The Department of Laboratory Medicine serves as a regional resource for clinical laboratory services required for patient care, research and educational programs in laboratory medicine. The department currently employs 900 people who work at the award-winning University of Washington Medical Center (ranked among the top medical centers in the United States as rated by U.S. News & World Report), Harborview Medical Center (the region's only Level I Trauma center, known for innovations and excellence in trauma care and its centers of emphasis: Trauma, Burn, Neurosciences, AIDS/STD CARER, and mentally- and medically- vulnerable populations.), and many other clinical and research facilities in the area. The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement and natural beauty.
UW Medicine's Department of Laboratory Medicine has an outstanding opportunity for a full-time, day shift, ADMINISTRATIVE SPECIALIST. The Administrative Specialist is the principal assistant to the Department of Laboratory Medicine Director of Finance and Administration and provides administrative support to the faculty, staff and students. Much of this work is of an extremely confidential nature and professionalism is required.
The individual in this position represents the department to multiple external audiences within UW Medicine and beyond. This role is central to the strategic development of the department's operations, administrative, educational, and service functions.
RESPONSIBILITIES:
SUPERVISION AND SUPPORT:
Supervise administrative support team and assistant to the Chair, including development of job descriptions, recruitment, hiring, orientation and training, workflow management, setting standards, recommending disciplinary actions if needed, conducting annual performance evaluations, schedule coordination, approving leave, team building, and staff development
Faculty support from the administrative team includes, but is not limited to: support for Fellowship programs; research grant and manuscript preparation; travel arrangements; organizing educational activites; creating PowerPoint presentations; WorkDay and UW Hires requisitions and other duties as assigned
Supervision of administrative support team and assistant to the Chair
Interview, select, and train
Customarily and regularly direct work
Set and adjust hours of work
Request pay adjustments
Evaluate performance for the purpose of recommending promotions or other changes in status
Handle complaints and grievances
Recommend disciplinary actions
Plan work and determine techniques to be used
Control the flow and distributions of work assignments
Provide for work environment concerns (safety, disability accommodations, etc.)
OPERATIONS:
Confidential liaison between the Director and a wide range of internal and external constituents
Research, draft, and present recommendations to the Director and other SOM leaders on policies and practices relating to the department's operations
Perform diplomatic and discreet interface with internal and external constituents, key national and international leaders and organizations. Advise the Director regarding requests, scheduling priorities, and status of key initiatives
Research, collect, analyze data and make recommendations to the Director for presentations, charts, spreadsheets or other documents as required
Organize and attend meetings, determine priorities and provide follow-up
Manage special projects and organize special committees as required
Perform other duties as necessary to support the Director
ADMINISTRATION:
Review all incoming correspondence, using independent judgment to route or prepare responses as appropriate
Draft letters for signature and disseminate notices to appropriate people
Organize and maintain the Director's correspondence, subject, and action files
Display contextual and strategic understanding of the mission and goals of the department and University by appropriate application and interpretation of policies, procedures, requirements, and regulations
Manage special projects as assigned
This position provides opportunities to work in a fast-paced, challenging, diverse and rewarding environment. As an employee you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
REQUIREMENTS:
Bachelor’s degree required in Business, Sociology, or equivalent education/experience
Three years of administrative support experience with a senior executive, preferably in in a large complex institution, such as a research institution or state agency (ideally an academic setting) or equivalent education/experience
Highly-developed organizational skills, including the ability to work effectively under time pressure with deadlines and dynamic multiple priorities, and the ability to effectively organize office workflow
Strong writing, proofreading, and editing abilities
Ability to coordinate meetings, travel, and events
Proficiency with computers, Internet, and with Microsoft Office applications including Outlook, Word, and PowerPoint
DESIRED:
Experience in a higher education academic setting
Supervisory experience
Knowledge of UW, SOM and department policies and procedures
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