PROGRAM OPERATIONS SPECIALIST Details

PROGRAM OPERATIONS SPECIALIST

University of Washington - Seattle, WA

Employment Type : Full-Time

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“Onsite work” in the interim will vary for units and for specific positions and will be discussed with candidates during the interview process.

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 Division of Dermatology in the Department of Medicine has an outstanding opportunity for a full-time Program Operations Specialist.

The Program Operations Specialist will serve as staff HR resource and assistant/administrative support to the Associate Chief of the Division of Dermatology (ACD) in the Department of Medicine. Under minimal supervision, this person will direct and manage a wide range of highly confidential, complex, program operations and executive-level administrative support activities, representing the Division Head, ACD and Division Administrator to internal and external clients and serve as a communication liaison representing the goals and interests of the Department. S/he will routinely exercise independent judgment and decision making skills, set his/her own work priorities, develop, interpret and implement divisional policies for the division office, and provide direction, expertise, and assistance to Dermatology faculty, fellows and staff located on all the campuses.

Position Complexities

The Program Operations Specialist for the Division of Dermatology provides staff human resources program operations and senior level executive support to the Associate Chief of Dermatology while supporting a complex organization of 30 core and 40 volunteer clinical faculty involved with clinical care, research and teaching at three medical centers, Roosevelt clinic and the South Lake Union campus. This position will oversee and administer all staff recruiting, onboarding, leaves, and required training. This position has delegated authority of the Associate Chief to independently determine appropriate communications and procedures. 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 reports directly to the Division Administrator and Associate Chief, and, within the scope of his/her position, represents the Associate Chief at many levels, including contacts with faculty, potential candidates for faculty positions, communications with higher level university and hospital administrative departments, and other departments. This individual provides oversight that is critical to ensuring the effective administration of Staff Human Resources needs as well as of the office of the Associate Chief of Dermatology.

Position Dimensions

This position has a direct impact on the integrity and quality of the Division's clinical, academic and research programs. The Division shares the University's predominant missions of teaching, research and patient care. A fundamental part of fulfilling those missions is communicating with numerous constituencies about the work that it does. The University and the Division 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 Division 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.

Position Responsibilities

Staff HR

Initiates and completes the administrative processes involved in recruitment and search process of classified and professional staff, permanent and temporary, hourly employees and postdocs for administrative and research support. Completes all required process administration for Division recruitments and the hiring of new staff positions. Process all staff appointments from beginning to end including Department of Medicine approvals, advertising, recruitment, support candidate interviews, hiring, and onboarding support, including regular Workday entry.

Design and implement new hire orientation and onboarding program. Partner with Division Administrator to implement orientation program with new staff ensuring new staff understand and comply with Department and University practices and guidelines.

Provide consultative advice on leave administration. Advise staff regarding the provisions of laws and rules governing various types of leave use, including the Family Medical Leave Act (FMLA). Ensure compliance with institutional policy, with the Americans with Disabilities Act (ADA) and Washington state law and respond to requests for reasonable accommodation including the coordination of accommodation requests. Advise employees and supervisors regarding institutional procedures.

Evaluate organizational practices for compliance with laws, rules and policies. As necessary, develop HR practice recommendations that comply with regulatory requirements while meeting or maintaining operational needs. Develop implementation strategies that maintain continuity of operations.

Coordinate annual review process for all Division staff insuring timely completion of self-evaluations, annual meetings with supervisors and archival/submission of reviews.

Manage and facilitate all annual events recognizing the efforts of Division staff.

Executive Assistant to the Associate Chief Dermatology (ACD)

Serve as assistant to the ACD. Perform a wide range of highly confidential, complex, executive-level administrative support activities.

Ensures that the ACD’s priorities and obligations are met by developing and maintaining complex calendars and schedules, meetings and travel arrangements. This requires a strong ability to understand the strategic priorities of the ACD and their work and make independent decisions that have a significant impact on the operational effectiveness of the entire division

Assists ACD 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 ACD. Secure and verify reservations, tickets, hotel accommodations, and registration for national and international society meetings and conferences. Prepare travel reimbursements for both administrative and research related travel

Independently manages other special projects as requested by Division Administrator, and Associate Chief of Dermatology.

Lead and guide the ACD 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

Manages Division’s Inpatient and After Hours On-call faculty schedule. Responsible for ensuring the schedule is assigned and responsible for coordinating requests to switch schedules.

Backup Support for Academic Human Resources

Manage and coordinate state medical license and DEA renewals for all Division faculty. Provide administrative support to Division faculty as needed/requested.

Create standard filing system for access by others and follow standard UW records retention rules in managing files. Oversee the management of the Division mailing lists for all faculty and staff for each section.

Oversee office processes and develop performance improvement systems related to mail distribution, bulletin boards, facilities management, keys and badging, and phone/contact updates.

As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.

REQUIREMENTS

Bachelor's Degree in business or related degree plus at least 3 years of progressively increasing responsibility in an executive assistant role or work experience that demonstrates the abilities described below.

Additional Requirements:

Prior human resources management.

Excellent demonstrated professional level written and verbal communication skills.

Proficient in the use of Office technologies such as Access, Outlook, Word, Excel, PowerPoint, with a technological aptitude for learning additional software used in the Department.

Highly organized and flexible in order to effectively manage rapidly changing priorities and demands, often with frequent interruptions.

Proven ability to work independently, manage priorities, handle multiple projects, problem solve and exercise judgment in a highly dynamic environment.

Able to independently determine appropriate communications and procedures.

Solid critical thinking skills and the ability to collaborate closely with others.

Experience working effectively with senior administrators and professionals, including sensitivity to handling confidential information and urgent matters in a thoroughly professional and timely manner.

Proven customer service orientation with demonstrated interpersonal communication skills.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

DESIRED

Prior work experience in an academic university health care and administrative environment.

Event planning experience

Outstanding proofreading ability

Advanced skills with Microsoft Office

Strong skills in English grammar, and spelling

Attention to detail, logic, and accuracy

Strong interpersonal and decision-making skills

Strong multi-tasking abilities

Strong written and verbal communications skills

Ability to work with minimal supervision

Ability to adapt to change in directions and priority


Application Process:
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 assessments may include Workforce 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.

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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.