Assistant to the Chair

Job Description

The Assistant to the Chair provides high-level confidential executive and administrative support to the Department Chair and senior leadership of Comparative Medicine ensuring seamless operation of department governance faculty affairs and graduate/residency programs. Through expert calendar and correspondence management complex event and travel coordination and liaison with School of Medicine and University offices this role enables the Chair to focus on strategic initiatives research leadership and academic excellence.

The Assistant to the Chair must navigate a complex landscape of high-stakes responsibilities where confidentiality and discretion are this role the incumbent serves as the gatekeeper for the Chairs time and information flowscreening and prioritizing correspondence maintaining formal record files and ensuring that every meeting trip and event is meticulously organized and briefed. Simultaneously they manage concurrent workflows across executive support faculty recruitment and promotions graduate advising and residency program coordination each with its own deadlines stakeholders and policy requirements. Success demands mastery of UW and School of Medicine regulationsfrom Procard reconciliation and visa processing to accreditation standardswhile exercising independent judgment to resolve conflicts and maintain seamless departmental operations.

DUTIES AND RESPONSIBILITIES
Executive Administrative Support (45%)
Serves as confidential executive assistant to the Department chair utilizing discretion and professionalism in all matters that support the Chair and department.
Screens and prioritizes Chairs correspondence and telephone calls utilizing independent judgment to determine appropriate and timely responses.
Manages the maintenance and organization of the Chairs subject files which serve as the office files of formal record.
Schedules meetings at the Chairs request coordinates setting of agendas and preparation of materials. Ensures the Chair is fully briefed on meeting agenda items and has all the required supporting materials. At the request of the Chair creates meeting notes/decisions and follows-up on action items.
Plans trips and travels for the Chair. Works with appropriate department Finance & Administration team members to execute registrations and travel details. Facilitates expense reimbursements and documentation for the Chair with the F&A team and ensures compliance within UW/SoM regulations and policies while meeting priorities of the Chair.
Coordinates visits (including travel arrangements which may involve working with the F&A team) receptions and other special events and provides basic hospitality to guests.
Develops and maintains an annual planning calendar for the Chair that includes faculty meetings department meetings and events faculty affairs milestones (re-appointments promotions merit etc.) and other administrative deadlines.
Participates in the planning and execution for department events (all hands meetings seminars faculty/chair retreats etc.).
Establishes a Procard account to support events and other department or Chair purchasing needs. Manages and reconciles account in accordance with UW policies.
At the direction of the Chair and department leadership assists with the creation and maintenance of marketing materials for department and center services.
As requested by the Chair works with the department IT resources to ensure website updates and changes are executed.
Perform other duties as required to support the ongoing mission and strategic plans of the Chair and Department.

Faculty Affairs (40%)
Manages faculty new hire processes duties may include:
Under the direction of the Chair create job descriptions.
Following established School of Medicine processes and tools request approval to recruit and hire.
Support the search committee with Interfolio and other search tasks (posting job announcements correspondence with applicants scheduling interviews and site visits travel arrangements etc.).
Assists with the offer letter and other appointment materials.
Consults with the SoM Academic Appointments and Compensation (AAC) as needed to ensure that the department is in compliance with policies and procedures concerning faculty recruitment and hire.
Assists in the relocation process including coordinating orientation activities space preparation and integration into the department faculty.
Manage and coordinates faculty Visas (new hires and reappointments as needed) with School of Medicine AAC/HR shared services team.
Manages faculty mandatory and non-mandatory promotion process: Understands timeline of promotion related tasks and ensures the Chair and faculty are informed of deadlines. Works closely with faculty to assemble promotion materials in the manner and format requested by the SoM. Under the direction of the Chair and department policy/faculty code coordinates faculty vote. Assists with other related issues and concerns that may arise during the process and consults with AAC as needed.
Manages faculty/academic fixed term reappointment process: Sends out notices to acting affiliate clinical and other faculty on fixed term appointments regarding the review and reappointment process. Schedules faculty review and votes on renewals and non-renewals as outlined by department policy and faculty code. Advises faculty on outcome of their reappointments.
Reviews and analyzes temporary academic appointments and advises Chair for compliance with University and SoM policies and procedures.
Composes and drafts offer appointment and renewal/non-renewal letters for Chairs signature.
Manages annual faculty merit review process: Arranges for appropriate faculty rank to review documents (Faculty Activity Reports (FARs) updated CV) and to provide advisory vote to the department Chair per department policy and in accordance with UW faculty code. Ensures deadlines and documentation to the SoM deans office are completed.
Coordinates with faculty on submission of annual reports request for approval of outside work for compensation summary of annual professional and public activities. Schedules annual performance reviews with Chair.
Maintains confidentiality of academic personnel files.
Assists faculty with participation in departmental activities including seminar presentations mentoring and teaching.

Comparative Medicine Masters Program Graduate Program Advisor (10%)
Assists graduate students with their applications registration for classes and other requirements.
Performs all functions required in the MyGrad program.
Communicates with the Graduate School the Registrars Office and the Curriculum Office regarding matters including the DCM masters program grades tuition waivers time schedules and course descriptions.

Residency Program Support: (5%)
Assists the Academic Program Director and committee members with the selection and hiring processes including scheduling meetings and interviews replying to applicant queries making travel arrangements composing offer and rejection letters and coordinating and conducting orientations for incoming residents.
Regularly interacts with residents assisting in scheduling meetings with Chair Program Director faculty and others. Responds to queries regarding classes rotations and other activities.

MINIMUM REQUIREMENTS:
Bachelors degree in Business Administration Public Administration Communications or a related field
Minimum of 2 years of progressively responsible executive-level administrative support preferably in a higher-education or research environment.

ADDITIONAL REQUIREMENTS
Demonstrated expertise with complex calendar management meeting coordination and confidential correspondence.
Experience planning and executing large-scale events travel arrangements and expense reconciliation in accordance with institutional policies

DESIRED QUALIFICATIONS
Masters degree in Business Administration Public Administration Human Resources Communications or a related field
Proven track record managing faculty affairs processes (recruitment promotions reappointments) and working with academic HR systems (e.g. Interfolio AAC workflows).
Familiarity with UW School of Medicine policies procedures and shared-services workflows (AAC Finance & Administration Registrar)
Strong interpersonal skills cultural competence and ability to build rapport across diverse faculty staff students and external partners
Experience supporting graduate or residency programs in a health-science setting

CONDITIONS OF EMPLOYMENT
Fast-paced office setting with frequent interruptions and competing
Core business hours are 9:00 a.m. to 5:00 p.m. Monday through Friday; however the Assistant is expected to be onsite beyond these hoursearly mornings evenings or weekendsas needed to support the Chairs schedule and department events
On-site presence required full-time for the first six months; occasional in-evening or weekend events may be necessary
Remote working option (one day remote per week) available after successful completion of six months contingent on performance and department needs

Application Process: The application process 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 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 access 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.

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.