Assistant to the Chair

University of Washington Medical Center•Seattle, WA

5d•$60,924 - $91,380•Onsite

About The Position

The Assistant to the Chair (ATC) reports directly to the department Chair and has delegated authority to perform professional level programmatic or administrative functions. The ATC independently makes decisions or recommendations regarding assigned administrative or programmatic functions. The ATC provides executive support to the Chair on matters such as calendar management, event planning, communications, departmental policy development, and leading special projects. The employee regularly exercises independent judgment and discretion in work directly related to academic personnel practices such as faculty appointment and promotion, and merit and peer reviews. This position requires exceptional organizational, project management, problem-solving, and communication skills, along with a high degree of initiative and independent judgment. The role involves frequent and substantive interactions with a diverse range of stakeholders both within and outside the University community. Given the sensitive and confidential nature of many matters handled by this position, the ability to exercise sound judgment, discretion, tact, and professionalism is essential. Success in this role requires a thorough understanding of University and College of Engineering (CoE) policies, procedures, and practices, as well as a strong working knowledge of HCDE's academic, research, and business operations. The ATC must be able to manage multiple priorities simultaneously, navigate complex situations, and effectively support departmental objectives in a dynamic and fast-paced environment. A positive, solutions-focused approach and a genuine commitment to collaboration and customer service are critical to success in this role. Reporting directly to the Chair, the ATC is the primary person responsible for coordinating all aspects of the department's academic human resources functions and related administrative duties. The ATC is expected to understand and keep up-to-date with multiple processes, policies and procedures as outlined by the UW Policy Directory, UW Faculty Code, Academic Human Resources, and the MyCoE website. In addition to coordinating academic personnel practices for ~20 core faculty, the ATC is responsible for overseeing the appointments of over 30 outside part-time lecturers each year.

Requirements

Bachelor’s degree business administration, engineering, administration, general, or related field and two years of complex administrative support experience or equivalent education/experience.
Ability to exercise independent judgment and handle confidential matters/materials with discretion.
High proficiency in MS Office Suite (including Word, Excel, and Outlook), Google Suite products.
Demonstrated ability to communicate professionally, clearly, and empathetically in all forms of communications, e.g., oral and written, one-on-one, and in groups.
Demonstrates initiative, strong attention to detail, and an organized approach to work. Communicates clearly and professionally, responds promptly to requests, and maintains a customer-focused, service-oriented mindset.
Experience working independently, and as both a member and leader of a team.
Demonstrated ability to problem-solve, take initiative, set priorities, and handle multiple projects efficiently and effectively.

Nice To Haves

Experience processing UW faculty appointments.
Knowledge of Workday and Interfolio.
Knowledge of UW Academic HR policies and procedures.
Knowledge of UW ISO policies and procedures.
Familiarity with UW Faculty Code.
Experience in event planning and execution.

Responsibilities

Coordinate faculty requests and appointments: e.g., requests for Faculty Sabbaticals and leaves of absence; appointments and reappointments of part-time, affiliate, adjunct, and extension faculty; appointments of tenure-track faculty; reappointments of junior faculty; emeritus requests; and Requests for Outside Professional Work for Compensation.
Alert faculty of the various college and university due dates regarding Academic HR topics.
Oversee the department’s merit review and peer review processes, including: establishing timelines, coordinating meetings, posting materials, coordinating merit review edits for faculty, and ensuring timely completion.
Coordinate all aspects of the department’s promotion and tenure process, including: establishing timelines, managing letters of recommendation, preparing and submitting complete P&T packages to the CoE via Interfolio, staying current on CoE and UW P&T policies, and coordinating with the Dean’s office.
Coordinate the appointment of Visiting Scholars and all other academic staff, handling visa applications, preparing appointment packets for Dean and Provost approval, coordinating with the Administrator regarding office space.
Oversee the department Visa application and renewal process for international faculty, visiting scholars, visiting scientists, and postdocs entering or extending stays in the department: J-1, H-1B, F-1 OPTs, permanent residency.
Collaborate with CoE and department payroll coordinator and other department staff to communicate all new and renewed appointments.
Maintain schedule/timeline of Chapter 24 renewals, sabbatical timelines, peer teaching evaluations, and promotion and reappointment timelines for junior faculty, teaching track.
Assist Chair in recognizing and rewarding community instructors and others who interact with the department (e.g., guest speakers, people who provide class projects, judges).
Maintain documents/links on HCDE Intranet regarding academic HR topics to facilitate faculty access to information.
Design, develop, and maintain filing systems as needed and in accordance with the General Records Retention Schedule.
Maintain and update confidential Personnel files for tenure and non-tenure faculty, adjunct and affiliate faculty, research associates, visiting scholars, and other academic staff.
Establish procedures and interpret college and university policies as required to complete the work of the position and to assist the chair and department.
Coordinate and manage faculty search process: Facilitate Chair in appointing Search Committee; Work with Administrator and Chair on Hiring plan.
Assist faculty in finalizing recruitment ad(s);
Submit and maintain recruitment searches in Interfolio;
Prepare and submit national advertising; Assist search committee with letter requests, interviewing schedules and onsite interviews, including travel reservations;
Assist Chair in preparing offer letters and other hiring paperwork, including hire materials and visa request if necessary.
Act as liaison between Chair and key University and College officials, departmental faculty, students, staff, industrial & governmental contacts, and the general public.
Provide direct administrative support to Chair: e.g., Assist Chair in answering email and responding to email as requested; Screen and prioritize mail and other incoming documents; Be sensitive, timely, accurate, and confidential with regard to materials and calendar of Chair; Format, compose, edit and type letters and emails, acknowledgement, notifications, and sensitive and confidential materials.
Act as initial point of contact for Chair: Screen in-person inquiries for Chair and respond on own initiative and discretion as appropriate.
Carry out special project assignments as requested by Chair; Prepare background information related to Chair’s professional commitments.
Maintain Chair’s calendar and establish priorities while exercising judgment as to appropriate scheduling.
Meet regularly with the chair to plan and coordinate department activities/events/development; Apprise chair of priorities and deadlines, formulate recommendations, and help problem solve; Act as a resource to the chair (and others), keeping abreast of ongoing projects; Provide clerical support for the chair, either personally or delegate to other staff and monitor work for quality control.
Assist Chair with faculty relations, including: e.g., Scheduling Chapter 24 meetings (annual workload planning meetings), setting annual peer teaching evaluation reviews, faculty meetings, department retreat, workshops, visiting faculty, and follow-up meetings with action items for staff and faculty;
Schedule and attend faculty meetings, take minutes, identify action items, and coordinate follow-up;
Prepare and submit meeting notifications to Publics Records Office.
Assist with preparation and distribution of digital meeting agendas, materials, and minutes, and post the materials on the HCDE Intranet;
Schedule EAB meetings; Manage meeting calendars: emails, website, agendas, and Google calendar.
Work with Chair and Associate Chairs to maintain individual faculty teaching and committee preference spreadsheets.
Coordinate and schedule advisory board meetings; maintain current roster of advisory board members with contact information; originate correspondence with committee members; provide liaison between the Chair and committee members; and provide other support for advisory board meetings as required (e.g., agendas, minutes).
Attend various department and college meetings, including faculty meetings, staff meetings, manager meetings, CoE Chair’s Assistants meetings, and other programmatic meetings through the College.
Participate in the recruitment process of staff employees as applicable.
Assist Chair in organizing files (Google, SharePoint, etc.) in Chair's office.
Assist Chair with coordination of fall and winter HCDE 521 series, including submitting appropriate information to Publications Manager for advertising of speakers, working with a team to provide video of each presentation in the series, coordinating parking, and making lunch reservations.
Enter routine updates to HCDE website and intranet (overall web maintenance is the duty of the Communications Manager).
Maintain some mailman lists on UW webserver each quarter: faculty, voting faculty, fall, winter, spring, and summer instructors; Serve as back-up support for some mailman lists on UW webserver: staff and community; Prepare and distribute quarterly information and materials to mail lists/current faculty.
Coordinate quarterly instructor email, including making constant updates as issues are brought up, and managing quarterly updates with staff, Associate Chair of Learning, and Chair.
Assist the Chair with administrative functions related to advancement including interaction with donors and UW advancement offices.