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The Department of Otolaryngology is a clinical academic department of the University of Washington School of Medicine (SOM) which is part of UW Medicine. The Department provides patient care services at Harborview Medical Center (HMC), University of Washington Medical Center (UWMC), Seattle Children’s Hospital (SCH), Veterans Affairs & Puget Sound Health Care System (VA), Northwest Hospital (NWH), and Seattle Cancer Care Alliance (SCCA). The Department is actively involved in clinical service, research programs, residency training programs and educational programs, and includes oversight for the Virginia Merrill Bloedel Hearing Research Center. The department employs approximately 40 total regular faculty, research and clinical fellows, 25 residents and ACGME fellows, and 20 staff.
The Department of Otolaryngology currently has an outstanding opportunity for an Administrative Specialist.
In conjunction with the Director, the Administrative Specialist provides operational oversight and manages daily operations for the Department to meet specific departmental needs and works to continually improve administrative operations and efficiency.
Experience with process improvement is desired for this role as the needs and priorities of the Department are constantly evolving. In addition the Administrative Specialist provides executive level support to both the Chair and the Director for the Department including complex scheduling, drafting high level communications, and serving as the primary contact for University, School of Medicine and Departmental Faculty relations. This position will exercise critical thinking, problem solving and independent decision making on a daily basis to ensure that business moves forward compliantly and deadlines are met. Excellent written and verbal communication skills as well as experience with electronic based systems such as Outlook, all MS-Office applications and project management tools is essential. In addition to project team management this position may have up to two direct reports.
The Administrative Specialist is required to provide a respectful, supportive, and confidential environment for all staff and faculty. This position requires the ability to maintain a professional demeanor while dealing with highly sensitive and confidential issues in a timely manner.
I. Administrative Office Management: 60%
Regularly manage department academic office staff schedules and flow of general office work processes to ensure office is staffed and operating efficiently. Provide general oversight of office workload. Coordinate all functions in the absence of the Chair/Director.
Oversee office facilities (supply and space management), including working with facilities on maintenance of existing and creation of new office space, working with vendors to furnish offices, processing staff requests (ergonomic evaluations), and managing space to support current and future staff, faculty, and residents.
Plan and facilitate internal project team meetings towards desired outcomes. Manage teams to meet objectives, make decisions and use time effectively. Independently manage the work of the team through the use of Gantt charts and project management tools.
In collaboration with Chair/Director, assess, develop, implement and monitor policies and procedures to ensure optimal operation of administrative activities in a changing environment. Independently research assigned policy area for discussion and adoption.
Manage planned and ad hoc major office projects, events and activities. Project management work to include the design and implementation of change to existing processes or programs using Continuous Process Improvements (CPI) tools and methods.
II. Administrative Support to Executive Leadership: 30%
Exercise decision-making authority and independent judgment in handling confidential matters for the Chair and Director.
Provide direct confidential executive support to the Chair and Director of the Department and for Department faculty in diverse locations including UW, Harborview, and the Bloedel Center. Assign tasks as needed to administrative team.
Use good judgment and discretion in written and oral communication, confidential memorandums, and budget information related to salary and personnel, etc. across a broad spectrum of staff, faculty and senior administrators within the Department and the School of Medicine.
Maintain confidential calendars of Chair and Director, coordinating with the Chair’s clinical staff and other executive leadership as needed.
Organize upper-level meetings and activities involving University and UW Medicine executive heads, School of Medicine Department Chairs, Medical Center affiliates and external individuals and organizations. Prepare and research background materials for meetings as required, develop meeting agendas and prepare succinct action oriented minutes.
Oversight of domestic/international travel arrangements, including travel itinerary, meeting schedule and reservations, while ensuring Chair/Director priorities and obligations are met; compile and submit electronic travel expense reports for reimbursement.
III. Supervisory Responsibilities: 10%
Training and monitoring of faculty support position activities.
Conduct probationary period and annual evaluations of support staff; advise Chair/Director and HR Manager of any deficiencies/issues and take corrective action as necessary.
Facilitate cooperation and communication among staff to ensure a cohesive and respectful work environment.
Bachelor’s degree with a minimum of 3 years of relevant experience managing people and projects in an academic medicine setting, or an equivalent combination of education and experience.
Demonstrated ability to independently manage multiple responsibilities concurrently under deadline pressure and changing priorities.
Ability to work both independently and collaboratively, problem solve and exercise sound judgment.
Demonstrated attention to details and solid critical thinking skills.
Demonstrated project management skills. Experience utilizing tools (Gantt charts, project charters, process mapping) and methods for effective project management.
Experience working effectively with senior administrators and professionals, including sensitivity to handling confidential information and urgent matters with discretion, in a thoroughly competent and timely manner
Strong interpersonal skills with demonstrated ability to communicate both verbally and in writing with professionalism, diplomacy and sensitivity.
Advanced knowledge of academic and clinical practices and policies and day-to-day actions required to successfully meet these.
Demonstrated progressive career responsibility as it pertains to independent judgment and decision-making authority.
Demonstrated proficiency in executive-quality written communication, spreadsheet and databases, with a technological aptitude for learning new systems as they evolve.
Working knowledge of University of Washington policies and procedures, and systems.
Functional background in spreadsheet (Excel preferred) and database software applications.
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.