ASSISTANT TO THE CHAIR AND DEPARTMENT OPERATIONS COORDINATOR
University of Washington
Location: Seattle, Washington
Type: Full Time
Internal Number: 214273
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The University of Washington School of Pharmacy is ranked nationally in the top schools of Pharmacy. At the School of Pharmacy, we are committed to educating the next generation of leaders in pharmacy, pharmaceutical research and health care – while seeking to ensure the safe, rational and cost-effective use of medicines.
The Department of Pharmacy currently has an outstanding opportunity for an Assistant to the Chair and Department Operations Coordinator. The individual in this role will be responsible for providing executive workflow management for Ryan Hansen, Chair of the Department of Pharmacy, as well as performing DOP 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. This position reports to the Chair, and DOP Administrator.
The Executive Assistant is a key member of the Department, acting as the primary interface between both internal and external stakeholders and Dr. Hansen, and functions as a highly visible representative of the DOP. This work requires discretion due to the wide ranging and sensitive matters that go through the Chair’s Office. A keen eye for detail and precision are fundamental for success in this role. It is expected that this individual will have a high level of accountability for their work product and will be diligent in anticipating and preparing for seasonal deadlines, e.g., keeping the Chair on track with annual merit review, organizing documentation for dissemination, scheduling meetings with faculty etc. And for event management – booking venues and catering well in advance, etc. An enthusiastic and highly proactive work style will be of great value to the Department. This individual will at times be assigned general projects of variable scope, under limited supervision and will be expected to research solutions, resources, consult with key UW contacts, etc. Consistent and clear communication with all members of the department is essential – the hope is that DOP members will trust that this individual will closely shepherd complex projects, will not require multiple prompts/requests for status updates, and will proactively communicate any challenges to the appropriate contacts. This role necessitates critical thinking, grace under pressure, managing completing deadlines and the ability to work with a high level of accountability.
Executive level support for Department Chair:
Direct management of the Department Chair’s complex activities and workflows, including travel arrangements, conferences, maintaining schedules, 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, 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 DOP, SOP, and UW and to the outside community as needed on behalf of the DOP in a timely manner; processing required forms and other necessary paperwork in accordance with Federal, State, UW, SOP and DOP requirements.
Maintain the Chair’s CV and biosketch as required for submissions. 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, drafting Department wide communications.
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 their 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.
Managing faculty meetings – securing adequate space, assemble and disseminate agenda, manage AV/technical logistics, transcribe and disseminate meeting minutes, adhere to requirements of the Open Public Meetings Act (OPMA) of Washington State
As appropriate, support clinical and affiliate faculty communications management.
Department Operations and Facilities Management
Functions as Building Access Coordinator for DOP, oversees facilities requests/projects of varying scope and is primary departmental contact for HS Facilities Administration
Maintaining stock - office supplies, supply room and kitchen
Scheduling Conference rooms as needed and appropriate. AV/Technical support/troubleshooting
Depositing checks, Delivery of campus mail, packages, FedEx
Primary point person for securing office suite doors
Collects, organizes and disseminates content for DOP digest in a timely manner.
Surplus management, shredding and disposal of confidential materials
Manage, track and distribute all departmental keys and access codes
Develop expertise with regard to Ariba/procurement/travel processes and policies
Provide Department wide purchasing (procard, ariba) and reimbursement support.
Supports DOP leadership to implement onboarding and training of faculty and staff. Reviews and helps track completion of required trainings
May supervise student employee in support of general PharmD course support.
Understand operational issues in the broader context of the Department, the School and Central Units, and appropriately handle, delegate or escalate issues as necessary
Independently manage projects and processes with respect to office space and office equipment; inventory and implementing inventory-related activities; renovations/remodeling projects equipment acquisitions and general office maintenance.
Supports DOP leadership in developing and maintaining office management systems that comply with federal, state and University regulations (including EH & S, Records Retention, HIPPA compliance regulations, etc.)
With guidance from Chair and Administrator, develop, prepare and implement department policies.
Support Administrator as it relates to the operations of the Chair’s Office, School Committees, annual retreat planning committee etc.
Event planning and management
Providing ad-hoc program and project specific support as appropriate
Other duties as assigned
Bachelor's Degree in Business Administration, Human Resources, Liberal Arts, or related discipline and 3 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, 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.
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.
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.