Program Operations Specialist (Temporary)

University of Washington Medical Center•Seattle, WA

6d•$67,728 - $76,500

About The Position

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 Department’s clinical, academic and research programs. The Department shares the University's 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 Washington's integrity and sense of responsibility, but will work to set the standard of excellence in this area.

Requirements

Bachelor’s 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.
excellent written and oral communications skills
the ability to handle sensitive and confidential information
project management skills to accurately assess priorities and respond to competing deadlines in a high-stress environment

Responsibilities

Manage the Department’s 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.
Ensures that the VCCO’s priorities and obligations are met by developing and maintaining complex calendars and schedules, meetings and travel arrangements.
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.
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
Serve as assistant to the EVC. Perform a wide range of highly confidential, complex, executive-level administrative support activities.
Ensures that the EVC’s priorities and obligations are met by developing and maintaining complex calendars and schedules, meetings and travel arrangements.
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.
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.
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 department’s 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