Research - Laboratory/Non-Laboratory, Staff/Administrative
The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.The Department of Radiation Oncology has an outstanding opportunity open for a Temporary, Part-Time Executive Assistant.Projects Management (60%)
Provide training on clinical systems to new staff (Administrative Assistants).
Establish clinical system manuals and guidelines.
Responsible for organizing and managing projects of significant size and scope for the Chair's office related to department's annual program planning and assessment.
Manage, plan, and communicate project timelines and milestones to various project stakeholders.
Manage the department faculty database; ensure content accuracy and timely updates
Develop administrative policies and procedures consistent with University requirements.
Participate in preparing the department annual reports.
Provide necessary training to new administrative assistant(s)
Train, supervise, and organize projects for student assistants
Maintain and update department web sites.
Coordinate projects under direction of the Chair and Director, and serve as the point of contact for the department faculty advisory committees.Office & Events Management (25%)
Oversee Department-wide events and grand rounds; ensuring compliance with UW and state policies
Respond to inquiries and direct them to appropriate staff as needed.
Ensure that the Chair's office maintains a professional and confidential atmosphere.
Analyze costs and usage in this capacity and negotiate with vendors on an ad hoc basis.
Manage events logistics and timelines.
Provide back-up on front office duties as neededExecutive Support (15%)
Provide direct confidential senior-level executive support. Represent the Chair in situations requiring a high level of tact, discretion and diplomacy. Process confidential time-sensitive correspondence; Handle sensitive and urgent matters in a thoroughly professional and timely manner with careful attention to confidentiality.
Have frequent contact with individuals such as senior management staff, faculty and external physicians and administrative officers as it relates to the department administrative office. In particular, interface extensively with offices of the Dean and Associate Deans, Medical Directors, Program Directors, Chairs and others as part of role of supporting the Chair.
Manage the Chair's complex calendars and schedules; coordinate meetings, maintain directories, and process mail. Compose, prepare and transmit confidential and sensitive communication on behalf of the Chair. Prepare presentation materials
Supervise travel arrangement and travel reimbursement processes for the Chair per University and Department procedures. Make travel arrangements for faculty candidates, process travel documentation for reimbursement following University and Departmental procedures.
Develop and maintain an electronic filing and archiving system for the Chair's files; organize and maintain the Chair's files.Job Requirements:
BA in business, psychology, related fields or equivalent.
At least five years of progressively responsible experience in administrative office environments, or work experience that demonstrates the abilities described below.
Demonstrated ability to independently manage multiple responsibilities concurrently under deadline pressure and changing priorities.
Strong organizational skills, ability to organize tasks and projects independently, effectively and efficiently.
Ability to consistently apply sound professional judgment and critical thinking to address issues and solve problems.
Excellent writing and verbal communication skills
Solid working knowledge of Microsoft Office™ desktop applications, Endnote and/or similar reference manger software.
Proven customer service orientation with demonstrated interpersonal communication skills. Ability to work with diverse people with tact, diplomacy, discretion and sensitivity.
Excellent written, verbal and interpersonal communications skills.
Experience working effectively with senior administrators and professionals, including sensitivity to handling confidential information.
Ability to work both independently and collaboratively.
Consistently maintains a professional appearance and demeanor.
Ability to walk periodically for moderate distances; to lift approximately 10 lbs; to bend and stoop; to sit for prolonged periods and to use keyboard and other desk space activities for prolonged periods.Desirable:
Familiarity with academic and clinical practices
Familiarity with human resources processes and procedures
Demonstrated interpersonal skills that enhance communication.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
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.