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The UW School of Dentistry’s (SoD) Department of Pediatric Dentistry is the region’s premiere authority on early childhood oral health. The department is committed to improving the health of children throughout the region, across the country, and internationally. We achieve this by focusing on our primary mission to educate, conduct research, and prepare our students to be skilled oral health care professionals. We provide a large volume of clinical care and participate in outreach programs that are especially attentive to minority and underserved childhood populations. The department’s large ambulatory care facility, The Center for Pediatric Dentistry (CPD), is located at Magnuson Park off the UW’s Main Campus in Seattle. This state-of-the art facility is home to the department and a safety net for the region’s children. Our service mission is to improve the health and well-being of children in our community and throughout the region through clinical care, scholarship, and research.
The Administrator for the UW Department of Pediatric Dentistry must demonstrate effective business acumen, make sound administrative decisions, employ discretion and independent judgment when necessary, and work cooperatively and collaboratively with staff and faculty to advance the school’s strategic goals and department’s mission. The Administrator is responsible for the development and management of the department’s institutional state budget totaling approximately $1.5 million as well as managing the finances of departmental academic, research, and training budgets, and numerous federal and local grants and subcontracts.
The Administrator is also responsible for oversight of the administrative aspects of recruitment, promotion, and tenure of faculty. They maintain primary responsibility for coordination and implementation of grants and contracts. The Administrator reports directly to the department Chair and is responsible for the supervision of administrative staff for the department. The Department of Pediatric Dentistry operates a large ambulatory care facility, The Center for Pediatric Dentistry. Staffing, physical plant management, and clinical budgets are the primary responsibility of the Director of Clinical Operations.
The Administrator is a member of the School’s senior administrative team, which helps define internal policies and procedures; serves as the Department liaison with other School of Dentistry departments and University offices on resource issues, including budget, space, and personnel. This position interfaces with and represents a segment of the UW to numerous University stakeholders, including the Arcora foundation, the American Academy of Pediatric Dentistry, representatives of various funding sources, private practice dentists, affiliate faculty, leaders of health districts and members of pediatric dental departments at other universities.
DUTIES & RESPONSIBILITIES: Fiscal/Budgets/Grants Management (70%) •Understand UW cost accounting tools and standards •Regular financial reporting, including status and projections for state, grant, and research; endowment, gift and self-sustaining budgets •Develop and manage the budget and proposal preparation process for federal and state grants, industry grants and contracts •Manage grants and contracts, including working with the PI on post-award setup and ensuring that reporting mechanisms and milestones are completed at the end of the grant period •Understand and manage internal financial controls, especially ProCard, petty cash, travel, and payroll expenses •Understand and manage GME finance, and contractual allocations
Human Resources Management (10%) •Manage payroll and personnel documents for administrative staff, faculty, students, and visiting scholars; coordinate annual merit review process and salary increase for administrative staff and faculty •Interface and collaborate with SoD HR department regarding non-clinical staff recruitment, faculty appointments, promotions, tenure, salary actions, performance management •Supervise core departmental administrative staff •Ensure compliance of UW and SOD-mandated trainings for part/full-time and affiliate faculty and administrative staff •Interface with UW Human Resources, union representatives and others to assure a skilled workforce
Department Administration (20%) •Assist in developing long-term strategic planning and prioritization of department resources •Work with SoD’s information technology group to establish technical needs and/or upgrades for the department, including content editing of department website •Develop and implement operational policies and procedures •Advise, counsel, and give feedback to department Chair •Assist with faculty clinical deployment •Work with staff and SoD/UW regarding institutional administrative requirements •Provide departmental connection and disseminate essential information between SoD and other UW entities •Assist with program accreditation •Complete special projects as assigned by management
Other duties as assigned
MINIMUM REQUIREMENTS/QUALIFICATIONS: •Bachelor’s Degree and four to five years’ administrative experience in an academic department or public/private healthcare-related organization •Management-level financial experience, including administration of grants and contracts •Proven experience communicating with a diverse group of employees (faculty, staff and students from a wide variety of backgrounds), including the ability to collaborate with professionals of different disciplines and perspectives •Demonstrated commitment to the principle of diversity, equity, and inclusion. •Strong analytical, writing and communication skills; expertise in recognizing and prioritizing competing priorities; expert organizational skills; proactive in departmental issues, and attention to detail. •Demonstrated ability to work with computerized management/financial information systems; proven analysis skills utilizing decentralized systems, and the ability to communicate information at all levels •Strong employee relations skills and experience supervising a diverse staff •Ability to pivot and shift priorities when deadlines consistently change and/or often overlap in the department •Ability to attend SoD meetings and/or training seminars when needed at the SoD’s main office located in the Health Sciences Building complex at UW Main Campus in Seattle
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED SKILLS/EXPERIENCE: •Familiarity with SoD departments, operations, and processes •Working knowledge and practice of University policies and procedures and experience working in health care environments/systems •Supervisory experience in a workforce with a collective bargaining agreement. •Experience with Workday, My Financial Desktop, SAGE, GrantTracker applications. •Sense of humor
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.