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University of Washington · 3 weeks ago

Program Operations Specialist (Temporary)

Seattle Campus

Full-time, Contract

Hybrid

Entry, Mid Level

$68K/yr - $76K/yr

2+ years exp

The University of Washington is seeking a Temporary Program Operations Specialist for the Department of Dermatology. This role provides executive support to department leadership, manages internal communications, and plays a critical role in supporting the department's strategic and operational goals.

EducationHigher EducationUniversities

Responsibilities

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

In partnership with the VCFA, develop faculty leave/schedule requests process and tool to support development of deployment, inpatient, and after-hours schedule

Develop after-hours schedule for six-month periods based on data and input from the request tool

Coordinate after hours schedule development with Inpatient Service leads and relevant clinic stakeholders

Support complex faculty deployment reporting across 5+ clinical sites including clinic/template utilization, leave tracking, specialty assignments, referral and visit volume metrics

Support the growth and development of the Dermatology Surgery program via regular metric reports for the VCFA and VCCO, management and coordination of the Histotechnologist coverage schedule, and administrative support of the monthly operational meeting

Provide executive administrative support to the Vice Chair for Clinical Operations (VCCO), performing a wide range of highly confidential, complex, executive-level administrative support activities. Activities include, but are not limited to:

Ensures that the VCCO’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 VCCO and their work and make independent decisions that have a significant impact on the operational effectiveness of the entire Department

Administrative support and coordination of Dermatology clinical service workgroups and operations committees

Preparing sensitive, confidential clinical staffing, volume, and utilization reports for each service and clinical site

Manage clinical service projects as directed by the VCCO and VCFA as they relate to Department resources, staffing, and demand

Manage administrative site contents, updates, and formatting on Department Intranet as it relates to general administrative resources, finances, and faculty information

Manage department distribution list membership, updates, and moderate messages sent to administrators for approval by non-list members

Coordinate and complete departmental and lab website updates, serve as departmental liaison with website architect/builder, and ensure sites are in compliance with accessibility standards as set by UW

Develop asset library of Dermatology brand resource templates, including PowerPoint, Word, logos, and images in alignment with UW Medicine branding, manage continued updates and asset maintenance

Establish protocols for organization and management of photo/image assets, and pull together existing assets into one location under asset library

Manage and coordinate content for the weekly department newsletter (the “DermBlast”) in partnership with leadership, faculty, training programs, and other stakeholder groups as appropriate

Develop and manage department event communications, including invitations, save the dates, RSVP lists, and updates as needed

Support the development of departmental recognition communication practices, and manage the implementation process

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

Ensures that the EVC’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 EVC and their work and make independent decisions that have a significant impact on the operational effectiveness of the entire Department

Assists EVC 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 EVC. 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 the VCFA and EVC

Lead and guide the EVC 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

Provide intermittent administrative support to the Emeritus Chair of the Department of Medicine as requested

In partnership with the VCFA and Executive Assistant to the Chair & VCFA, manage core department events including the annual American Academy of Dermatology reunion, holiday party, and summer barbecue

Serve as the primary department contact and subject matter expert for records retention, conducting annual reviews to ensure departmental compliance, and liaising with central offices as needed

Serve as the building access coordinator for the department’s office in the Health Sciences Building, liaising with central building facility management for requests and maintenance in departmental assigned space, as well as access for appropriate personnel

Qualification

Executive supportProject managementConfidential information handlingCalendar managementCommunication skillsEvent coordinationWebsite managementTeam collaboration

Required

Bachelor's degree in business, communications and 2-3 years of progressively increasing responsibility in an executive assistant role or work experience that demonstrates the abilities described below, OR equivalent combination of education and experience