Medicine executives, department chairs, directors, and administrators regarding professional staff HR operations. The work performed in this position must be accomplished with extreme clarity and efficiency, diplomacy, and discretion.

• Other business and strategic planning projects on ad hoc basis. MINIMUM REQUIREMENTS

• BS or BA degree in Communications, Business Administration, or other related field

• Two years professional experience in high-level administrative coverage.

• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Proven administrative problem-solving skills to ensure efficient office operations.

• Proficiency with word processing, presentation, spreadsheets, and database software in a Windows environment.

• Ability to coordinate logistics for meetings, including room setup.

• Ability to work independently with a high degree of reliability, accuracy, and productivity.

• Ability to handle confidential information responsibly.

• Ability to adapt to diverse communication styles.

• Ability to adapt to changing priorities and meet deadlines.

• Presents a positive and professional image for UW Medicine.

• Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

• Ability to work across multiple levels of an organization to achieve results. DESIRED QUALIFICATIONS

• Knowledge of and familiarity with UW Medicine and Health Sciences colleges and departments.

• Experience in a university setting. CONDITIONS OF EMPLOYMENT

• Option for hybrid in-person/remote work schedule, subject to leadership approval and based on business needs; on an infrequent basis, position may be expected to be available for after-hours urgent calls/meetings. Application Process: The application process 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 access 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.

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.