Executive Assistant to the Department Chair

University of Washington•Seattle, WA

About The Position

The Rehabilitation Medicine has an outstanding opportunity for an Executive Assistant to the Department Chair to join their team. Overview Under the general supervision of the Department Assistant Director for Human Resources & Operations, with daily direction from the Chair, and the Vice Chair for Finance & Administration, this position will manage a portfolio of faculty-led programs that includes operational support and development of the new department-wide Strategic Planning Initiative for Research. The position involves extensive work at the highest levels of department leadership and coordination with external consultants. Duties are primarily focused on faculty-led initiative and project operations, management, and outreach. The position also provides confidential administrative support for the Chair, the Vice Chair for Finance & Administration, and the Vice Chair for Research, and may also provide discrete support to other Vice Chairs. It is characterized by primarily autonomous work with the requirement to exercise executive level judgement in conduct of business for the Chair, Vice Chairs for Finance & Administration and Research and Assistant Director for HR & Operations, as well as for trouble-shooting issues that arise related to the programs managed by this position. A significant knowledge of various UW systems is required. This position is integral to the smooth operation of programs and administrative activities by and for the department’s entire executive leadership team. As the primary front-line contact for the Chair and Vice Chairs, this position requires a strong professional who can partner with the individuals supported to ensure their focus can remain on the strategic, research, and patient-facing work that moves the department forward.

Requirements

Bachelor’s Degree in English, Communications, Business, Political Science, Comparative History of Ideas ( CHID), Higher Education Administration
2 or more years of experience in project management and executive level administrative support within a research academic hospital and higher education setting
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Nice To Haves

4-6 years of experience in project management and executive level administrative support within a research academic hospital and higher education setting
2 years of proven experience in executive-level administrative support
Project Manager Professional (PMP) Certification

Responsibilities

Support the Chair, Vice Chairs and investigative team members in the development and facilitation of all strategic and programmatic meetings and events.
Manage administrative aspects of the development, launch, and early-days enactment of the Department of Rehabilitation’s new research and clinical affairs strategic planning processes and initiatives.
Be or become knowledgeable of the Department’s research, academic, and clinical programs, priorities, and interdependencies.
Develop materials and manage logistical arrangements pertinent to meetings and larger-scale retreats.
Staff various executive-level meetings and retreats, complete independent follow-u[ on initiatives resulting from meetings.
Track progress of initiatives, prepare presentation content for Vice Chairs on research and clinical trends, collaborate with Vice Chairs and tactical teams to develop and prepare briefing documents and progress reports.
Manage execution of the outreach strategy: create internal and external communications instruments (website, newsletter, intranet); serve as primary content writer and editor; manage communications dockets and updates.
Interpret and articulate the strategic planning initiatives’ vision and priorities to faculty and staff in person, writing and telephone.
Manage and oversee special projects as directed through the development of the strategic planning initiatives and efforts of the Vice Chairs on an ongoing basis by planning, implementing and monitoring the success of each project and how it contributes to the strategic plan by tracking project-based information and statistics.
Independently write, design and update surveys using Microsoft Office Suite tools, internet web tools and other programs. Analyze and organize survey data for reporting.
Collaborate with the Vice Chair for Finance & Administration and the assistant Director for HR & Operations in identifying, developing, and deploying new department-ops improvement projects around onboarding/exiting and general operations management and/or in general support of members of the executive administrator’s portfolio.
May manage administrative aspects of a small portfolio of faculty-led program development, including but not limited to proposal review, program marketing and outreach, evaluation, etc.
Provide confidential administrative support to the Chair, Vice Chairs, and Assistant Director of HR & Operations, including managing calendars, processing reimbursements, preparation of correspondence and documents, and other duties as assigned.
Collaborate with the Vice Chair for Finance & Administration and the Assistant Director for HR & Operations in the development of new operations policy and procedures documents; participate in implementing new policies and procedures.
Collaborate with the Assistant Director for HR & Operations in the development of project-specific communications and promotional materials including brochures, posters, flyers, presentations, and web pages.
Manage Chair’s Office annual special events: Continuing Medical Education (CME)-accredited Review Course in Physical Medicine & Rehabilitation, Justus F. Lehmann Symposium.
Other Duties as Assigned