Program Operations Specialist (Temporary)

Job Description

The Department of Dermatology has an outstanding opportunity for a a Temporary (100% FTE 6-month Project position) Program Operations Specialist to provide level executive support to the Executive Vice Chair (EVC) Vice Chair for Clinical Operations (VCCO) and lead internal department communications. This position plays a critical role in supporting the strategic administrative and external engagement goals of a complex multi-site academic medical department engaged in clinical care research and teaching. This position reports directly to the Vice Chair of Finance & Administration (VCFA) and Executive Vice Chair and within the scope of his/her position represents the Executive Vice Chair at many levels including contacts with faculty potential candidates for faculty positions communications with higher level university and hospital administrative departments and other departments.

Under minimal supervision this individual will manage highly confidential operations exercise delegated authority on behalf of department leadership and serve as a communications liaison representing the mission and values of the Department of Dermatology UW Medicine and the University of Washington. This position requires excellent written and oral communications skills the ability to handle sensitive and confidential information and project management skills to accurately assess priorities and respond to competing deadlines in a high-stress environment.

This position has a direct impact on the integrity and quality of the Departments clinical academic and research programs. The Department shares the Universitys predominant missions of teaching research and patient care. A fundamental part of fulfilling those missions is communicating consistently and effectively with numerous constituencies about the work that it does. The University and the Department takes seriously its responsibility to be accountable to those it serves to communicate effectively and frequently about the ways in which it serves them and to be a credible source of information. This position will not only take great care to ensure that all Department operations are managed in a manner that is reflective of the University of Washingtons integrity and sense of responsibility but will work to set the standard of excellence in this area.

DUTIES AND RESPONSIBILITES:

Clinical Operations & Leadership Support (40%)

• Manage the Departments Inpatient and After-Hours On-call faculty schedule. Responsible for ensuring the schedule is assigned and responsible for coordinating requests to switch schedules.

• In partnership with the VCFA develop faculty leave/schedule requests process and tool to support development of deployment inpatient and after-hours schedule

• Develop after-hours schedule for six-month periods based on data and input from the request tool

• Coordinate after hours schedule development with Inpatient Service leads and relevant clinic stakeholders

• Support complex faculty deployment reporting across 5 clinical sites including clinic/template utilization leave tracking specialty assignments referral and visit volume metrics.

• Support the growth and development of the Dermatology Surgery program via regular metric reports for the VCFA and VCCO management and coordination of the Histotechnologist coverage schedule and administrative support of the monthly operational meeting.

• Provide executive administrative support to the Vice Chair for Clinical Operations (VCCO) performing a wide range of highly confidential complex executive-level administrative support activities. Activities include but are not limited to:

• Ensures that the VCCOs priorities and obligations are met by developing and maintaining complex calendars and schedules meetings and travel arrangements. This requires a strong ability to understand the strategic priorities of the VCCO and their work and make independent decisions that have a significant impact on the operational effectiveness of the entire Department

• Administrative support and coordination of Dermatology clinical service workgroups and operations committees.

• Preparing sensitive confidential clinical staffing volume and utilization reports for each service and clinical site

• Manage clinical service projects as directed by the VCCO and VCFA as they relate to Department resources staffing and demand.

Department Internal & External Communications: (30%)

• Manage administrative site contents updates and formatting on Department Intranet as it relates to general administrative resources finances and faculty information

• Manage department distribution list membership updates and moderate messages sent to administrators for approval by non-list members

• Coordinate and complete departmental and lab website updates serve as departmental liaison with website architect/builder and ensure sites are in compliance with accessibility standards as set by UW

• Develop asset library of Dermatology brand resource templates including PowerPoint Word logos and images in alignment with UW Medicine branding manage continued updates and asset maintenance

• Establish protocols for organization and management of photo/image assets and pull together existing assets into one location under asset library

• Manage and coordinate content for the weekly department newsletter (the DermBlast) in partnership with leadership faculty training programs and other stakeholder groups as appropriate

• Develop and manage department event communications including invitations save the dates RSVP lists and updates as needed

• Support the development of departmental recognition communication practices and manage the implementation process

Executive Assistant to the Executive Vice Chair (EVC) (15%) - & Admin Support

• Serve as assistant to the EVC. Perform a wide range of highly confidential complex executive-level administrative support activities.

• Ensures that the EVCs priorities and obligations are met by developing and maintaining complex calendars and schedules meetings and travel arrangements. This requires a strong ability to understand the strategic priorities of the EVC and their work and make independent decisions that have a significant impact on the operational effectiveness of the entire Department

• Assists EVC with faculty communication and meetings; including independently preparing agendas and material gathering synthesizing and disseminating information attending meetings drafting and editing comprehensive meeting summaries and managing follow-through on assignments flowing from the meeting

• Coordinate and complete complex travel arrangements for the EVC. Secure and verify reservations tickets hotel accommodations and registration for national and international society meetings and conferences. Prepare travel reimbursements for both administrative and research related travel

• Independently manages other special projects as requested by the VCFA and EVC.

• Lead and guide the EVC and with the annual administrative tasks related to the review and evaluation of faculty eligible for promotions coordinating annual review meetings with appropriate faculty members

• Provide intermittent administrative support to the Emeritus Chair of the Department of Medicine as requested.

Department Events & Facilities (15%)

• In partnership with the VCFA and Executive Assistant to the Chair & VCFA manage core department events including the annual American Academy of Dermatology reunion holiday party and summer barbecue

• Serve as the primary department contact and subject matter expert for records retention conducting annual reviews to ensure departmental compliance and liaising with central offices as needed

• Serve as the building access coordinator for the departments office in the Health Sciences Building liaising with central building facility management for requests and maintenance in departmental assigned space as well as access for appropriate personnel

MINIMUM REQUIREMENTS:

• Bachelors degree in business communications and 2-3 years of progressively increasing responsibility in an executive assistant role or work experience that demonstrates the abilities described below OR equivalent combination of education and experience.

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.