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The Department of Medicine has an outstanding opportunity for a full-time Administrative Specialist. This position is responsible for the executive management, oversight, and strategic planning of the volunteer clinical and affiliate faculty programs/processes in the Department of Medicine: 1) Volunteer Clinical and Affiliate Faculty appointments and promotions, 2) Visiting Faculty appointments, and 3) Faculty visas. This position is responsible for directing operations of the above programs to meet department strategic goals in the teaching, research and clinical mission, using discretion and independent judgement, decision-making and problem-solving skills and is accountable for all of the program/process results.
The Department of Medicine is the largest department in the School of Medicine with over 4500 staff, faculty, trainees and students and an annual budget of approximately $425,000,000 consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds and affiliated hospital funding associated with the academic programs within the department. The department is made up of fourteen sub-specialty divisions: Allergy and Infectious Diseases; Cardiology; Dermatology; Emergency Medicine; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology; Medical Genetics; Metabolism, Endocrinology and Nutrition; Nephrology; Oncology; Pulmonary & Critical Care Medicine; and Rheumatology. These divisions occupy space at multiple sites including University of Washington Medical Center (UWMC), Harborview Medical Center (HMC), Veterans Administration Puget Sound Health Care System (VAPSHCS), Puget Sound Blood Center (PSBC), Fred Hutchinson Cancer Research Center (FHCRC), Seattle Cancer Care Alliance (SCCA), and other locations in the Seattle area.
This position works closely with the administrators and faculty coordinators in the 14 divisions of the Department, as well as working closely with the Director, Department Chair, Service Chief of Medicine at UWMC and Associate Chairs, to establish overall direction, and to implement departmental policies and systems as they relate to the programs listed above.
This position will be responsible for ensuring compliance with School and University policies, procedures and timelines in regards to academic human resources and is critical to the operation and coordination of the overall department, and to the teaching and research missions of the School and the University. The strength of the School of Medicine's multi-state-wide educational programs depends on the appointment of exceptional volunteer and affiliate faculty in our WWAMI sites as well as our local community physicians. This position is critical to the University of Washington's standing as an academic center of excellence.
Volunteer Clinical and Affiliate Faculty
Direct and manage volunteer clinical and affiliate faculty appointments, re-appointments, promotions, terminations, medical staff privileging and credentialing, and appointments to University of Washington Physicians (UWP) and University of Washington Physicians Network (UWPN). Coordinate with Divisions, Dean's Office and the Office of Medical Staff Appointments to secure faculty appointments and medical staff credentialing. Direct faculty appointment process in conjunction with University of Washington Physician's Network (UWPN) to set up clinical faculty in satellite clinics. There are over 1,200 clinical and affiliate faculty in the department.
Act as an advisor, providing information and guidance to Clinical & Affiliate Appointment and Promotion (CAAP) Committee. Addresses concerns and issues that arise, while collaborating with chair of committee.
Manage website used for posting clinical and affiliate faculty appointment/promotion candidates and related criteria. Continually assesses and polls committee needs and makes changes to site based on feedback. The
Department averages approximately 100 appointments for these faculty groups in a given year and approximately 40 promotions.
Develop and provide ad hoc reports for management and strategic planning.
Liaison to WWAMI Regional Offices to provide volunteer clinical faculty appointments of physicians based at the School of Medicine Washington, Wyoming, Alaska, Montana and Idaho teaching sites. This includes those faculty involved in the Rural/Underserved Opportunities Program (R/UOP) and WWAMI Rural Integrated Training Experience (WRITE) programs.
Provide guidance and consultation to regional office contacts regarding department and school of medicine policies and procedures related to WWAMI faculty appointments, re-appointments, promotions and terminations.
Is the technical expert and advises divisions on appointing visiting faculty titles while taking into consideration visiting scholar's profile and activity. Direct and manage the visiting faculty appointments and re- appointments process, including visiting scientists and scholars, for 14 divisions. Manage associated visa issues for these appointments, while partnering with the International Scholar's Office (ISO) to ensure compliance with University policies and procedures
FACULTY AND FELLOW VISA TRACKING AND BACKUP TO VISA MANAGER
Partner with Visa Manager to develop and design new department-wide system to track faculty/fellows on visas. Cross-train to provide back-up to Visa Manager for all processes of this complex program, including providing consultation to divisions on federal and university policies/regulations and to the divisions regarding assigning international scholars with UW appointment titles that are appropriate to the faculty title.
SITES OF PRACTICE PROPOSALS
Manage compliance with UW Medicine Sites of Practice Requirements
ADDITIONAL DEPARTMENT-LEVEL DUTIES
Department Manager and OPUS/Workday Entries
Mail Chimp Voting for Regular/Research faculty actions (appointment, promotion, tenure)
Serve as back-up for paid clinical faculty and teaching associate programs. Provide services as requested with special projects and other duties as needed by the School and Department.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.