ASSISTANT TO THE VICE CHAIR OF FINANCE AND ADMINISTRATION

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POSITION PURPOSE
Reporting to the Vice-Chair of Finance & Administration (SOM Director), the Assistant to the Vice Chair of Finance and Administration (Administrative Specialist  (E S 7)) is responsible for complex and confidential executive support for the Vice Chair of Finance and Administration in Radiation Oncology and the Chair of Radiation Oncology. This position will independently perform complex administrative support functions and project management with delegated authority from the Vice Chair of Finance & Administration of the Department of Radiation Oncology.  This position will exercise independent judgment to solve unusual administrative problems, be responsible for communication and follow-through of decisions made by the Vice Chair and chair, create standard operating procedures for the Chair and Vice Chairs’ responsibilities, develop confidential correspondence on behalf of the Vice Chair of Finance and Administration and the Chair of the Department of Radiation Oncology and ensure consistent operations in the office of the Chair in a way consistent with the objectives and policies of the Department, School of Medicine, and University.  This position will be responsible for providing support to department leaders, including Vice Chairs and Chair.

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 eight centers at which we provide professional services: University of Washington Medical Center (UWMC); the Gamma Knife facility at Harborview Medical Center (HMC); the Fred Hutch Cancer Care (FHCC); the Radiation Oncology Suite on the Northwest Hospital Campus (FHCC@NWH); the FHCC Proton Therapy Center (PTC); Seattle Children’s Hospital (SCH);  Seattle Puget Sound VA Medical Center; and the FHCC Peninsula.  We have 35 physician faculty, 35 science PhD faculty, 10 Advanced Practice Provider faculty, 10 radiation oncology residents, 4 medical physics residents, and 2 fellowship faculty on staff with additional postdoctoral scholars and graduate students participating in various research projects in radiation biology and molecular medicine, medical physics, and radiation chemistry.  Given the large scope of the Vice Chair of Finance and Administration’s job, which includes managing multiple revenue streams from external grants and contracts, hospital support from UW Medicine Center, Harborview Medical Center and from Fred Hutch entities, professional billing, and gifts in addition to addressing clinical faculty needs across UW Medicine and Fred Hutch locations, and coordinating joint activities between the Division of Radiation Oncology at Fred Hutch and the Department of Radiation Oncology within the UW School of Medicine, the individual has an extremely complex job.  This position must manage the multiple facets of the Vice Chairs’ office in support of the entire department operations and in the Vice Chair role for supporting the Chair, (including active and robust clinical, research, and teaching duties), balancing each aspect with precision and sensitivity as well as absolute discretion.  As part of this role, 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 Vice Chair and in their absence on matters within the scope of this position.  They must have the absolute confidence and trust of the Vice Chair and must regularly exercise independent judgment in a variety of arenas such as UW Medicine clinical finances, department operations, and academic human resources.  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.

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.  The position requires ability to adjust to rapid changes, all of which are continuing challenges and performs all duties in a manner that promotes a team concept and reflects the mission, vision and values of the department.

DUTIES AND RESPONSIBILITIES
55% - Special Projects