Salary is commensurate with education and experience
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 Benefits page.
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
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 four consecutive years.
UW Medicine Pathology brings together state-of-the-art technology and highly trained personnel, including nationally and internationally recognized faculty to provide comprehensive diagnostic and personalized service to physicians, community hospitals, independent laboratories, and other health care organizations. We combine sophisticated testing and informatics capabilities of fully accredited laboratories with the resources of an academic and teaching institution in its delivery of pathology services.
Our faculty include 103 core members, 45 adjunct faculty, 21 affiliate, and 35 clinical faculty. We have 44 residency and fellowship trainees, 33 graduate students, and 28 postdoctoral fellows. The research, clinical, and administrative operations are supported by 230 staff members. Our operations are based at the University of Washington Medical Center, Harborview Medical Center, South Lake Union, Northwest Hospital and the Seattle Cancer Care Alliance. Pathology faculty members also serve at Seattle Children's Hospital, the Veteran's Administration Puget Sound Healthcare System, and the Fred Hutchinson Cancer Research Center. These collaborative efforts have generated innovative, translational studies in the basic mechanisms of disease as they apply to diagnostic pathology. The Department of Pathology has a strong focus on basic science and clinical research. The research done by our faculty has received high recognition both nationally and internationally, and the Department is annually among the top recipients of NIH funding for research grants among the various departments of pathology in the country.
The Department of Pathology has an outstanding opportunity for a Full-Time ASSISTANT TO THE DIRECTOR, in support of Pathology Administration. The primary purpose for this position is executive level support for Pathology Administration in the office of the Director and Chair.
This position reports directly to the Director of Finance and Administration for Pathology and will serve as a representative of the Director in all matters related to Pathology Administration, the School of Medicine, the University, and other related entities. This position will have the authority to make independent decisions on behalf of the Director, and must be comfortable speaking for the Director in their absence.
Typical duties include but are not limited to:
Executive Level Administrative Support: (50%):
Manage and plan complex schedules/calendars, travel, collaborative research meetings, and education symposia on a local, regional, and international basis.
Answer phones, emails, and coordinate meetings, conferences and staff events, including assisting with agendas/announcements, taking minutes, arranging conference rooms, audiovisual equipment, food/beverages.
Develop and maintain department documentation; work collaboratively with the Faculty Affairs Manager to complete Pathology Administrative correspondence and/or presentation materials
Perform advanced level Microsoft Office Suite processing duties; coordinate and maintain up-to-date website content; news stories, posted events, and other Pathology content; publish departmental newsletter.
Handle all matters in a confidential and discreet manner and exercise independent judgement to solve uncommon matters and/or issues consistent with the objectives and policies of the department, School of Medicine, and University.
Attend departmental and institutional meetings as a representative of the Director;
Ensure timely and ongoing communications between the Director, executive-level clinical personnel, and the School of Medicine;
Research Administration (20%)
Serve as a representative and partner of the Director to develop, maintain implement standard operating procedures specific to Pathology research operations.
Independently manage day-to-day research operations; manage projects, resource database. Monitor research operation needs including space; conduct surveys and provide guidance specific to Pathology and research requirements.
Analyze challenges facing Pathology research operations, develop potential organizational and administrative solutions or action plans, and review with the Director;
Independently plan and manage research seminars and lectures; department listservs; to ensure effective research program communication department wide.
Assist with coordination of annual retreat;
Manage Facility Operations / Finance: (10%)
Manage facilities renovation and remodel projects; Partner with the Director of Finance and Administration to establish and facilitate facilities maintenance, space assignment and space utilization for Pathology laboratories and offices. Process facilities service requests/work orders for repairs, maintenance, and minor remodeling of lab/office space and equipment (including HVAC) for UW departmental space. May include light cleaning of work spaces.
Partner with the Finance Administration team to coordinate moving/relocation of faculty and staff, furniture, equipment, telephones, computers, with movers, physical plant, vendors, and other necessary parties.
Manage FedEx budget account, monitor and approve expenditures.
Other duties: (20%)
Provide faculty recruitment support to the Faculty Affairs Manager
This position is expected to work collaboratively across Pathology operations in support of Graduate operations, Residency, Fellowship and the Clerkship coordinating teams; and Facilities
Perform special projects and related duties as required;
Serve as back-up to administrative team as needed.
BA/BS in Business or related field two or more years of experience providing executive-level administrative support;
Minimum two years' experience providing administrative support to a senior administrator (Chair, Director, Dean);
Demonstrated superior writing and editing skills specifically in regard to correspondence, policies, procedures, and business plans;
Strong organizational ability including capability for prioritizing work and managing a heavy workload with frequent interruptions; Tenacious approach to meeting deadlines with efficient, results-oriented, approach to projects;
Demonstrated computer skills with intermediate to advanced skills in MS Access, Word, Excel, and PowerPoint;
Ability to make independent judgements that will promote efficiency and add value to an organization;
Ability to work as a key member of an administration team, as demonstrated by prior work experience;
Demonstrated excellent customer service skills with strong customer service orientation, desire to provide support and service to faculty, academic personnel, staff, and students;
Experience working with an academic institution or a medical administration team.
Bachelor's degree in business or related field and four or more years of high-level administrative experience
Previous experience using UW administrative systems;
Appointment of the successful candidate to this position may be made contingent upon a satisfactory outcome of a criminal conviction history check .
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, Criminal Conviction History, 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.