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The Department of Urology at the University of Washington consistently ranks among the top urology programs in the country. Our four word motto reflects our mission: Cure, Comfort, Teach, and Wonder. As a clinical department, our emphasis is "to cure the patient when possible and comfort always". This preoccupation applies not only to routine urologic management but also to the difficult and/or unusual conditions requiring special knowledge and skill. In addition, all professional members of this department have embraced this motto because they wish to teach didactically and by example. This teaching involves medical students, resident physicians, and surgeon fellows in a way that enhances the care of the patient. Finally, most people are in academic medicine because they are intellectually fascinated with the Wonder of medical biology and human nature. Clinical and applied laboratory research is a major mission of this department and its national ranking is in part because of outstanding research productivity in many urologic subspecialties including cancer, infection, pediatrics, sexual function, transplantation, trauma, and women's healthcare. As such, another major focus of the department is to train urologic researchers and surgeon scientists for the future.
The Department of Urology currently has an outstanding opportunity for an ASSISTANT TO THE DIRECTOR
The Assistant to the Director is responsible for the direct administrative support to the Director of the Institute for Prostate Cancer Research (IPCR), to the Administrator of the IPCR, in addition to other Directors and faculty members. The Assistant will be expected to handle a variety of activities with diverse IPCR stakeholders, including Community Leaders Council, the Scientific Advisory Council, faculty and researchers, state and national agencies, federal and private sponsors, benefactors, research subjects and patients. The Assistant will be responsible for executive level administrative support that will have high impact, is often highly visible, and may also be confidential in nature. The Assistant will be expected to work with minimal direction, prioritize tasks, and must be self-directed. The Assistant will work in a dynamic, challenging environment where requirements can be expected to grow in complexity, and where the Assistant will have to respond willingly and quickly to an increase in complexity of work. The Assistant must have a high degree of competence with office and communication information technology. The Assistant must have a professional demeanor and appearance at all times, as the Assistant will represent the Vice Chair for Research of the Department of Urology, the Chief of Urologic Oncology, other Directors and faculty members of the department, the School of Medicine, the University, and academic medicine to various stakeholders and other faculty in various settings.The Assistant will support the Director's administrative needs in his leadership role in supporting UW Medicine's and Fred Hutchinson Cancer Research Center's missions of clinical care, teaching and research.
DUTIES AND RESPONSIBILITIES:
40% Urology faculty administrative support:
Coordinate all travel arrangements including registration, hotel, create an itinerary, and complete internal department requests forms. Follow-up with faculty and other travelers to obtain all materials needed to prepare and process travel reimbursement. Ensure compliance with University/Department travel and reimbursement policies.
Manage the administrative time of multiple other faculty through management of calendar, email, correspondence, as well as management of all other actions required of their position.
Ensure their travel schedules are on the departmental leave calendar, coordinating with the call scheduling coordinator to ensure faculty members assigned to be on call do not overlap with vacations or travel.
Provide assistance with all dictation, word processing, meeting minutes, and mail processing for faculty as needed.
Provide logistical support to any meeting required by faculty.
Provide assistance with research and documentation for purchasing supplies, paying membership dues, pager bills, etc. in collaboration with departmental finance team.
Assist faculty with various forms and processes in coordination with Urology administrative staff, including, but not limited to: Institutional Review Board (IRB) application forms; Sites of Practice (SOPs), Requests for Outside Professional Work, conference forms, credentialing requests, reappointments, and others as needed.
40% Vice Chair of Research / IPCR administrative support:
Work closely with Vice Chair of Research in executing donor relations activities.
Prepare presentations and reports for executive sessions of national gatherings such as the society of Urology Oncology, National Institutes of Health meetings of the Directors of major multi-institution grants such as the Special Projects of Research Excellence, Program Project Grants in Urologic Oncology, Prostate Cancer Foundation, etc.
Draft correspondence and prepare manuscripts which contain medical or medical research terminology and Health Protected Information content.
Coordinate and support research meetings, as well as those requested of or by the Director and others supported.
Work with Vice Chair of Research, UW Medicine Advancement and Fred Hutchinson Cancer Research Center to create materials for IPCR fundraising purposes.
Lead contact between IPCR administrative core and the Community Leaders Council and the Scientific Advisory Committee.
Coordinate actions among the Seattle Cancer Care Alliance Prostate Cancer Clinic Team.
15% Director of Finance & Administration administrative support:
Assist Director of Administration and Finance in management of calendar in scheduling department meetings, UWMC meetings, and other university-wide meetings as appropriate.
Assist Director with administrative responsibilities that are highly sensitive and confidential.
Provide back-up assistance to Assistant to the Chair as requested.
5% Inter-office communications:
Receive all incoming calls from department main line and handle as appropriate.
Receive all incoming department faxes via email, review and forward to proper source for
course of action.
Process IT and facilities maintenance requests, as needed.
Plus other duties as assigned, across all categories.