Salary is commensurate with qualifications and experience.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
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 enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The School of Dentistry shares the University's overall mission to generate, disseminate, and preserve knowledge, and to serve the community. The School is an integral part of the Warren G. Magnuson Health Sciences Center, and is an oral health care center of excellence serving the people of the State of Washington and the Pacific Northwest. Our primary mission, through educational, research, and service programs, is to prepare students to be competent oral health care professionals. The School's research programs contribute to the fundamental understanding of biologic processes and to the behavioral, biomedical, and clinical aspects of oral health. The service mission is to improve the health and well-being of the people of the community and the region through outreach programs that are especially attentive to minority and underserved populations. The School values diversity in its students, staff, faculty, and patient populations. It seeks to foster an environment of mutual respect where objectivity, imaginative inquiry, and the free exchange of ideas can flourish to facilitate personal development, professionalism, and a strong sense of self-worth.
The School of Dentistry is offering an outstanding opportunity for an Administrator of the Departments of Oral and Maxillofacial Surgery (OMS) and Pediatric Dentistry (PEDO). Reporting to the Chair(s) of OMS and PEDO, the Administrator is responsible for monitoring and managing resources in the Department of OMS and Pediatric Dentistry, including operating and capital budgets, facilities, equipment, and personnel. The Administrator must demonstrate effective business acumen, independent administrative judgment, and innovative ability, while complying with University policies and procedures. The Administrator acts in an advisory capacity to the Chair(s) and various Department and School of Dentistry committees, including advocating for departmental goals and resources. The Administrator acts as a liaison with faculty, staff, and departments; directs communication with members of the department; and assists with the resolution of problems. The administrator is the "go-to" person for all issues at all levels - faculty, staff, residents, and students. It is incumbent on this individual that the Departments run smoothly and that staff, faculty and residents, and students understand the performance expectations the Department has for them.
The Administrator manages the development process for the Department's biennial state budgets (2) totaling over $4 million as well as managing the finances of numerous federal and local grants, subcontracts, clinical trials, endowments, and a clinic budget of over $4M annually. This position has responsibility for centralized coordination of staff personnel matters, including hiring, layoff, and termination; provides leadership to the Department's administrative staff to ensure compliance with policies and implementing procedures; participates in developing and monitoring databases and systems necessary for planning, forecasting, and tracking; is responsible for day-to-day management of information systems and administrative office and day-to-day oversight of administrative operations; and provides advice and support on financial and human resource-related activities.
The Administrator is a member of the School's senior administrative team, which helps define internal policies and procedures; serves as the Department liaison with other School of Dentistry departments and University offices on resource issues, including budget, space, and personnel. This position interfaces with and represents a segment of the UW to numerous University stakeholders, including the Washington Dental Service and WDS Foundation, the American Academy of Pediatric Dentistry, representatives of various funding sources, private practice dentists, affiliate faculty, leaders of health districts and members of pediatric dental departments at other universities.
Oversee payroll and personnel documents for faculty, staff, students, residents and volunteers, including recruitment, appointments, promotions, salary actions and terminations; approve time reportings, faculty workload surveys, faculty effort certification, and related information.
Counsel and coordinate appropriate procedures for staff appointments, reappointments and promotions in compliance with institutional policies. Prepare necessary paperwork according to School and University requirements.
Supervise administrative staff. Assess staffing needs; hire, train, and counsel employees. Conduct performance evaluations; manage upgrade, reclassification and disciplinary processes.
Interface with UW Human Resources, union representatives and others to assure a skilled workforce.
Build and maintain a sense of team among all members of the Department via training, planned social events, prioritized communication and integrated recognition.
Oversee budget and proposal preparation for federal grants, industry grants and contracts, and clinical trial contracts.
Work with Grants and Contracts and the PI on post-award setup and monitoring. Ensure that all reporting mechanisms and milestones have been completed at the end of the grant period.
Supervise the fiscal management of all budgets within the Department of Pediatric Dentistry, from all sources. Assure compliance with funder guidelines and fiduciary responsibility.
Perform compliance tracking for all employees in Environmental Health and Safety, HIPAA, asbestos and other UW or SOD-mandated trainings, federal government exclusions and general compliance training.
Assure that employee concerns/complaints are appropriately addressed.
Advise and assist in short and long range planning and prioritization of resources and needs.
Formulate and implement administrative and operational policies.
Collect and maintain statistical data to generate reports, surveys and respond to School, University and peer institution inquiries.
Act as liaison between the chair, faculty, staff and students of the department and other campus and non-campus offices.
Implement and interpret institution and department policies and procedures.
The Administrator supervises the Program Support Supervisor 2 (Pre-Doctoral Program Coordinator), the Research Manager (Graduate Program Coordinator), and the Social Worker, as well as participates in the supervision of the clinical staff with the Director and Chair; is responsible for the creation of a team atmosphere so that all staff work together on focused goals and in a spirit of cooperation; models and fosters team harmony.
Bachelor's Degree and four to five years' management-level experience in an academic department, or public/private dentistry-related operations.
Management-level financial experience, including administration of grants and contracts. Knowledge of University policies and procedures and experience working in health care environments/systems.
Proven experience communicating with a diverse group of employees (faculty, staff and students from a wide variety of backgrounds), including the ability to collaborate with professionals of different disciplines and perspectives.
Strong organizational skills.
Demonstrated ability to work with computerized management/financial information system; proven analysis skills utilizing decentralized systems, and the ability to communicate information at all levels.
Ability to meet constant, changing and often overlapping deadlines.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience in a healthcare environment.
Experience with a diverse workforce and patient population.
Experience in management in entrepreneurial or private business settings.
CONDITION OF EMPLOYMENT
Active, constantly-changing environment. Must be flexible: work hours range from early morning meetings with the Chair to evening meetings with the faculty. While the Administrator will maintain weekly office hours, competing priorities and deadlines may mean 40+ hours/week.
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.