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The Department of Obstetrics and Gynecology has an outstanding opportunity for an Assistant to the Chair.
Reporting directly to the Chair of the Department of Obstetrics and Gynecology, this Assistant to the Chair (Grade 7) is responsible for executive-level administrative support of Department leadership and acts as a liaison when communicating on the Chair’s behalf with senior management, faculty, staff, and colleagues of other agencies and institutions.
This position is focused on independently managing projects to completion with general goals, deadlines and the purposes outlined. This is a very political environment and this position must understand the opportunities and constraints in order to be successful. This position represents the Chair with the faculty, academic applicants, staff, hospital leadership, and other organizations in the Puget Sound area and in the WWAMI Region.
This position demands an ever-evolving understanding of the priorities of the Department and bi-directional communication between the Chair and senior department and school of medicine leadership.
The Department of Ob/Gyn is committed to fostering a diverse and inclusive academic community (see https://obgyn.uw.edu/diversity/diversity). We encourage applications from individuals whose backgrounds or interests align with this commitment. Women, transgender and non-binary individuals, and individuals from under-represented backgrounds are strongly encouraged to apply.
Direct and Manage Executive Support Activities for the Chair, Department Director, and Chair’s staff: •Provide direct confidential executive support to the Chair of the Department. Represent the Chair in situations requiring a high level of tact, discretion and diplomacy, where the effect of an error in judgment may have significant impact. •Maintain confidential calendars of Chair and the Department Director. Coordinating with the Chair’s clinical staff and other executive leadership as needed. •Organize and prepare the Chair’s presentation activities at national and international meetings; prepare PowerPoint presentation materials as directed, for both administrative and research projects. •Manage and complete complex travel arrangements for the Chair and on a case-by-case basis for visitors and faculty recruitments, including following Dept/UW policies for processing travel reimbursements. •Collaborate with Department Leadership to determine research priorities for school wide campaigns. •Transmit confidential and sensitive written and verbal communication on behalf of Department and/or Chair. •Compose and disseminate reports, letters, memoranda, and correspondence on behalf of the Chair. •Delegated authority to oversee Department-wide events. •Analyze costs and usage in this capacity and negotiate with vendors on an ad hoc basis. •Create and disseminate promotional material and invitations. •Organize upper-level meetings and activities involving all 10 Division Heads, University and UW Medicine executive heads, School of Medicine. •Administrative oversight of vital department committees including managing logistics and meeting correspondence and ensure that committees are appropriately staffed. Execute full meeting minutes in a timely manner and send out to participants on behalf of the Chair. •Responsible for the organization and coordination of monthly Leadership meetings. Prepare and organize presentations, manage meeting agenda, obtain attendance confirmation, execute meeting minutes and ensure that deadlines are met.
General Communication: •Communicate effectively on matters involving the Department, employing tact and diplomacy. •Handle sensitive and urgent matters in a thoroughly professional and timely manner with careful attention to confidentiality. •Have frequent contact with individuals such as the Director of the Department, faculty and external physicians, and administrative officers as it relates to the department administrative office. •Interface extensively and as needed with offices of the Dean and Associate Deans, Medical Directors, Program Directors, Chairs and others, as part of role of supporting the Chair.
Written Communication: •Write and edit correspondence for Chair to grant agencies, donors, department leaders, external partners and others. •Perform advanced level word processing for preparing manuscripts, grant proposals and other sophisticated reports, using the most current Microsoft Office desktop applications, including but not limited to MS Word, Excel, PowerPoint, and Access, also including mail merge and Endnote or similar reference manager software. •Develop templates, and tables, charts and graphs for use with, but not limited to department reports, manuscripts and grant proposals, staff, academic, and leadership personnel mailings. •Provide administrative support for the Department of Obstetrics and Gynecology Faculty and Leadership Meetings including agendas, minutes, membership list(s), reminder system and other communication tools.
Project Management: •Organize and manage projects of significant size and scope for the Chair’s office. Projects vary but include independent organization and management of Department-wide programs and initiatives. •Understand and perform a variety of administrative functions. •Participate in preparing the department reports. •Train, supervise, and organize projects for student assistants. •Coordinate projects; set priorities, adjust priorities as necessary and work independently. Provide updates on all projects as necessary. •Manage special projects as assigned by the Chair.
MINIMUM REQUIREMENTS Bachelor’s degree in Business, English, or other related field and three years of experience as an executive assistant.
Additional Requirements: •Manuscript experience. •Calendaring experience. •Highly proficient in MS Word, Excel, PowerPoint, Outlook. •Demonstrated superior writing and editing skills and experience writing correspondence, procedures, and materials for others. •Strong organizational ability including capability of prioritizing work and managing heavy workload with frequent interruptions, tenacious approach to meeting deadlines with efficient, results-oriented approach to projects. •Demonstrated ability to work as part of a team. •Experience working with issues of a confidential nature, using discretion and tact. •Demonstrated excellent customer service skills with strong customer service orientation, desire to provide support and service to faculty, staff, and students.
Equivalent education and/or experience may substitute for minimum requirements.
DESIRED REQUIREMENTS •Knowledge of and familiarity with an academic medical organization (preferably the University of Washington).
CONDITIONS OF EMPLOYMENT 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.
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