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POSITION PURPOSE
The Assistant to the Chair provides a high level of executive administrative support for the Chair. This position must manage the multiple facets of the Chair’s office (including active and robust academic, research, and service duties including the role of Chief Medical Data Officer for UW Medicine), 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). Independent judgment, initiative, and authority are exercised daily regarding priorities and finding optimal solutions to administrative functions within the Department. This position will speak on behalf of the Chair in their absence on matters within the scope of the position. The incumbent will be required to respond on behalf of the Chair to inquiries from the general public or other entities within UW Medicine and the University or to route questions and comments in order to resolve administrative problems. The Assistant to the Chair reports directly to the Department Chair and interacts on a regular basis with faculty, postdocs, students, staff, affiliate faculty, visiting faculty candidates, Dean’s office personnel and other UW department units. The position is critical in supporting the Chair’s initiatives regarding research, education and service.

DUTIES AND RESPONSIBILITIES

Executive Support

Provide direct confidential senior-level executive support to the Chair.

Manage Chair’s complex calendar. Ensure the Chair is fully briefed on agenda items and has received all required supporting materials.

Communicate effectively on matters involving the Department, employing tact and diplomacy.

Compose, prepare and transmit confidential and sensitive written and verbal communication on behalf of the Chair; draft letters, notes and other correspondence for Chair’s signature.

Manage the maintenance of the Chair’s subject files, which serve as the official files and formal record.

Makes travel arrangements for the Chair and supports the reimbursement processing.

Maintains the Chair’s CV, other support documents and trainee records. Support Chair in meeting preparation as necessary by coordinating the setting of agendas and preparation of materials, manage minutes for distribution, and track and ensure follow-up on action items identified in departmental meetings.

Department Business Affairs

Support the academic program in the planning and execution of the Department’s Grand Rounds/Seminar Series known as BIME 590. This includes contacting potential and invited speakers, arranging travel for visiting speakers, advertising lectures, maintaining attendance records, managing the Canvas webpage for BIME 590.

Responsible for managing data collection and documentation needed for the preparation of the department’s annual report and ultimately compiling the final report.

Maintains the department’s Organizational Chart.

Maintains department directory.

Maintains department policy and procedure manual to adhere to state federal and UW regulations. This includes tracking policies that need an annual review, notifying the responsible stakeholders when policies are due for review and tracks edits to existing policies and assists in the creation and adoption of new policies and procedures as needed.

Serves as a liaison with the graduate school on behalf of the Chair for all matters related to Academic Program Reviews.

Consults with Chair, other faculty and administrator as needed.

Project Management
Responsible for organizing and managing projects of significant size and scope for the Chair’s office:

Projects vary but include independent organization, independent judgment and management of Department-wide programs and initiatives. Examples of these projects include managing large-scale department events including department retreat, gathering and assisting with the maintenance of data required for the National Library of Medicine Training Grant, maintaining listservs, preparing surveys and collating data collected.

Other Related Duties as Assigned

MINIMUM REQUIREMENTS

Bachelor's degree in Business Administration, English, Communications, Humanities or similar field

At least two years of job-related work experience

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

ADDITIONAL REQUIREMENTS

Proven experience with Microsoft Office Suite including Outlook, Excel, PowerPoint, and Adobe.

Proven verbal and written communication skills, including editing/proofreading experience.

Problem solving ability with demonstrated independent judgment, tact, discretion, and confidentiality.

Flexibility and multi-task ability to work within a fast changing, dynamic environment with deadlines, last-minute requests and interruptions.

DESIRED QUALIFICATIONS

Knowledge of UW Travel policies and procedures.

Application Process: The application process 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.