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.

Department of Medicine: Medical Genetics has an outstanding opportunity for Administrative Specialist.

The Administrative Specialist provides professional executive assistance and program support to the Head of the Division of Medical Genetics, including support for divisional faculty appointments and promotions.

This position ensures that the Division Head's priorities and obligations are met by developing and maintaining complex calendars and schedules, meetings and travel arrangements, maintaining the division head’s documentation, and drafting letters of support. This requires a strong ability to understand the strategic priorities of the Division Head and her work and make independent decisions that have a significant impact on the operational effectiveness of the entire division. The Administrative Specialist provides a broad scope of administrative responsibilities requiring complex analysis of data and the ability to work in a fast paced and changing work environment. Strong multi-tasking and the ability to work independently as well as within a team setting is critical, as is the ability to exercise independent judgment and maintain strict confidentiality.

The Administrative Specialist ensures the highest level of customer service to faculty, staff and students. This individual will serve as the principal assistant to the Division Head; the individual must be approachable, trustworthy, and eager to help and able to establish effective interpersonal relationships with faculty, staff and students. The Administrative Specialist must maintain harmonious working relationships and effectively address complex and sensitive issues. Further, this individual must be able to work independently, take initiative, prioritize matters of importance and accurately and effectively accomplish a broad spectrum and volume of work as dictated by the various deadlines both internal and external.

RESPONSIBILITIES:

Administrative Support to the Division Head (45%)

Maintains the Division Head’s complex calendars and schedules, including scheduling meetings with other Division Heads, Department Chairs, and other leaders in School of Medicine, as well as scheduling meetings with external leaders from outside organizations like NIH.

Secure and verify reservations, tickets, hotel accommodations, and registration for the Division Head’s national and international society meetings and conferences.

Process travel reimbursements for the Division Head in the procurement system.

Serve as liaison between Division Head and other staff members, departments, organizations, patients, vendors, and/or executive management transmitting assignments and requesting status information.

Maintain the Division Head’s extensive Curriculum Vitae (CV). Augmented C.V., NIH biosketch and Other Support documents.

Edit the Division Head’s scientific papers and grants for grammar and spelling and format references using a reference manager.

Faculty Administration (35%)

Manage the faculty recruitment, appointment, promotion, and review processes for the Division, assuring compliance with the UW and INS rules and regulations.

o Gather all documentation for the faculty appointments to submit to the Department of Medicine as an appointment packet.
o Schedule faculty review meetings with the Division Head.

Coordinate letters of invitation, visa request and administrative matters relating to visiting scholars. This involves working closely with International Scholars Operations (ISO) and the Office of Academic Personnel (OAP) at UW.

Coordinate and schedule the quarterly faculty meetings.

Grants Management (10%)

Work with the Division Administrator to provide oversight and overall management for the research objectives by working by ensuring the Principal Investigator meets his/her strategic goals for extramurally funded grants.

Help with grant applications during heavy load times to ensure all timely grant submissions.

Miscellaneous (10%)

Attend meetings and/or conferences as the administrator’s representative; provide information and report conclusions to administrative head’s unit.

Assist with planning and running of Division events and lectures.

Perform other duties as required.

MINIMUM REQUIREMENTS:

A Bachelor's degree, or equivalent experience AND minimum of 2 years of experience in executive assistance and office management.

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

ADDITIONAL REQUIREMENTS:

Excellent written, oral, and interpersonal communications skills.

Demonstrated ability to organize and manage multiple projects, coordination and organizational skills (including being detail oriented, having resourcefulness in problem solving, ability follow-through with delegated tasks.

Ability to serve a diverse clientele in a fast-paced environment.

Expertise in Microsoft Office and Adobe Acrobat.

DESIRED:

Prior UW experience with faculty appointments and promotions and faculty searches.

Experience preparing and submitting grant and contract proposals.

Working knowledge of University fiscal policies and procedures, training grant pre and post award management experience, and knowledge of agency and University compliance requirements.

WORKING CONDITIONS:

This position is 100% in person on the Seattle Campus in the Health Sciences Building.

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 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 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.