Job Description
The Department of Medicine, Medical Genetics has an outstanding opportunity for a part-time, 0.5 FTE, Administrative Assistant 3 to join their team.
The Administrative Assistant 3 provides professional executive assistance and program support to the Division Head, Division Administrator, and faculty in the Division of Medical Genetics. This position ensures that the Division Head's priorities and obligations are met by developing and maintaining complex calendars and schedules, meetings and travel arrangements, maintaining the division head's documentation, and drafting letters of support. This requires a strong ability to understand the strategic priorities of the Division Head and their work and make independent decisions that have a significant impact on the operational effectiveness of the entire division. The Administrative Assistant 3 provides a broad scope of administrative responsibilities requiring complex analysis of data and the ability to work in a fast paced and changing work environment. Strong multi-tasking and the ability to work independently as well as within a team setting is critical, as is the ability to exercise independent judgment and maintain strict confidentiality.
The Administrative Assistant 3 ensures the highest level of customer service to faculty, staff and students. This individual will serve as the principal assistant to the Division Head; the individual must be approachable, trustworthy, and eager to help and able to establish effective interpersonal relationships with faculty, staff and students. The Administrative Assistant 3 must maintain harmonious working relationships and effectively address complex and sensitive issues. Further, this individual must be able to work independently, take initiative, prioritize matters of importance and accurately and effectively accomplish a broad spectrum and volume of work as dictated by the various deadlines both internal and external.
This is a part-time (50% FTE) position.
DUTIES AND RESPONSIBILITIES
Administrative Support to the Division Head (55%)
Maintains the Division Head's complex calendars and schedules, including scheduling meetings with other Division Heads, Department Chairs, and other leaders in School of Medicine, as well as scheduling meetings with external leaders from outside organizations like NIH.
Secure and verify reservations, tickets, hotel accommodations, and registration for the Division Head's national and international society meetings and conferences.
Process travel reimbursements for the Division Head in the procurement system.
Serve as liaison between Division Head and other staff members, departments, organizations, patients, vendors, and/or executive management, transmitting assignments and requesting status information.
Maintain and update the Division Head's extensive Curriculum Vitae (CV). Augmented C.V. NIH biosketch and Other Support documents.
Edit the Division Head's scientific papers and grants for grammar and spelling and format references using a reference manager.
As a delegated authority, compose, sign, and release correspondence on behalf of department or unit management. Transcribe and prepare confidential correspondence and obtain data needed for reports. Maintain confidential correspondence and files.
Special Projects, Event Support, & Other Duties (45%)
In collaboration with the Division Administrator, guide the Division Head with the annual administrative tasks related to the review and evaluation of faculty, including annual review meetings with appropriate faculty members.
In conjunction with the Division Administrator and Division Head, manage Division Faculty Meetings and Retreats including coordination, agenda preparation, notes and follow-up reminders.
Coordinate and schedule the quarterly faculty meetings.
Under the direction of the Division Administrator, manage annual faculty processes including collection of updated CVs, required paperwork, etc.
Attend meetings and/or conferences as the administrator's representative; provide information and report conclusions to administrative head's unit.
General administrative support to the Division Administrator (i.e. meeting scheduling).
Provide backup for Administrative Assistant 2 as needed.
In conjunction with the Division Administrator work on any special initiatives and/or projects for the Division, take lead in certain parts.
Provide support for the weekly Medical Genetics seminar as well as named lectures and division events throughout the year.
Other duties as assigned.
MINIMUM REQUIREMENTS
Requires High School/GED AND three years of office or administrative support experience.
Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
DESIRED QUALIFICATIONS
Experience managing a calendar for a leadership position.
Experience or familiarity with curriculum vitae (CV), biosketch, and current and pending documents for research faculty.
Experience with Endnote.
Excellent written, oral, and interpersonal communications skills.
Demonstrated ability to organize and manage multiple projects, coordination and organizational skills (including being detail oriented, having resourcefulness in problem solving, ability follow-through with delegated tasks.
Ability to serve a diverse clientele in a fast-paced environment.
Expertise in Microsoft Office and Adobe Acrobat.
WORKING ENVIRONMENTAL CONDITIONS
This position is eligible for mostly remote work with 1-2 days/week on the Seattle Campus in the Health Sciences Building.
UWDeptMedicineJobs
Pay Rate Information
The salary information provided below is for a full-time position and will be prorated for part-time.
Compensation, Benefits and Position Details
Pay Range Minimum:
$47,448.00 annual
Pay Range Maximum:
$63,468.00 annual
Other Compensation:
-
Benefits:
For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
Shift:
First Shift (United States of America)
Temporary or Regular?
This is a regular position
FTE (Full-Time Equivalent):
50.00%
Union/Bargaining Unit:
SEIU Local 925 Nonsupervisory
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 world. In 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 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .
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 (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .
University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.
