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University of Washington · 3 weeks ago

Assistant to the Chair

Seattle, WA

Full-time

Hybrid

Entry, Mid Level

$61K/yr - $91K/yr

2+ years exp

The University of Washington is a prestigious institution dedicated to academic excellence and research innovation. They are seeking an Assistant to the Chair who will provide high-level, confidential executive and administrative support to the Department Chair and senior leadership, ensuring seamless operation of department governance, faculty affairs, and graduate/residency programs.

EducationHigher EducationUniversities

Responsibilities

Serves as confidential executive assistant to the Department chair, utilizing discretion and professionalism in all matters that support the Chair and department

Screens and prioritizes Chair’s correspondence and telephone calls, utilizing independent judgment to determine appropriate and timely responses

Manages the maintenance and organization of the Chair’s subject files, which serve as the office files of formal record

Schedules meetings at the Chairs request, coordinates setting of agendas and preparation of materials. Ensures the Chair is fully briefed on meeting agenda items and has all the required supporting materials. At the request of the Chair, creates meeting notes/decisions and follows-up on action items

Plans trips and travels for the Chair. Works with appropriate department Finance & Administration team members to execute registrations and travel details. Facilitates expense reimbursements and documentation for the Chair with the F&A team and ensures compliance within UW/SoM regulations and policies while meeting priorities of the Chair

Coordinates visits (including travel arrangements which may involve working with the F&A team), receptions, and other special events, and provides basic hospitality to guests

Develops and maintains an annual planning calendar for the Chair that includes faculty meetings, department meetings and events, faculty affairs milestones (re-appointments, promotions, merit, etc.) and other administrative deadlines

Participates in the planning and execution for department events (all hands meetings, seminars, faculty/chair retreats, etc.)

Establishes a Procard account to support events and other department or Chair purchasing needs. Manages and reconciles account in accordance with UW policies

At the direction of the Chair and department leadership, assists with the creation and maintenance of marketing materials for department and center services

As requested by the Chair, works with the department IT resources to ensure website updates and changes are executed

Perform other duties as required to support the ongoing mission and strategic plans of the Chair and Department

Under the direction of the Chair, create job descriptions

Following established School of Medicine processes and tools, request approval to recruit and hire

Support the search committee with Interfolio and other search tasks (posting job announcements, correspondence with applicants, scheduling interviews and site visits, travel arrangements, etc.)

Assists with the offer letter and other appointment materials

Consults with the SoM Academic Appointments and Compensation (AAC) as needed to ensure that the department is in compliance with policies and procedures concerning faculty recruitment and hire

Assists in the relocation process, including coordinating orientation activities, space preparation, and integration into the department faculty

Manage and coordinates faculty Visa’s (new hires and reappointments as needed) with School of Medicine AAC/HR shared services team

Manages faculty mandatory and non-mandatory promotion process: Understands timeline of promotion related tasks and ensures the Chair and faculty are informed of deadlines. Works closely with faculty to assemble promotion materials in the manner and format requested by the SoM. Under the direction of the Chair and department policy/faculty code, coordinates faculty vote. Assists with other related issues and concerns that may arise during the process and consults with AAC as needed

Manages faculty/academic fixed term reappointment process: Sends out notices to acting, affiliate, clinical and other faculty on fixed term appointments regarding the review and reappointment process. Schedules faculty review and votes on renewals and non-renewals as outlined by department policy and faculty code. Advises faculty on outcome of their reappointments

Reviews and analyzes temporary academic appointments and advises Chair for compliance with University and SoM policies and procedures

Composes and drafts offer, appointment and renewal/non-renewal letters for Chair’s signature

Manages annual faculty merit review process: Arranges for appropriate faculty rank to review documents (Faculty Activity Reports (FARs), updated CV), and to provide advisory vote to the department Chair per department policy and in accordance with UW faculty code. Ensures deadlines and documentation to the SoM deans office are completed

Coordinates with faculty on submission of annual reports, request for approval of outside work for compensation, summary of annual professional and public activities. Schedules annual performance reviews with Chair

Maintains confidentiality of academic personnel files

Assists faculty with participation in departmental activities including seminar presentations, mentoring, and teaching

Assists graduate students with their applications, registration for classes and other requirements

Performs All Functions Required In The MyGrad Program

Communicates with the Graduate School, the Registrar’s Office, and the Curriculum Office regarding matters including the DCM master’s program, grades, tuition waivers, time schedules, and course descriptions

Assists the Academic Program Director and committee members with the selection and hiring processes, including scheduling meetings and interviews, replying to applicant queries, making travel arrangements, composing offer and rejection letters, and coordinating and conducting orientations for incoming residents

Regularly interacts with residents assisting in scheduling meetings with Chair, Program Director, faculty, and others. Responds to queries regarding classes, rotations, and other activities

Qualification

Executive-level administrative supportCalendar managementEvent planningFaculty affairs managementTravel coordinationExpense reconciliationCultural competenceConfidential correspondenceInterpersonal skillsCommunication skills

Required

Bachelor's degree in Business Administration, Public Administration, Communications, or a related field

Minimum of 2 years of progressively responsible executive-level administrative support, preferably in a higher-education or research environment

Demonstrated expertise with complex calendar management, meeting coordination, and confidential correspondence

Experience planning and executing large-scale events, travel arrangements, and expense reconciliation in accordance with institutional policies

Preferred

Master's degree in Business Administration, Public Administration, Human Resources, Communications, or a related field

Proven track record managing faculty affairs processes (recruitment, promotions, reappointments) and working with academic HR systems (e.g., Interfolio, AAC workflows)

Familiarity with UW School of Medicine policies, procedures, and shared-services workflows (AAC, Finance & Administration, Registrar)

Strong interpersonal skills, cultural competence, and ability to build rapport across diverse faculty, staff, students, and external partners

Experience supporting graduate or residency programs in a health-science setting