ASSISTANT TO CHIEF OF DIVISION

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 UW Department of Pediatrics is dedicated to improving the health of all children by educating physicians of the future, advancing research, advocating for children and providing the nation's best pediatric clinical care. We are committed to building a diverse and inclusive faculty and staff.

The Division of Genetic Medicine in the Department of Pediatrics is a Clinical/Science Division that provides patient care throughout the WWAMI Region via service contracts for outpatient genetics clinics and inpatient consultation services. Sites of practice include but are not limited to Seattle Children’s Hospital, Swedish Medical Center, Mary Bridge, Providence Medical Center (Alaska), and Alaska Native Healthcare Center. Research programs are located primarily within the UW Health Sciences Building and the UW Northgate facilities.

The division offices are located at UW Health Science Building (HSB) and operations for the Division is under the direction of the Division Chief.

The Department of Pediatrics has an outstanding opportunity for an Assistant to the Division Chief of Genetic Medicine (Administrative Assistant 2) in the Division of Genetic Medicine. The Administrative Assistant will provide high level administrative support to the Division Chief, Associate Division Chief, key faculty, Division Administrator and provide executive-level administrative support in the following areas:

RESPONSIBILITIES:

• Compose and edit correspondence for Division Chief/Administrator’s signature. Prepare a variety of documents including manuscripts, correspondence, curriculum vitae, Annual Report, biographical sketches, and teaching and research materials. Prepare presentation materials for use at local, national and international meetings, importing graphic, pictures and data from other sources. Develop and work with spreadsheets using MS Excel using formulas and creating charts/graphs. Develop and maintain paper and electronic filing and archiving system for the Division Head and Division Administrator’s files.
• Process confidential time-sensitive correspondence. Deal with sensitive issues in a confidential and discreet manner and exercise good judgment to solve unusual administrative problems consistent with objectives and policies of the Department, School of Medicine and University.
• Manage the Division Head and Division Administrator’s complex schedules, ensuring the Division Chief/Administrator’s priorities and obligations are met.
• Make travel arrangements and process travel reimbursement for the Division Chief and other faculty members per University and Department procedures.
• Coordinate all aspects of division meetings, conferences and special events. Responsibilities include preparing meeting notices, agendas, and minutes, reserving rooms and facilities, procuring food, coordinating special services (audio visual, parking, etc.), distributing event materials to invitees, creating RSVP lists, and attendance to facilitate a smooth event. Collaborate with other administrative teams and external organizations as needed.
• Coordinate and manage the clinical block and daily schedule for attending faculty under the guidance of the Associate Division Head for Clinical Operations and the Administrator. Send monthly updated schedule to all related teams, make changes in real time in Amion.
• Under the direction of the Division Chief , Division Administrator, and Administrative Specialist manage appointments, re-appointment packets, and promotion dossiers, meeting University and School of Medicine requirements and deadlines for approximately 24 Faculty members; Manage CUMG and hospital medical staff appointments for faculty performing clinical duties. Manage visiting faculty appointments and reappointments including visiting scientists and scholars, for the division. Coordinate Annual Reviews between the Division Head and faculty. Organize and maintain electronic and paper faculty personnel files including current CV’s, Activity & Progress reports, licenses, certifications and other required documentation.
• Under the direction of the Division Chief and Division Administrator, act as liaison between division and department staff and faculty. Review and advise department staff and faculty on new policies and procedures. Develop procedures, protocols and checklists to improve the efficiency of administrative support.
• Collaborate closely with Seattle Children’s Administrative staff to ensure seamless coordination for faculty onboarding, conferences and scheduling.
• Enter and reconcile division purchases. Provide back up for program operations specialist in entering purchases for grant funded activities
• Track department's discretionary fund budget. Coordinate and facilitate staff reimbursements for all department budgets. Work with Division Administrator to develop, manage and reconcile division budgets.
• Answer telephones, greet and assist visitors, distribute messages, scan/photocopy materials.
• Provide back-up and assistance to other administrative staff in the Division, as needed.
• Contribute positively to a welcoming and collegial environment.
• Perform special projects and other duties as assigned. 

MINIMUM REQUIREMENTS:
• Requires High School/GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience.

ADDITIONAL REQUIREMENTS:
• Executive level administrative support to include complex scheduling and travel planning for an executive leadership team.
• High proficiency with Microsoft Office Suite.
• Excellent verbal and written communication skills including demonstrated competence in preparation of correspondence, written reports and minute taking, quality assurance, and editorial oversight.
• Extraordinary attention to detail and high level of organizational skills.
• Excellent problem-solving skills and follow-through, exceptional time management and prioritization skills, with the ability to effectively manage multiple competing demands.
• Must be professional, exercise good judgment and maintain discretion and confidentiality. Teamwork skills a must!

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

DESIRED EXPERIENCE:
• Experience working in an academic department including experience working directly with and providing support to student, residents or fellows and faculty.
• Knowledge of UW and School of Medicine Academic Personnel policies and procedures. Experience with Amion, Ariba and UW systems.

Conditions of Employment: 

Typical hours of work are from 8:00 a.m. - 5:00 p.m. This Position requires a flexible schedule to meet critical deadlines; must be willing to work extended hours at various times throughout the year.

This position is required to demonstrate knowledge and understanding of, and maintain confidentiality of patient privacy rights, employee information, Department of Pediatrics strategic plans and initiatives, financial information or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize employee rights, the organization’s operations or privacy of patients. This position will access and use the minimum necessary information to perform job responsibilities and duties and only for authorized purposes. 

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 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.