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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.
The UW Department of Pediatrics is dedicated to improving the health of all children by educating physicians of the future, advancing research, advocating for children and providing the outstanding clinical care. We are committed to building a diverse and inclusive faculty and staff.
The Department of Pediatrics is the second largest Department in the UW School of Medicine and includes 20+ sub-specialty divisions.
The Division of Neonatology has an outstanding opportunity for an Administrative Specialist. Among the largest divisions within the Department of Pediatrics, Neonatology has 40+ faculty members who are involved with clinical care, teaching, advocacy, administration and research. The Administrative Specialist will manage the daily operations of the division’s administrative office. Areas of responsibility include: managing complex calendars and schedules (division chief, division administrator, medical directors/physician leaders); establish and manage clinical coverage schedule in partnership with faculty leadership input; faculty recruitment visits, oversight of work associated with faculty appointment, reappointment and promotion; organizing, staffing, and coordinating follow up to various division meetings; coordinate with department of Pediatrics Chair’s office on various functions, project, and assignments.
Division Overview: Members of the Division provide inpatient and outpatient (Pre-natal Consultations, Infant Development Follow up) clinical care at Seattle Children's Hospital, University of Washington Medical Center, the Franciscan Health system (St. Joseph’s Hospital in Tacoma, St. Peters, Harrison Medical Center, Franciscan Medical Center), Providence Regional Medical Center in Everett, Valley Medical Center, Highline Medical Center, and Swedish Issaquah Medical Center. Faculty members in the Division teach trainees at all levels: medical students, graduate students, residents and fellows. The Division has a large research portfolio, supported by extramural (federal and foundation) grants. The advocacy activities of the division are intimately linked with our clinical, teaching and research activities.
Faculty members have bench, translational and clinical research programs at the University of Washington and Seattle Children’s Research Institute. Many of the research studies include complex neurodevelopmental studies across multiple clinical sites nationally and internationally.
The Division manages an ACGME-accredited fellowship-training program with six fellows, and actively participates in resident training and medical student education in partnership with Seattle Children’s.
Position Overview: The Administrative Specialist is a key support position for leadership faculty and staff in the Division of Neonatology. Faculty are located at UW Medical Center/Health Sciences Building, Seattle Children's, and various sites across the Puget Sound and WWAMI region. To be effective and efficient, the incumbent will be required to build and maintain key working relationships and connections using telephone and e-mail. Relationships are with faculty, administrators, directors, vice presidents, and key UW Medicine and Seattle Children's leadership. The position interacts with a multitude of Departments and must represent the Division in a manner that advances Division and Department goals. In addition, because of the recognized expertise of Division faculty, there is frequent interaction with the public, national organizations and federal agencies. The diversity of faculty in the program at various levels of development requires an additional level of communication and support as they cultivate their academic careers.
The position provides critical management and support to maintain faculty recruitment, support, and faculty development in one of the largest divisions in the Department of Pediatrics. It provides direct and indirect support to the School of Medicine's mission to improve the health of the public by advancing medical knowledge, providing outstanding specialty medical care to people of the region, and preparing tomorrow's physicians, scientists and other health professionals. The position influences perceptions of the University, School of Medicine, Department of Pediatrics, and Division of Neonatology through its direction interactions and relationships with grant sponsors, regulatory agencies, private foundations and the public.
Job duties include but are not limited to:
Faculty/Staff Administration: •Manage recruitment, appointment, promotion, tenure, credentialing and review processes for over 40 faculty and staff in the Division of Neonatology. •Interpret University and governmental policies and develop Divisional policies and procedures to ensure compliance with applicable rules and regulations. •Partner with faculty in hiring and supervising staff within the Division. •Provide direct administrative support to Division Chief, Associate Division Chief/Clinical Medical Directors, and Division Administrator.
Fiscal Administration: •Manage various discretionary and foundation accounts (gift, R&T and professional development funds). •Prepare fiscal reports and projections for all accounts managed providing reports to Division Chief, Associate Division Chief, Division Administrator and individual faculty as applicable. •Initiate and approve expenditures on faculty allowance budgets at UW. •Manage travel arrangements for various faculty to regional, national and international meetings consistent with UW and Department travel policies.
Clinical Administration and Scheduling: •Following School of Medicine policy and practices, serve as liaison at UW for Children's-based and other outreach NICU for physician attending schedules. •Direct physician credentialing process for staff and courtesy privileges at area hospitals (Puget Sound and broader WWAMI region as applicable).
Lead Responsibilities: •Provide oversight of administrative assistant staff members to ensure consistent and reliable support for faculty across the division. •Direct work of Administrative Assistant to ensure accuracy and completion of clinical schedules. •Direct and assign tasks to work study students and temporary helpers in fiscal administration, conferences, and cyclical Division projects.
Other: •Update and maintain Division websites. •Other duties as assigned.
MINIMUM REQUIREMENTS •Bachelor’s degree in Healthcare Management, Business or related field. •Three years of relevant work experience with professional level administration and management of administrative functions in a large and complex organization that also includes fiscal responsibilities.
DESIRED REQUIREMENTS •Experience in an academic department/medical center or other complex organization with multiple work locations; UW fiscal systems; and faculty recruitment and appointment procedures.
CONDITIONS OF EMPLOYMENT 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.