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The Department of Pharmaceutics currently has an outstanding opportunity for an EXECUTIVE ASSISTANT TO THE Chair and Office Coordinator.
The individual in this role is responsible for providing executive workflow management for Dr. Nina Isoherranen, Chair of the Department of Pharmaceutics, as well as performing PCEUT wide professional level programmatic and administrative functions. This integral position ensures the effective daily and long term functioning of the Chair’s activities as well as departmental activities - thereby ensuring the smooth functioning of the Department and the Department’s long-term success. This position reports to the Chair, and Administrator.
The Executive Assistant is a key member of the Department, acting as the primary interface between both internal and external stakeholders and Dr. Isoherranen, and functions as a highly visible representative of the Department. The work requires discretion and includes a wide range of diversified and confidential administrative and operational duties. Critical thinking, initiative, grace under pressure and sound judgment based on experience are required to manage tasks, resolve problems, and make recommendations. These tasks may require a high degree of resourcefulness, and as appropriate work will be performed with a high level of autonomy.
Executive level support for Department Chair:
Direct management of the Department Chair’s complex activities and workflows, maintaining schedules, scheduling webex and other online meetings, managing calendars and ensuring responsiveness to all Director’s communications to ensure a conflict-free meeting schedule and excellent external and internal communications.
Handle any related travel logistics for visiting speakers and visiting academics and trainees including budgeting and travel reimbursements in accordance with UW, state, federal policies.
Organization, management and execution of high-level executive meetings and a variety of events involving key stakeholders and collaborators.
Manage routine and confidential correspondence within the Department of Pharmaceutics (DOP), School of Pharmacy (SOP), and UW and to the outside community as needed on behalf of the Chair and Department of Pharmaceutics in a timely manner; processing required forms and other necessary paperwork in accordance with Federal, State, UW, SOP and DOP requirements.
Manage all of Chair’s requests for recommendation letters and other sensitive documents, ensuring timely delivery and confidentiality of such correspondence.
Perform complex document preparation and reports, including research, writing, proofreading, and editing.
Respond to requests and inquiries from both within the University of Washington and the external community that require the Chair’s attention, using appropriate professional judgment and discretion to ensure timely delivery of such correspondence on his behalf.
In close coordination with the DOP leadership, help develop and draft policies and procedures, to ensure smooth day-to-day functioning of the DOP.
Act as a reliable resource for Chair, faculty, staff, and students in managing complex projects, high-priority and high-visibility events and collaborations.
Track and manage budget expenditures for travel, scholarships, special events, and other functions as related to the Chair’s operational budgets and associated budgets as appropriate and with guidance from Administrator
Managing faculty meetings – securing adequate space, assemble and disseminate agenda, manage AV/technical logistics, draft and disseminate meeting minutes
Assist in execution of Department’s Strategic Plan, (i.e monitor, track, plan)
Understand operational issues in the broader context of the Department, the School and Central Units, and can appropriately handle, delegate or escalate issues as necessary
Independently manages projects and processes with respect to help with lab certifications, licenses and related paperwork, maintaining databases of all IRB, EHS and related permits and records, track progress of applications including approvals and renewals and ensures compliance on these activities.
In collaboration with Department leadership develop and maintain websites, social media and related accounts and sites.
Supports Department leadership in developing and maintaining office management systems that comply with federal, state and University regulations (including EH & S, Records Retention, HIPAA compliance regulations, etc.)
Assist in manuscript submissions and processing publication charges, maintain compliance with NIH public access policies and depositing manuscripts and datasets to relevant databases.
Coordinate interviews, position postings, research experiences and reimbursements, assist in interviews and onboarding of new personnel.
In collaboration with Administrator and Department Chair, manage personnel record systems, administrative files and confidential faculty personnel files
Event planning and management
Providing ad-hoc program and project specific support as appropriate
Other duties as assigned
Supports Department leadership to implement onboarding and training of faculty and staff. Reviews and helps track completion of required trainings
As needed assist with management or records retention, shredding and disposal of confidential materials
Back up for purchasing, travel reimbursement and procard
Develop expertise with regard to Ariba/procurement processes and policies
Budget and Purchasing- as needed, assist with expenditure audits and monitoring budgets to ensure alignment with budgeting requirements and approved expenditures, including those related to equipment, supplies, and facility costs. Develop knowledge and facility on salary tracking/management via training
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
Bachelor's Degree in Business Administration, Human Resources, biomedical of health sciences or related discipline and 2 or more years of experience in related fields or combination of training and equivalent experience.
Other required qualifications include:
Excellent written and verbal communication skills, and strong interpersonal skills; ability to maintain a professional demeanor at all times.
Exhibit a proactive, service-oriented manner and ability to deal effectively with a diverse and demanding client base.
Ability to research and synthesize information and communicate it effectively to lay audiences in verbal and written form.
Deep familiarity with calendaring software solutions, office related software, and communication tools.
Creative problem solving in a complicated continuously changing environment.
Cool headed careful minded, caring personality with good sense of humor.
Recognized as a resource for others to use in dealing with complex logistic scenarios.
In-depth understanding of organizational structure both within and outside the work unit.
Ability to develop innovative processes to achieve goals.
Excellent organizational, time management and decision-making skills.
Ability to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality.
Ability to work independently and as part of a team, manage priorities, multi-task, problem solve and exercise good judgment in a dynamic and deadline-driven environment.
Proven accuracy and attention to detail in work products.
Professional level competency with general MS Office applications, e.g., Word, Excel, PowerPoint, Outlook, and ability to learn new software applications as necessary to do the job
Occasional evening/weekend work for deadlines
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Condition of Employment:
This is a professional level position that requires a flexible work schedule in accordance with fluctuating workloads and deadlines of the academic year. Occasional weekend and evening may be work required.
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 Workforce 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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