ADMINISTRATIVE SPECIALIST
Req #: | 173239 |
Department: | SCHOOL OF MEDICINE |
Job Location: | South Lake Union |
Posting Date: | 11/01/2019 |
Closing Info: | Open Until Filled |
Salary: | Salary is commensurate with qualifications and experience. |
Shift: | First Shift |
Notes: |
As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, click here. |
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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
Position Purpose
The Office of Research and Graduate Education (RGE) in the School of Medicine (SoM) promotes and facilitates research, teaching and science training within the UW Medicine community. We do so by building and enhancing infrastructure, providing UW Medicine and University leadership with strategic information and analysis, fostering an open and collaborative environment, streamlining processes, and maximizing opportunities for achievements in research and education.
Reporting to the Director and working as a member of the Administrative Services team, the Assistant to the Vice Dean (Administrative Specialist) manages and integrates intensive information flows across organizational levels in support of the multi-site Vice Dean for Research and Graduate Education (RGE) office and operations. In addition to staffing the Vice Dean's and Director’s daily operations, this position assesses, prioritizes, and organizes numerous projects and initiatives driven by the Vice Dean. Projects frequently require this position to evaluate current and new work needs, independently triage next steps and the need for staff participation, and independently follow through on completion and closeout activities. The incumbent is responsible for information management systems that efficiently support the Vice Dean’s and Director’s operational needs. This position is responsible for organizing historic data, materials, and processes within the Vice Dean’s operations. The incumbent will work closely with directors and managers throughout RGE, and is liaison to three Associate Deans’ operations spanning SoM’s research sites within the UW Magnuson Health Sciences Building, at UW Medicine’s South Lake Union site, and at Harborview Medical Center.
Position Complexities
The Office of Research and Graduate Education is responsible for the strategic oversight and central support of the School of Medicine’s research and graduate teaching missions. The Vice Dean and Director engage in leadership and planning on a broad range of topics, resulting in an intensive meeting schedule, the need for a highly proactive administrative team member, and efficient management of complex files, information flows, and relationships. Both the Vice Dean and Director are responsible for sensitive, confidential, legal, and regulatory matters requiring discretion in scheduling and communications. This position is responsible for understanding technical content of email and other communications across an evolving and broad range of research and education topics sufficiently to identify emergent matters, attend to confidentiality, prioritize meetings, and manage communications. This position affects workflows throughout the Office of Research and Graduate Education and its subsidiary units.
Position Dimensions and Impact to the University
The School of Medicine comprises fully half of the University’s externally funded research and partners with other schools and colleges on at least an additional 15% of funded research. Programs for which the Vice Dean's office is responsible include over $650 million in annual research funding across 32 academic departments, more than 2,000 faculty eligible to engage in research and PhD training, more than 1.7 million square feet of space, numerous major research initiatives, and ~1400 graduate students and postdoctoral researchers.
Duties & Responsibilities
Assessment and Evaluation:
Project Management:
Space Management:
Committee Management:
Team Support:
Academic Awards Management and Prizes:
Other Duties as Assigned:
REQUIRED QUALIFICATIONS
Bachelor’s Degree in business administration, communications, or related field.
Three years’ relevant experience in a complex office environment. Ability to work under pressure of frequent deadlines and manage competing priorities with minimal direction. Analytical skills to swiftly evaluate incoming information and materials for routing, assignment, and incorporation into active work projects. Demonstrated excellent oral and written communication skills including demonstrated competency in preparation of correspondence, schedules, editing of draft materials, and minute taking. Ability to handle executive-level confidential information with high level of tact, discretion and diplomacy. Demonstrated excellence in working collaboratively as part of a high-performing team and building professional relationships.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
DESIRED QUALIFICATIONS
Experience with complex calendaring in MS Outlook. Experience working in a higher education setting.
Working Environmental Conditions
Able to work a flexible schedule as required.
Able to lift ten pounds.
Able to use UW shuttle system to travel between UW Medicine research sites.
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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.