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. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for six consecutive years.Position PurposeThe Office of Research and Graduate Education (RGE) in the School of Medicine (SoM) promotes and facilitates research, teaching and science training within the UW Medicine community. We do so by building and enhancing infrastructure, providing UW Medicine and University leadership with strategic information and analysis, fostering an open and collaborative environment, streamlining processes, and maximizing opportunities for achievements in research and education.Reporting to the Director and working as a member of the Administrative Services team, the Assistant to the Vice Dean (Administrative Specialist) manages and integrates intensive information flows across organizational levels in support of the multi-site Vice Dean for Research and Graduate Education (RGE) office and operations. In addition to staffing the Vice Dean's and Director's daily operations, this position assesses, prioritizes, and organizes numerous projects and initiatives driven by the Vice Dean. Projects frequently require this position to evaluate current and new work needs, independently triage next steps and the need for staff participation, and independently follow through on completion and closeout activities. The incumbent is responsible for information management systems that efficiently support the Vice Dean's and Director's operational needs. This position is responsible for organizing historic data, materials, and processes within the Vice Dean's operations. The incumbent will work closely with directors and managers throughout RGE, and is liaison to three Associate Deans' operations spanning SoM's research sites within the UW Magnuson Health Sciences Building, at UW Medicine's South Lake Union site, and at Harborview Medical Center.Position ComplexitiesThe Office of Research and Graduate Education is responsible for the strategic oversight and central support of the School of Medicine's research and graduate teaching missions. The Vice Dean and Director engage in leadership and planning on a broad range of topics, resulting in an intensive meeting schedule, the need for a highly proactive administrative team member, and efficient management of complex files, information flows, and relationships. Both the Vice Dean and Director are responsible for sensitive, confidential, legal, and regulatory matters requiring discretion in scheduling and communications. This position is responsible for understanding technical content of email and other communications across an evolving and broad range of research and education topics sufficiently to identify emergent matters, attend to confidentiality, prioritize meetings, and manage communications. This position affects workflows throughout the Office of Research and Graduate Education and its subsidiary units.Position Dimensions and Impact to the UniversityThe School of Medicine comprises fully half of the University's externally funded research and partners with other schools and colleges on at least an additional 15% of funded research. Programs for which the Vice Dean's office is responsible include over $650 million in annual research funding across 32 academic departments, more than 2,000 faculty eligible to engage in research and PhD training, more than 1.7 million square feet of space, numerous major research initiatives, and ~1400 graduate students and postdoctoral researchers. Duties & ResponsibilitiesAssessment and Evaluation:As principal assistant to the Vice Dean and Director of Research and Graduate Education, evaluate incoming requests, updates, and other inputs requiring the Vice Dean's, Director's, or other unit leaders' participation. Screen and evaluate electronic information, determine level of sensitivity and initiate appropriate course of action, initiate scheduling of meetings and events, and engage other staff as required. Maintain all necessary documentation and integration with unit record systems. Project Management:Under the direction of the Administrative Services Unit Manager, develop and administer standard policies and procedures for tracking, routing, and executing projects and discussion items through RGE subsidiary unit leaders and staff, committee leadership, other Dean's Office units, and other campus units in a proactive, timely, and efficient manner. Proactively track completion timelines for multiple small and large initiatives. Ensure that all official obligations are met. Collaborate with other RGE staff to assure timely completion of the Vice Dean's and Director's decisions, communications, and deliverables. Establish proactive systems for advance materials preparation for numerous projects and initiatives each week. Follow through on decisions and post-meeting action items. Write and edit correspondence, presentation materials, spreadsheets and tabular data as required.Maintain confidentiality and other controls governing sensitive matters. Organize documentation and communications as required to maintain these controls.Draft correspondence encapsulating commitments, agreements, and other formal transactions and decisions.Space Management:Partnering with the Manager of Space Planning and Management, gather, prepare and organize background materials and data for the Vice Dean's evaluation. Assure seamless communication between the Vice Dean and School of Medicine Facilities staff regarding space planning and evaluation, space commitments, and urgent/emergent facilities events. Collaborate with School of Medicine Facilities group on storing and retrieving documentation of historic and emerging space planning issues.Committee Management:Independently manage committee logistics for the Vice Dean and Director. Support agenda development, manage invited participants and ex officio attendees as well as routine committee logistics.Team Support:Contribute to high-performance teams by engaging in small-scale, collaborative process improvement work. Cross-train with RGE staff to ensure coverage of essential operational needs. Assist in providing backup to the Administrative Services Unit Manager job duties as assigned.Academic Awards Management and Prizes:Administer the School of Medicine's nomination and selection process for prestigious, national and international awards and prizes recognizing faculty research achievements. Administer systems for school-wide communications and publication, internal reviews and decision making, historic tracking systems, and facilitation of successful submissions. Coordinate with SOM Grants Review Unit compliance analysts to ensure compliance with University and School extramural proposal requirements.Other Duties as Assigned:Support new initiatives and perform new assignments as required.REQUIRED QUALIFICATIONSBachelor's Degree in business administration, communications, or related field.Three years' relevant experience in a complex office environment. Ability to work under pressure of frequent deadlines and manage competing priorities with minimal direction. Analytical skills to swiftly evaluate incoming information and materials for routing, assignment, and incorporation into active work projects. Demonstrated excellent oral and written communication skills including demonstrated competency in preparation of correspondence, schedules, editing of draft materials, and minute taking. Ability to handle executive-level confidential information with high level of tact, discretion and diplomacy. Demonstrated excellence in working collaboratively as part of a high-performing team and building professional relationships.Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.DESIRED QUALIFICATIONSExperience with complex calendaring in MS Outlook. Experience working in a higher education setting.Working Environmental ConditionsAble to work a flexible schedule as required.Able to lift ten pounds.Able to use UW shuttle system to travel between UW Medicine research sites.Application Process:The application process for UW positions 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 access your "My Jobs" page. 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 all required assessments have been completed.
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 undergraduate 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.