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The University of Washington's School of Public Health (SPH) is one of the nation's premier schools of public health with 250 teaching and research faculty, 750 auxiliary faculty and nearly 100 research and training fellows. The School has five academic departments -- Biostatistics, Environmental and Occupational Health Sciences, Epidemiology, Global Health (joint with the School of Medicine), Health Services and the Office of the Dean. The UW School of Public Health is committed to a diverse community. We view diversity as essential to our mission.
The School of Public Health has an outstanding opportunity for a full-time Administrative Specialist. The Administrative Specialist provides professional level administrative support to the Sr. Associate Dean and Director, Academic and Staff Human Resources, in the Academic Affairs' unit of the Dean's Office School of Public Health. The Administrative Specialist has delegated authority to manage various academic personnel operational functions, including delegated authority to make commitments that affect unit operations. It must work independently and take initiative to prioritize the workload and accomplish a broad volume of work. This position requires a high degree of personal initiative, ability to problem solve independently, strong communication skills and high computer competency and adaptability. The Administrative Specialist will use independent judgment and decision making when managing administrative operations including assessing, prioritizing and triaging various projects and issues, developing methods and strategies to carry out projects and manage them to completion on behalf of the Sr. Associate Dean and Director, Academic and Staff HR.
The School of Public Health is committed to a diverse academic community. We view diversity as essential to our mission. All qualified applicants will receive consideration for employment without regard to, among other things, race religion, color, national origin, sex age, status as protected veterans, or status as qualified individuals with disabilities. For more information, please see the following website: http://www.washington.edu/diversity/.
Academic Human Resources:
Under delegated authority of the Senior Associate Dean and Director, Academic and Staff HR, manage complex, confidential operational and administrative services including, but not limited to:
Direct and manage the annual faculty renewal and reappointment process for the SPH. Working with the SPH academic units, receive, review and track required materials and prepare them for processing, ensuring timeliness and compliance with the Faculty Code. Work directly with department AHR staff to resolve any questions or issues. Manage the School's web application supporting the process, ensuring complete and accurate data from which department's rely upon to inform their processes.
Manage the review of new appointment and promotion packets ensuring required materials meet UW Academic Personnel and SPH Faculty Handbook guidelines; work closely with departments to resolve questions or concerns in preparation for Director, AHR, Sr. Associate Dean, Dean and Faculty Council review for approval.
Develop, communicate and manage a system of capturing and disseminating cyclical academic personnel actions in support of departmental academic HR administrators
Independently manage tracking system/s for faculty actions including appointments, promotions, leave requests, visa requests, compensation requests, endowments, etc.
Serve as liaison to SPH executive staff, department chairs, administrators and staff on developments with faculty appointments, promotions and endowments.
Develop and maintain highly confidential documentation pertaining to faculty personnel actions including appointments, promotions and endowments.
Manage the annual new faculty orientation; providing strategic planning in partnership with Director to assess, identify and develop content and materials
Independently manage faculty background check processing and follow-up were applicable
Exercise independent judgment and decision-making skills to acquire highly sensitive information from a variety of internal and external sources participating in faculty appointments and promotions.
Independently review and document operational policies and procedures, making recommendations for improved efficiency where needed
Independently develop, maintain and monitor the Academic Affairs and SPH Faculty Council Sharepoint site/s and Catalyst site/s.
Work with SPH constituents to create systems and protocols that support the recruitment and retention of a diverse faculty
Monitor, track and report on the budget for the AHR with delegated spending authority for AHR events
Manage public records requests and file audits for the Academic HR unit
Delegated authority in managing electronic mail. This position is expected to have the professional decision-making ability to reschedule, postpone or relocate meetings as necessary.
Independently develop presentation materials, including gathering and summarizing material and using presentation software to create effective documents and presentations.
Data Management and Reporting:
Serve as Records Manager for the AHR unit; developing and maintaining records retention system
Independently manage the input, maintenance and audit of the School's Faculty Database to ensure data integrity and efficient faculty data resources for the SPH and departments.
Manage academic HR reporting requests in collaboration with the senior data analyst and others; track and analyze faculty data for reports
Provide direct confidential executive support to the Sr. Associate Dean and Director of Academic and Staff HR.
Ensures the Sr. Associate Dean and Director's obligations are met by ensuring maintenance of complex calendars and schedules which includes, meetings, improvement projects, investigations, policy development and strategic planning. This requires a strong ability to understand the priorities of the unit and make independent decisions that will have a significant impact on the operational effectiveness of the unit.
Via delegated authority, independently staff the SPH Faculty Equity Task Force, including attending monthly meetings, taking minutes, independently preparing meeting agendas, gather and disseminating information and reporting meeting summaries.
Other duties as assigned.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.