University of Washington is hiring: ADMINISTRATIVE SPECIALIST in Seattle

Although open until filled, priority application date is October 23, 2024.

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.

The Department of Global Health was established in 2007, bridging the schools of Medicine and Public Health, with a mandate to harness the expertise and interdisciplinary power of all UW schools and colleges. Our mission is to improve health for all through research, education, training, and service; to understand and address the causes of disease and health inequities at multiple levels; and to collaborate with partners to develop and sustain locally-led, quality health systems, programs and policies. Driven by tremendous interest among both students and faculty, the Department has grown explosively to more than 400 graduate students and hundreds more undergraduates. We have more than 380 faculty and 1,000 staff working on projects across 130 countries with our deepest ties in United States, Kenya, Uganda, Peru, Mozambique, India, South Africa, Tanzania, Ethiopia, and Nicaragua. At the Department of Global Health at the University of Washington, diversity is integral to excellence. The Department recognizes that disparities in health around the globe stem from inequity. The Department encourages and supports the multiple identities of staff, faculty and students including, but not limited to, socioeconomic status, race, ethnicity, language, nationality, sex, sexual orientation, gender identity and expression, culture, spiritual practice, geography, mental and physical disability and age. The Department strives to become a local, national, and international leader in developing and maintaining increased representation and recognition of each of these dimensions of diversity among its faculty, staff, and students.

The Department of Global Health has an outstanding opportunity for a full-time Administrative Specialist. This position will support the Department of Global Health Chair and Professor as well as the Department's Senior Leadership Team. This includes providing direct administrative support and project management and analysis, managing the flow of information between executive-level staff and serving as the liaison with staff, faculty, students, campus leadership, administrators, School of Medicine Dean's Office, School of Public Health Dean's Office, as well as various external global organizations.

This position will be located at the Hans Rosling center and will report to the Chair.

DUTIES AND RESPONSIBILITIES

Administrative Support for the Chair, Department of Global Health (60%)

Exercise a high degree of judgement in communication with all parties. Serve as Global Health Leadership's liaison with the School of Medicine, School of Public Health and all other University administrative offices.

Be alert to situations that require early intervention and attention, using independent judgment and discretion, collaborating with others as needed.

With minimal supervision, proactively anticipate needs, asking questions and seeking clarification to ensure conflict-free and timely coordination of tasks and deliverables in support of the Chair and other Epi leadership.

Execute administrative tasks with alacrity and sound judgment.

Planning, implementation, management and coordination at a senior level, the organizational and functions for the Chair's office for the University of Washington's Department of Global Health. This includes the setting and maintenance of a highly valued tone of commitment, respect and service from the office of the DGH Chair.

In addition to providing direct, multi-dimensional organizational support to the Chair in an administrative role, this person will also support the Chair as Professor and as a researcher.

Communicates with professionalism across a broad cross-section of staff, faculty and senior administrators, including the UW president, provost and dean's offices; local, national and international organizations, as well drafts tactful correspondence of a sensitive and confidential nature on behalf of the Chair.

Manage the Chair's complex and issue-sensitive schedule, including evaluating the need to reschedule, postpone, or relocate meetings, based on changing priorities and emerging issues. Independently screen and prioritize all meeting requests; and highlight, investigate, and summarize key information for executive review. Leads and implement special projects as assigned by the Chair with a high degree of independence, including liaison with the offices of the President and Provost.

Coordinate with senior staff and Advancement leaders from two schools (SPH & SOM) for donor development and departmental events

Process invoices, reimbursements, and other financial transactions accurately and in accordance with UW guidelines.

Collect, disseminate, business and regulatory information and reports to external entities as requested.

Maintain confidential documentation pertaining to project planning, budgets and financial reporting, audits, and contracts.

Act as Chair's representative as needed, providing substantive information and reporting conclusions to key colleagues.

Follow up on key action items for the Chair, ensuring momentum is maintained on key projects and commitments are upheld. Research and resolve issues.

Coordinate and manage travel arrangements for the Chair, ensuring compliance with university rules and regulations. Be available to the Chair while traveling to manage any issues or changes to itineraries, manage emergent details, and provide travel support.

Verify and reconcile all business and travel expenses, including creating and submitting Purchase Orders.

Create, edit, layout, and proofread reports and presentations for the Chair

Administrative Support for Senior Leadership Team (20%)

Research, analyze, and prepare materials for use by members of the Leadership Team in resolving complex or sensitive problems.

Supports other Senior Leadership Team's extremely complex scheduling, including the ability to prioritize and reprioritize independently (this includes but is not limited to Director of Finance and Administration, Vice Chair and Associate Chair)

Works closely with department leadership team in developing and planning department strategic planning retreats, Partner Advisory Board meetings and other strategic planning activities.

Arrange and coordinate leadership and all-hands meetings, taking meeting minutes, and handles follow-up action items as delegated.

Participation in departmental leadership team meetings, including coordination of the agenda and record keeping.

Facilities Operations (10%)

Assist in coordinating building communication, use of space policies and allocation of resources and problem solving administrative and logistical issues as they arise.

Facilitate and execute distribution of incoming and outgoing department mail.

Assist with general office operations, including receiving department visitors, assigning temporary badges to visitors, helping visitors book time in drop-in offices and helping with parking as needed.

Ensure department supplies are restocked, and communal areas are clean.

Work with employees, as needed, to have surplus/obsolete equipment removed from our site through the surplus process.

Assist Employees with securing and returning one day use badges, when needed.

Support and monitor minor office alterations in preparing space for new staff and faculty

Academic HR (5%)

Coordinate, manage and facilitate performance review and response to training needs of staff and fellows supervised and/or mentored by Chair

Attend weekly Academic Human Resources meetings

Research, analyze, and prepare materials for use by the HR Managers in resolving complex or sensitive problems.

Assist AHR Manager with annual administrative tasks related to the faculty merit review and annual conference process, inclusive of: coordinate and schedule annual 1:1 review meetings with the Chair for appropriate faculty members; draft materials and collect evaluations of faculty; support overall prep and logistics for full faculty merit review meeting.

Serves as liaison between university faculty, Schools of Medicine and Public Health Deans, and administrative staff in the Chair's absence and as assigned by the Chair.

Other Duties as assigned (5%)

Assist in the planning, coordination, and execution of special projects, initiatives, and events within the Department of Global Health (e.g. Partner Advisory Board meetings). This may involve liaising with multiple departments, organizing logistics, creating presentations and reports, and ensuring timely completion of tasks.

MINIMUM REQUIREMENTS

Bachelor's degree

4 years of experience in executive support and/or communications

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

DESIRED QUALIFICATIONS

Maturity, discretion, judgment and experience with the Chair's personal management style are essential. The position demands an ever-evolving understanding of the priorities of a growing department, and bi-directional communication between staff and senior department leadership. Communications include confidential and privileged information and often require rapid, independent judgment and discretion.

Capable of handling multiple requests, tasks, and deadlines concurrently with frequent re-prioritization.

Proficiency utilizing Microsoft Teams channel, SharePoint, and OneDrive

Proficiency utilizing Microsoft Office programs and Zoom

Experience handling highly confidential and sensitive information with the utmost discretion and professionalism

Balancing multiple high-priority assignments simultaneously, often with overlapping deadlines

CONDITITONS OF EMPLOYMENT

Periodically available for phone calls/meetings in the early morning and late evenings to accommodate worldwide time differences

Deadline-driven environment, occasionally requiring extended hours

Hybrid schedule potentially available

Application Process: The application process 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 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 access 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.