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The Assistant to the Chair provides a high level of executive administrative support for the Chair. This position must manage the multiple facets of the Chair’s office (including active and robust academic, research, and service duties), balancing each aspect with precision and sensitivity as well as absolute discretion. The individual in this position is privy to highly sensitive information (different than just confidential information). Independent judgment, initiative, and authority are exercised daily regarding priorities and finding optimal solutions to administrative functions within the Department. The position requires a level of professionalism and maturity to “know” information and to manage that knowledge competently, i.e., that such knowledge does not affect judgment, activities, or attitude toward individuals.
The Assistant to the Chair prepares correspondence and exercises judgment on whom the information should be distributed to and how it should be presented without exposing the Department and/or the Chair to potential risks of legal nature. This position will speak on behalf of the Chair in their absence on matters within the scope of the position. The incumbent will be required to respond on behalf of the Chair to inquiries from the general public or other entities within UW Medicine and the University or to route questions and comments in order to resolve administrative problems.
This position requires a thorough understanding of various organizational structures both internal and external to the Department and the School of Medicine. The incumbent in this position will be required to use knowledge and skills to successfully communicate and mange various functions and tasks for the Chair and the department with particular focus on the management, oversight, and strategic planning of academic affairs. The position has decision-making authority regarding departmental procedures in these areas and will provide direction, consultation and adjust policies as appropriate on behalf of the Department Chair. The Assistant to the Chair reports directly to the Department Chair and interacts on a regular basis with faculty, postdocs, students, staff, affiliate faculty, visiting faculty candidates, Dean’s office personnel and other UW department units. The position is critical in supporting the Chair’s initiatives regarding faculty appointments and recruitments, department research and teaching.
Faculty Affairs –
• Manage all faculty appointments for the Department. Serve as content expert on all matters related to academic human resources (faculty).
• Manage faculty recruitment, appointment, and separation process.
• Serve as a resource and in an advisory role to faculty and staff for faculty personnel policy and procedure compliance.
• Manage independently and in close collaboration with the Chair the promotions process for faculty within the department.
• Liaison with the Office of the Dean and the Office of Academic Appointments & Compensation )AAC) on matters relating to appointment, promotions, and personnel issues for faculty.
• Manage the annual reviews between the Chair and faculty in a confidential and discreet manner.
• Interact directly with the Department Chair on issues related to appointments, promotions and renewals including on-going systems development and improvement to ensure that processes are as effective, efficient, and user-friendly as possible.
• Develop tools to be used for measuring, monitoring and reporting related to faculty appointment matters.
• Implement policies, operational practices and systems to all areas of responsibility: Faculty appointments, reappointments, appointment renewals, promotions, training and orientation, and determine the operational impact on the faculty employment and appointment process.
• Review all materials in areas of responsibility for compliance with UW Academic HR, SoM, AHR, ISO, and Departmental policies and procedures.
• Monitor policy and/or procedural changes and advise faculty, Chair, and Department Administrator as to appropriate changes.
• Coordinate with faculty on submission of annual reports, request for approval of outside work for compensation, summary of annual professional and public activities.
Executive Support –
• Provide direct confidential senior-level executive support
• Manage Chair’s complex calendar. Ensure the Chair is fully briefed on agenda items and has received all required supporting materials.
• Support Chair in meetings as necessary by coordinating the setting of agendas and preparation of materials, manage minutes for distribution, and ensure follow-up on action items.
• 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.
• Compose, prepare and transmit confidential and sensitive written and verbal communication on behalf of the Chair; draft letters, notes and other correspondence for Chair’s signature.
• Assist in preparation of presentation materials for the Chair for use at meetings.
• Manage the maintenance of the Chair’s subject files, which serve as the office files of formal record.
• Consults with Chair, other faculty and administrator as needed.
Visa Processing –
• Oversee and triage visa processing for international faculty and postdoctoral scholar appointments, requiring a thorough understanding of UW, federal, and state regulations and applications for new and renewal document
• Use independent judgement on appointment type and visa type applicability for faculty and postdoc candidates.
• Determine timelines for visa and appointment applications from international faculty and postdoc candidates.
• Advise applicants and faculty mentors on required documentation, credentials and eligibility for new faculty and postdoc positions.
• In partnership with ABC Visa team, advise faculty and international postdocs on future visa options and requirements for renewal appointments, timing, and provide recommendations.
Project Management –
• Responsible for organizing and managing projects of significant size and scope for the Chair’s office. Projects vary, but include independent organization, independent judgment and management of Department-wide programs and initiatives. Examples of these projects include content management and design for the department website and social media accounts or managing large-scale department events, including department retreat and endowed lectureships.
• Collaborate with School and University Office of Advancement, the Assistant to the Chair will work to creation and implement a more visible presence to donors and industry partners. This will include the development and sustaining of a department marketing campaign. This will include the design and creation of a department newsletter, press rereleases that will be used by School and University Advancement to showcase the latest research discoveries to be included in marketing materials and donor solicitations letters. This position will serve as the key contact for development activities with UW Advancement to assure alignment between the Chair’s goals and Advancement in regard to donor relations and outreach/community-relations projects.
• Bachelor Degree or equivalent education/experience in Business Administration, English, Communications, Humanities or similar field
• Minimum of 3 years of experience in executive support or office administration
• Proven verbal and written communication skills, including editing/proofreading experience.
• Problem solving ability with demonstrated independent judgment, tact, discretion and confidentiality.
• Flexibility and multi-task ability to work within a fast changing, dynamic environment with deadlines, last-minute requests and interruptions.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
• Experience managing the faculty appointment process.
• Knowledge of UW Travel.
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.