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The Department of Obstetrics and Gynecology is involved with teaching, patient care, and research in the areas of normal and abnormal human reproduction: growth and development of the fetus, normal and complicated obstetrics, and surgical and medical diseases of the female reproductive system, including
reproductive endocrinology and infertility, oncology, urogynecology, global women's health, genetics, infectious disease, psychosocial problems, preventive health care, and ethics. The department also provides primary and preventive health care for women.
The Department of Obstetrics and Gynecology currently has an outstanding opportunity for a PROGRAM OPERATIONS SPECIALIST.
The Department of Obstetrics and Gynecology currently has an outstanding opportunity for a Program Operations Specialist to support the Divisions of Reproductive Endocrinology and Infertility and Urogynecology. This individual will support the Division Directors and faculty and represent them to the
leadership and staff within the University of Washington, School of Medicine, Hospitals, WWAMI Region and the public. This position is focused on independently managing projects to completion with general goals, deadlines and the purposes outlined. This is a very political environment and this position has to understand the opportunities and constraints in order to be successful. This position represents the Division with the other department faculty, academic applicants, staff, hospital leadership, and other organizations in the Puget Sound area and in the WWAMI Region.
This position must learn the needs and intricacies of the divisions and its programs in order to represent requests accurately and relay information to those groups effectively. Communicating clearly, concisely, and professionally is essential.
Direct and Manage Executive Support Activities for the Division Directors and faculty.
Maintain confidential calendars of the Division Directors and faculty. Use Outlook to provide daily high-volume, detailed calendaring support. Requires constant multitasking, a high-degree of tracking and follow up.
Organize upper-level meetings and activities involving Hospital Administration, School of Medicine Department Chairs and Directors, Medical Center affiliates and external individuals and organizations.
Coordinate development of agendas, coordinate meetings, take meeting minutes, and arrange conferences.
Draft and process confidential time sensitive correspondence, maintain directories, and process mail.
Compose, prepare and transmit confidential and sensitive written and verbal communication on behalf of the Division Directors; draft letters, notes and other correspondence for their signature.
Prepare and coordinate travel arrangements to include travel itinerary, meeting schedule and reservation for division faculty.
Compile and submit final travel expense vouchers and reports assuring compliance with all regulatory policies.
Communicate effectively on matters involving the Department and Division, employing tact and diplomacy.
Handle sensitive and urgent matters in a thoroughly professional and timely manner with careful attention to confidentiality.
Have frequent contact with individuals such as the Director of the Department, faculty and external physicians and administrative officers as it relates to the department administrative office.
Write and edit correspondence for the Division Directors.
Perform advanced level word processing for preparing manuscripts, grant proposals and other sophisticated reports, using the most current Microsoft Office desktop applications, including but not limited to MS Word, including mail merge and Endnote or similar reference manager software.
Provide administrative support for Division meetings including agendas, minutes.
Organize and manage projects of significant size and scope for the Division Director's office. Projects vary, but include independent organization and management of division-wide programs and initiatives.
Understand and perform a variety of administrative functions for which no one method for accomplishment exists and analysis is required to determine the most effective course of action.
Participate in preparing the division reports.
Train, supervise, and organize projects for student assistants.
Coordinate projects; set priorities, adjust priorities as necessary and work independently.
Manage special projects as assigned.
Faculty Appointment Coordination:
Develop interview schedules for candidate visits, arrange travel and accommodations, and collect feedback from faculty.
Assist the Appointments and Promotions Manager to determine the necessary steps and required paperwork for new appointments in coordination with the School of Medicine Dean's Office.
Assist the Academic Human Resources Manager in advising department leadership, search committees, and administrative staff involved with faculty appointments and reappointments on requirements, rules, and regulations concerning faculty appointments and reappointments.
| Bachelor's Degree and two to three years of experience working in a healthcare setting. |
Additional Requirements: :
Highly proficient in MS Word, Excel, PowerPoint, Outlook;
Demonstrated superior writing and editing skills and experience writing correspondence, procedures, and materials for others;
Strong organizational ability including capability of prioritizing work and managing heavy workload with frequent interruptions, tenacious approach to meeting deadlines with efficient, results-oriented approach to projects;
Demonstrated ability to work as part of a team;
Experience working with issues of a confidential nature, using discretion and tact;
Demonstrated excellent customer service skills with strong customer service orientation, desire to provide support and service to faculty, staff, and students.