ASSISTANT TO THE CHAIR

Updated: 27 days ago
Location: Seattle, WASHINGTON
Deadline: Open Until Filled

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The Department of Radiation Oncology is an integral part of the Cancer Program at the University of Washington and a major contributor to the contribution margin of each of the seven centers at which we provide professional services: University of Washington Medical Center (UWMC); the Gamma Knife facility at Harborview Medical Center (HMC); the Seattle Cancer Care Alliance (SCCA); the Radiation Oncology Suite on the Northwest Hospital Campus (SCCA@NWH); the SCCA Proton Therapy Center (SPTC); Seattle Children’s Hospital (SCH);  Seattle Puget Sound VA Medical Center; and most recently, the SCCA Peninsula .  We have 29 physician faculty, 22 science PhD faculty, 7 ARNP faculty, 11 radiation oncology residents, 4 medical physics residents, and 2 fellowship faculty on staff with additional postdoctoral fellows and graduate students participating in various research projects in radiation biology and molecular medicine, medical physics, and radiation chemistry.

We have an outstanding opportunity for an Assistant to the Chair to provide confidential executive support to the Chair of the Radiation Oncology Department and reports to the Chair of the Department with a collaborative (matrix) reporting relationship to the Vice Chair of Finance & Administration of the Department of Radiation Oncology.

Given the large scope of the Chair’s job, the individual has an extremely complex job.  This position must manage the multiple facets of the Chair’s office (including active and robust clinical, research, and teaching 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) including, but not limited to physician salaries and physician discipline issues.  Being privy to “sensitive” information requires extensive experience with administrative and HR matters and a thorough understanding of when and to whom to talk to about issues and when to maintain the strictest confidences.  It also demands a level of professionalism and maturity to “know” information and to manage that knowledge professionally, i.e., that such knowledge does not affect judgment, activities, or attitude toward individuals.  They will have considerable positional power and must exercise excellent judgment in this regard.  As part of assistant to the Chair, they will be creating processes for faculty advancement within the department and leading or participating in projects to improve operations and communications within the SOM department and across our clinical locations.

They are regularly called upon to thoroughly understand and interpret Departmental, School of Medicine and University policy for faculty and staff.  They must be comfortable and able to speak for the Chair in their absence on matters within the scope of their position.  They must have the absolute confidence and trust of the Chair and must regularly exercise independent judgment in a variety of arenas such as financial commitments, staffing practices and academic human resources.  This position is a senior administrative support position within the Department and must be prepared to supervise other staff in the absence of the Vice Chair of Finance and Administration.

This position requires a thorough understanding of various organizational structures both internal and external to the Department of Radiation Oncology.  The position has a high degree of complexity as the incumbent in this position will be required to develop operational and programmatic policies based on analysis of information from multiple sources and within the University policy constraints.

Impact to the University:

This position is vital in ensuring the proper functioning of the Radiation Oncology Department.  This unit is critical to the overall clinical, research and training contributions of the Department of Radiation Oncology within the School of Medicine and UW Medicine.  If not handled properly, the responsibilities of the role could have adverse fiscal and operational impact.  This position requires a high level of tact and diplomacy where the effect of an error in judgment may have significant impact. 

Responsibilities:

Project Management (35%)

• Responsible for organizing and managing projects of significant size and scope for the Chair’s office.  Projects vary, but include independent organization and management of Department-wide programs and initiatives.
• Understand and perform a variety of administrative functions for which no one method for accomplishment exists and analysis is required to determine the most effective course of action.
• Participate in preparing the department annual report.
• Develop administrative policies and procedures consistent with University requirements.
• Train, supervise, and organize projects for student assistants as needed
• Coordinate projects; set priorities, adjust priorities as necessary and work independently

Faculty Advancement Program (25%)

• Independently develop and oversee process required to identify necessary strategic short term and long term faculty recruitments including funding agreements.
• Create candidate recruitment policies and document standard operating procedures of such.
• Develop annual/repeatable process for quarterly faculty development meetings with Medical Directors and Vice Chair of Finance and Administration.
• Assist in the coordination of department wide activities, such as Chair’s faculty meetings, open house; faculty and resident dinners, etc.
• Organize all-faculty retreats.
• Attend annual faculty review meetings and create a system to ensure any “next steps” from the meetings are addressed.
• Participate in Department leadership meetings by developing agendas, tracking proposals for operational improvements and managing any projects as a result of faculty and department leadership meetings.
• Make travel arrangements for faculty candidates, process travel documentation for reimbursement following University and Departmental procedures.

Executive Support (20%)

• Provide direct confidential senior-level executive support.
• 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.
• Have frequent contact with individuals such as senior management staff, faculty and external physicians and administrative officers as it relates to the dept administrative office.  In particular, interface extensively and as needed with offices of the Dean and Associate Deans, Medical Directors, Program Directors, Chairs and others as part of role of supporting the Chair.
• Prepare presentation materials for the Chair for use at local, national, and international meetings using MS Power Point and other advanced software.  Ability to import graphics, images, and complex data from other sources
• Perform advanced level word processing, using the most current Microsoft Office™ desktop applications, including but not limited to MS Word, including mail merge and Endnote or similar reference manager software; development of templates, and tables, charts and graphs for use with, but not limited to department reports, manuscripts and grant proposals, staff/academic personnel mailings;
• Maintain an updated CV for the Chair of the Department in UW SOM and FHCRC Format
• Manage the Chair’s complex calendars and schedules; coordinate meetings, draft and process confidential time sensitive correspondence, coordinate travel, maintain directories, and process mail.
• Supervise travel arrangement and travel reimbursement processes for the Chair per University and Department procedures;
• Process confidential time-sensitive correspondence;
• Develop and maintain an electronic filing and archiving system for the Chair’s files;
• Organize and maintain the Chair’s files and faculty personnel files, in concert with the HR Manager;

Budget and Operations Management (20%)

• Create a process for the Department Chair’s review of research gift funds to determine suitable projects to be supported.
• Monitor gift expense activities and report to Chair on projected annual expenses and year end balances.
• Develop processes to ensure donors are updated on research activities from the Chair’s gift funds.
• Ensure that the Chair’s office maintains a professional and confidential atmosphere.

Other duties as assigned.

Requirements include:

• BA in business, psychology, related fields or work equivalent.
• At least three years of progressively responsible experience in administrative office environments, management skills or work experience that demonstrates the abilities described below.
• Demonstrated ability to independently manage multiple responsibilities concurrently under deadline pressure and changing priorities.
• Strong organizational skills, ability to organize tasks and projects independently, effectively and efficiently.
• Ability to consistently apply sound professional judgment and critical thinking to address issues and solve problems.
• Excellent writing and verbal communication skills
• Solid working knowledge of Microsoft Office™ desktop applications or similar calendaring and documentation tools, Endnote and/or similar reference manager software,
• Proven customer service orientation with demonstrated interpersonal communication skills.  Ability to work with diverse people with tact, diplomacy, discretion and sensitivity.
• Experience working effectively with senior administrators and professionals, including sensitivity to handling confidential information.
• Ability to work both independently and collaboratively.
• Consistently maintains a professional appearance and demeanor.
• Ability to walk periodically for moderate distances; to lift approximately 10 lbs; to bend and stoop; to sit for prolonged periods and to use keyboard and other desk space activities for prolonged periods.

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

Desired:

• Familiarity with academic and clinical practices
• Familiarity with human resources processes and procedures.
• Demonstrated interpersonal skills that enhance communication.

Conditions of Employment:

• As a position supporting senior management, a degree of flexible work schedule will be expected to complete work in a professional and timely manner.  Periodic additional hours and schedule flexibility will be required, such as key Departmental events. 

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.

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 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.


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