ADMINISTRATIVE SPECIALIST

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’s Division of General Internal Medicine (GIM) is considered to be among the top Divisions of General Internal Medicine in the nation.  The Division has a workforce of over 500, with 435+ faculty members who are known for their outstanding research, teaching and patient care.

The Division conducts its activities at the UW Medical Center (UWMC-Montlake and Northwest), Harborview Medical Center (HMC), and the VA Puget Sound Health Care System (VAPSHCS) and VA Boise, with research sites located at multiple sites across Seattle. GIM has faculty in seven academic primary care clinics as well as in neighborhood clinics located across the Puget Sound, and manages inpatients at four Seattle area hospitals.

GIM is the largest division in the Department of Medicine and includes both clinical and research functions with a total annual budget of over $100m. There are over 30 research faculty with 85 staff, 125 current grant, contract and gift budgets and annual research expenses of $15 million per year. Faculty and staff are spread over 10+ sites around Seattle and the Puget Sound as well as in Boise, Idaho.

GIM has an opening for a full-time Administrative Specialist (E S 7). The Administrative Specialist will serve as the administrative support to the Head of the Division of General Internal Medicine (GIM), Department of Medicine, as well as the GIM Harborview Section Head. The Harborview Section Head along with many of the faculty represent the University of Washington in many capacities regionally, nationally and internationally. The Section Head serves as the Regional Medical Program Director for King County. This adds a significant layer of complexity to this position and our ability to support the Section Head reflects on the reputation of both the University of Washington and UW Medicine.

Under minimal supervision, the Administrative Specialist will have delegated authority to direct and manage a wide range of highly confidential, complex, executive-level administrative support activities, and represents the Division Head and Section Head to internal and external clients and serve as a communication liaison representing the interests of the Department. This position will routinely exercise independent judgement and decision-making skills, set own work priorities and implement divisional policies for the division office. The Division has faculty, staff, and trainees at multiple clinical and research sites requiring expertise, direction, assistance and decision making for daily operations.

This position must be able to coordinate across programs, disciplines and institutions to manage competing priorities and ensure cohesive programs. The Administrative Specialist collaborates with GIM leadership, Division and Department administration and must work independently and take initiative to prioritize the workload and accomplish a broad volume of work.

DUTIES AND RESPONSIBILITIES
A. Academic HR Support (70%)
B. Executive Assistance (30%)

A. Academic HR Support (70%)
This position will provide academic HR support for the division (over 400 faculty members) working under the guidance of the Division AHR Manager. This position will ensure compliance with the Faculty Code and the School of Medicine policies and procedures. Specific duties include: