ADMINISTRATIVE SPECIALIST
University of Washington Medical Center - Seattle, WA

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The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

The University of Washington Department of Pathology is a dynamic organization, one of the best in the country that has had a consistent level of high achievement in all of its activities. The Department offers full diagnostic service in all areas of pathology and is one of the top ranked Departments of Pathology as a recipient of research grants from the National Institute of Health. Our educational and training programs include the Pathology Residency Training Program, the Ph.D. Program in the Molecular Basis of Disease, and the teaching of medical students, postdoctoral research fellows and clinical fellows.

The Department of Pathology has an outstanding opportunity for an Administrative Specialist. This individual will be responsible to the Director of Pathology as well as the Program Operations Manager of the Teaching and Training Program. The incumbent must be able to work independently with general direction and be able to anticipate administrative needs of the Director of Pathology and Program Manager of the Teaching and Training Program, be very organized and have excellent written and verbal skills. . This position will perform a range of complex executive-level administrative support, exercising independent judgment and discretion in work directly related to department operations.

Additional duties will include maintaining the Director’s calendar, accurately coordinate meetings and general reception desk duties. Participate in the recruitment of Residents and graduate students to the department’s programs; maintain database of all candidates, schedule and/or interview candidates, assist in the selection process, provide status reports to selection committees, and prepare candidate notification correspondence. Prepares typed documents from dictation or written drafts, including teaching materials, and correspondence. Leads special projects as requested by the Director using discretionary judgment regarding assigned projects. Other related duties to be assigned.

Job Duties:

Principal Assistant to the Director
  • Maintains the Director's calendar, accurately coordinating and setting up meetings.
  • Prepares and distributes documents from dictation or written drafts, including teaching materials, UW notices, and correspondence.
  • Performs photocopying, faxing, scanning, distribution of manuscripts, web searches, email, or other general duties as needed or requested by the Director.
  • Create and maintain department email listserv distribution lists
  • Leads special projects as requested by the Director using discretionary judgment regarding assigned projects.
  • Prioritizes daily work to meet ongoing project deadlines for the Director.
  • Screens and prioritizes incoming telephone calls, triages concerns, issues, and situations.
  • Greets and triages visitors to main Pathology Admin office
  • Records and distributes meeting minutes and agendas
  • Actively participates as a member of the Pathology Administrative office
  • Makes travel arrangements for the Director as requested
  • Other duties as assigned

    Teaching and Training Support
  • Provide executive level administrative support for the Residency and Graduate Programs.
  • Maintain and update program specific print and electronic public information materials
  • Acts as liaison between the department and external and internal organizations.
  • Provide meeting minutes for various committees, including the Teaching and Training Committee.
  • Other duties as assigned

    Events & Special Projects
  • Coordinates symposiums, meetings and conferences held in the Seattle area as requested by the Director and Program Manager.
  • Plans and executes departmental events including annual department retreat, weekly department lecture series (Path Presents), and special lecture series.
  • Active participant in the program’s education and minority outreach activities as needed.

    For detailed information on Benefits for this position click here.

    Requirements:

    Bachelor's Degree or equivalent combination of education and experience. One year of experience as Administrative Assistant to an Executive Head or Director of a unit, with demonstrated experience showing initiative and self-motivating skill. Ability to compose correspondence and other written materials.

    ADDITIONAL REQUIREMENTS:
    Demonstrated ability to utilize computer software, databases, project management software, communication programs and the Internet to accomplish responsibilities. Highly developed interpersonal skills, excellent written and oral communication skills, and proven ability to handle sensitive situations and highly confidential information with tact and discretion. High proficiency using MS Office Suite (Word, Excel, PowerPoint, Access). Demonstrated organizational skills, experience working with minimal supervision, ability to manage multiple and rapidly changing priorities. Experience and skill working with Outlook calendar. Must be able to work a flexible schedule for early morning meetings or late evening meetings support as needed or to assist the Director in responding to emergent issues.

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

    Desired:

    Work experience in a university, hospital or legal environment. Knowledge of and familiarity with UW Medicine policies, procedures and operating environment. Three years of experience as Administrative Assistant to an Executive Head or Director of a unit preferred. Knowledge of compliance requirements in the academic environment. Proficiency using EndNote, MS Office, content management systems, and Adobe Creative Suite programs.

    Condition of Employment:

    The position is 8-5:00 but often requires a flexible schedule to meet critical deadlines or special event's needs.

    Application Process:

    Part of the application process for this position includes completing an on-line cover letter assessment as well as the Employment Eligibility Assessment to obtain additional information that will be used in the evaluation process. The assessment(s) will appear on your screen for you to complete as soon as you select "Apply to this Position" on this job announcement. Once you begin the assessment, it must be completed at that time. 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 the assessment is complete.

    A satisfactory result from a criminal background check may be required prior to hire.

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