As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
The University of Washington (UW) School of Medicine (SOM) Departments of Laboratory Medicine and Pathology become a single Department of Laboratory Medicine and Pathology (DLMP) on July 1, 2020. The DLMP employs ~ 130 faculty, 800 staff, 60 residents and fellows, and 50 post docs and graduate students, with an annual budget of over $200 million: ~ $141 million in the SOM and ~$65 million in UW Medicine. A regional resource for clinical laboratory services required for cutting edge patient care, research and educational programs, we combine the sophisticated testing and informatics capabilities of fully accredited laboratories with the resources of an academic institution in its delivery of clinical and anatomical pathology services. Recognized for excellence in clinical training, world-class research initiatives, and a commitment to community service, we serve the five state WWAMI region: WA, WY, AK, MT, and ID.
We offer over 30 graduate medical education programs, including 18 subspecialty clinical fellowships (ACGME & Non-ACGME), a residency program in clinical and anatomical pathology, a clinical research fellowship, a post sophomore fellowship, and 13 medical student clerkships. Our graduate programs provide innovative educational opportunities to developing medical practitioners and bio clinical researchers. The Molecular Medicine and Mechanisms of Disease (M3D) PhD Program trains students to use advances in basic sciences to solve problems relevant to human disease; and, to use insights from human disease processes to solve fundamental biological problems. The UW Medical Scientist Training Program (MSTP) is a dual degree MD/PhD program between the SOM and UW Research. The program trains scientists to develop a broad knowledge in medicine and the ability to productively investigate detailed mechanisms associated with human diseases.
Our operations are based at the University of Washington School of Medicine, University of Washington Medical Center, Harborview Medical Center, and the Seattle Cancer Care Alliance. Faculty members also serve at Seattle Children's Hospital, the Veteran’s Administration Puget Sound Healthcare System, and the Fred Hutchinson Cancer Research Center. Our collaborative efforts have generated innovative, translational studies in the basic mechanisms of disease as they apply to diagnostic clinical and anatomical pathology. The UW is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service.
We have an outstanding opportunity for an Administrative Specialist.
This position reports directly to the Director of Anatomic Pathology and will serve as a representative of the Director in all matters related to Anatomic Pathology, Pathology, the School of Medicine, the University, and other related entities. This position will have the authority to make independent decisions on behalf of the Director, and must be comfortable speaking for the Director in their absence.
This position will serve as an advisor and guide for the Director, and will oversee the creation, development, maintenance, and implementation of AP clinical practice and department related directives, programs, policies, and procedures on behalf of the Director. This position will also have responsibility for the analysis and management of the Director’s budgets/grants, and will advise and guide the Director, as well as make decisions on behalf of the Director regarding any necessary budget related actions, plans, and guidelines.
This position requires a high degree of personal initiative; the ability to problem solve independently; a high level of interpersonal skill through verbal and written communications with faculty, academic personnel, staff, and the general public; and expert level computer competency. A successful candidate will likely have had previous experience in either a medical or academic research setting, have the ability to keep information confidential, and follow established confidentiality procedures.
I) Clinical Administration (40%)
•Serve as a representative and partner of the Director to develop, maintain and analyze plans pertaining to AP clinical practice and faculty; •Analyze challenges facing clinical practice and personnel, develop potential organization and administrative solutions or action plans, and review with the Director; •Responsible for the development and implementation of new AP policies and procedures; •Analyze current AP policies and procedures; identify potential areas of improvement; implement any required changes or updates; •Partner with the Director and other related faculty to assist with general research, literature review, and problem-solving plans related to clinical medical matters; act as a sounding board and confidant; collaboratively and/or independently develop potential solutions; review with the appropriate source; •Manage various clinical budgets on behalf of the Director; will have the authority to make independent decision, recommendations, updates in regard to these budgets on behalf of the Director; •Assist the Director with the development, review, and submittal of grant proposals; •Ensure timely and ongoing communications between the Director, executive-level clinical personnel, and the School of Medicine; •Attend departmental and institutional meetings as a representative of the Director; •Handle all matters in a confidential and discreet manner and exercise independent judgement to solve uncommon matters and/or issues consistent with the objectives and policies of the department, School of Medicine, and University.
II) Committee and Program Management (40%)
•Provide high level management for the Clinical Services Committee, as well as future AP committees: advise committee members on the development and implementation of committee guidelines, policies, and procedures; ensure the committee is adhering to these items once established; ensure committee members are adhering to School of Medicine and University rules regarding department committees; •Partner with the Director and other executive-level personnel to develop and create future committees and sub-committees; will have independent authority to: establish new committee budgets; develop and implement policies and procedures; recommend committee membership and frequency of meetings; and other requirements as determined through committee development; •Ensure committees stay on track with working items and follow through to completion; alert Director of any setbacks and advise when further action is required; •Serve as a representative of the Director at various committee meetings and events; will have authority to make independent decisions on behalf of the Director; •Manage individual committee budgets, create spending plans, ensure expenses adhere to guidelines, and partner with appropriate sources regarding any plan changes; alert Director of any setbacks regarding funding; •Play a key role in creating and developing committee policies and procedures; once established, will be responsible for implementing policies and procedures throughout related sub-committees and individual units; •Provide guidance to and advise committee members, including executive level faculty; •Oversee the development of meeting agendas and coordinate the completion of meeting minutes.
III) Appointments and Promotions (10%)
•Serve as a representative to the Director at interviews, meetings, and events related to new faculty appointments or faculty promotions; will have authority to make independent decisions on behalf of the Director; •Advise and guide the Director on the selection and recruitment of positions with clinical responsibilities, Chief of Service for UW hospitals, pathology subspecialty leaders, and other related positions; develop and implement department specific criteria templates and guidelines for selection process; •Provide search committee management and oversee the coordination of scheduling interview and related recruitment events, travel arrangements, and other associated details; •Partner with the Director of Finance and Administration regarding the coordination of salary funding sources, commitment of effort, etc. in accordance with department, School of Medicine, and University guidelines; •Oversee the onboarding and orientation process for new clinical positions; may direct the work of assigned administrative personnel assigned to the new faculty member; •Review and advise clinical faculty and staff on new and existing policies and procedures; •Maintain confidential personnel files.
IV) Executive-Level Administrative Support (9%)
•Provide administrative support to the Director; •Responsible for the Director’s calendar management; •Responsible for travel arrangements, and processing both travel and non-travel reimbursements; •Perform advanced level word processing duties; develop and maintain spreadsheets in Excel; create and maintain charts/graphs to be included in other documents and/or presentation materials; •Maintain electronic filing and archiving system for the Director’s files; •Complete literature searches using PubMed; provide literature summaries to the Director or related faculty; •Attend meetings on behalf of the Director; summarize and communicate relevant information in a clear and concise manner.
V) Delegated Duties (1%)
•Perform special projects and related duties as required; oReorganization of clinical sub-specialty programs; oMay assist with the coordination of annual retreat; •Serve as back-up to administrative team as needed.
•Bachelor’s degree in business or a similar field or equivalent work experience •2 years’ experience providing executive-level administrative support •Demonstrate superior writing and editing skills specifically in regard to correspondence, policies, procedures, and business plans; •Strong organizational ability including capability for prioritizing work and managing a heavy workload with frequent interruptions; Tenacious approach to meeting deadlines with efficient, results-oriented, approach to projects; •Demonstrated computer skills with intermediate to advanced skills in MS Access, Word, Excel, and PowerPoint, experience with EndNote, and experience conducting web-based research; •Ability to make independent judgements that will promote efficiency and add value to an organization; •Ability to work as a key member of an administration team, as demonstrated by prior work experience; •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, academic personnel, staff, and students;
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Experience working with an academic institution or a medical administration team. •Experience providing executive-level support in a clinical setting; •Experience using UW administrative systems; •Knowledge of UW Academic Human Resources and School of Medicine policies and procedures.
Conditions of Employment:
•This work schedule is 8:00am – 5:00pm, but often requires a flexible schedule to meet critical deadlines or special events needs.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These 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 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.