Experience Inc. Jobs

Req #: 230415

Department: DEPARTMENT OF RADIATION ONCOLOGY

Posting Date: 04/11/2024

Closing Info: Open Until Filled

Salary: $5,500 - $7,000 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf )

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.

POSITION PURPOSE
Reporting to the Vice-Chair of Finance & Administration (SOM Director), the Assistant to the Vice Chair of Finance and Administration (Administrative Specialist (E S 7)) is responsible for complex and confidential executive support for the Vice Chair of Finance and Administration in Radiation Oncology and the Chair of Radiation Oncology. This position will independently perform complex administrative support functions and project management with delegated authority from the Vice Chair of Finance & Administration of the Department of Radiation Oncology. This position will exercise independent judgment to solve unusual administrative problems, be responsible for communication and follow-through of decisions made by the Vice Chair and chair, create standard operating procedures for the Chair and Vice Chairs’ responsibilities, develop confidential correspondence on behalf of the Vice Chair of Finance and Administration and the Chair of the Department of Radiation Oncology and ensure consistent operations in the office of the Chair in a way consistent with the objectives and policies of the Department, School of Medicine, and University. This position will be responsible for providing support to department leaders, including Vice Chairs and Chair.

The Department of Radiation Oncology is an integral part of the Cancer Program at the University of Washington and a major contributor to the contribution margin of each of the eight centers at which we provide professional services: University of Washington Medical Center (UWMC); the Gamma Knife facility at Harborview Medical Center (HMC); the Fred Hutch Cancer Care (FHCC); the Radiation Oncology Suite on the Northwest Hospital Campus (FHCC@NWH); the FHCC Proton Therapy Center (PTC); Seattle Children’s Hospital (SCH); Seattle Puget Sound VA Medical Center; and the FHCC Peninsula. We have 35 physician faculty, 35 science PhD faculty, 10 Advanced Practice Provider faculty, 10 radiation oncology residents, 4 medical physics residents, and 2 fellowship faculty on staff with additional postdoctoral scholars and graduate students participating in various research projects in radiation biology and molecular medicine, medical physics, and radiation chemistry. Given the large scope of the Vice Chair of Finance and Administration’s job, which includes managing multiple revenue streams from external grants and contracts, hospital support from UW Medicine Center, Harborview Medical Center and from Fred Hutch entities, professional billing, and gifts in addition to addressing clinical faculty needs across UW Medicine and Fred Hutch locations, and coordinating joint activities between the Division of Radiation Oncology at Fred Hutch and the Department of Radiation Oncology within the UW School of Medicine, the individual has an extremely complex job. This position must manage the multiple facets of the Vice Chairs’ office in support of the entire department operations and in the Vice Chair role for supporting the Chair, (including active and robust clinical, research, and teaching duties), balancing each aspect with precision and sensitivity as well as absolute discretion. As part of this role, they will be creating processes for faculty advancement within the department and leading or participating in projects to improve operations and communications within the SOM department and across our clinical locations. They are regularly called upon to thoroughly understand and interpret Departmental, School of Medicine and University policy for faculty and staff. They must be comfortable and able to speak for the Vice Chair and in their absence on matters within the scope of this position. They must have the absolute confidence and trust of the Vice Chair and must regularly exercise independent judgment in a variety of arenas such as UW Medicine clinical finances, department operations, and academic human resources. This position requires a thorough understanding of various organizational structures both internal and external to the Department of Radiation Oncology. The position has a high degree of complexity as the incumbent in this position will be required to develop operational and programmatic policies based on analysis of information from multiple sources and within the University policy constraints.

This position is vital in ensuring the proper functioning of the Radiation Oncology Department. This unit is critical to the overall clinical, research and training contributions of the Department of Radiation Oncology within the School of Medicine and UW Medicine. The position requires ability to adjust to rapid changes, all of which are continuing challenges and performs all duties in a manner that promotes a team concept and reflects the mission, vision and values of the department.

DUTIES AND RESPONSIBILITIES 55% - Special Projects

• Create and manage processes to monitor clinical productivity on behalf of the Vice Chair such as:- Establishing a process for the Vice Chair semi-annual review of faculty physician clinical productivity.- Creating and managing a system to monitor physician medical licenses outside the state of Washington.

• Collaborate with Department Chair/Vice Chair to establish documented workflows for faculty annual reviews and promotion processes. Complete tasks associated with the finalized work flow.

• Assist faculty with annual performance review and promotion packets; gather information to complete required forms.

• Organize project meetings and ensure decisions are documented and action steps are taken.

• Develop effective communication processes on matters involving the Department, employing tact and diplomacy.

• Provide editorial support to Department Chair for projects requiring collaboration across departments within the school of medicine and outside universities or research collaborators.

• Handle sensitive and urgent matters in a thoroughly professional and timely manner with careful attention to confidentiality.

• Have frequent contact with individuals such as senior management staff, faculty and external physicians and administrative officers as it relates to the department administrative office.

• Provide back-up support to Executive Assistant to the Chair.

• Independently manage other special projects and events as requested by department Vice-Chair of Finance & Administration.

• Perform basic system queries to locate and retrieve medical journal articles.25% - Executive support to Vice Chair

• Serve as first point of contact for Vice Chair. Maintain a high level of professionalism and customer service in managing inquiries and coordinating responses.

• Perform difficult, complex, technical, and/or specialized office support work, which requires the exercise of independent judgement, and a detailed knowledge of the activities and procedures specific to the department. Use on-line scheduling tools and have a full understanding of the responsibilities and obligations of the Vice chair to prioritize meetings, routine tasks and special projects.

• Prepare correspondence, reports, forms, work orders, and specialized documents related to the organizational unit; proofread materials for accuracy, completeness, and in compliance with departmental policies.10% - Manage DEI Programs

• Coordinate DEI celebration events.

• Assist DEI Faculty Lead in data collection.

• Partner with DEI Faculty Lead on Equity and Inclusion strategies.10% - Other

• Provide direct or back-up activities of the other team administrative staff as needed and coordinate with other staff to accomplish the overall mission of the unit. Proactively coordinate workload within the office to ensure adequate team coverage at all times.

• Perform advanced level word processing, development of templates, and tables, charts and graphs for use with, but not limited to department reports and staff/academic personnel mailings.

• Using Microsoft Outlook or Teams, manage the Vice Chair calendars and schedules; coordinate meetings, draft and process confidential time sensitive correspondence, coordinate travel, maintain directories, and process mail.

• Without supervision, perform a wide range of highly confidential tasks and ensures that priorities and deadlines are met by developing and maintaining complex calendars and schedules. This requires strong ability to understand and strategically prioritize tasks.

• Assist with other administrative duties as assigned. MINIMUM REQUIREMENTS

• Bachelor’s degree in business, communications or related field plus 2 years’ experience in administrative role OR equivalent combination of education and experience.

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

• Knowledge of organizational procedures and operations and the ability to analyze and make recommendations accordingly. Demonstrated proficiency in Microsoft Word, Excel, and PowerPoint, electronic mail, web searches and electronic calendar programs.

• Prior work experience in a fast paced academic, healthcare and/or administrative environment.

• Self-directed individual with a strong work ethic and service orientation. Ability to anticipate the needs of the unit and respond proactively.

• Demonstrated excellent oral and written communication skills in an environment requiring diplomacy and judgment in managing interactions with individuals at all levels inside and outside the organization.

• Ability to adjust to rapid changes, attention to detail and the ability to manage multiple priorities in a highly dynamic environment. DESIRED QUALIFICATIONS

• Prior work in a university setting.

• Prior work experience in an executive administrative environment.

• Prior experience with work assignments using Excel or other spreadsheet functions. 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 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.

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