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The purpose of this position is to provide high level Executive Assistance support to the Division and Section Chiefs of the Cardiothoracic Division within the Department of Surgery (3 individuals). This individual will organize and manage the offices of these Chiefs. The Executive Assistant (EA) is expected to know the priorities for these Chiefs and act on their behalf to further those priorities.
The EA will be responsible for the flow of information to and from the Chiefs’ offices and will be seen by other faculty within the Division and Section as well as inside and outside the Department as the individual with information and authority to answer questions and speak on behalf of the Chiefs as necessary. The Executive Assistant will provide expertise in generating and managing, complex and highly confidential correspondence from drafting to completion.
Managing complex schedules of the Chiefs, balancing their clinical, administrative and academic schedules, together with their significant system-wide and external professional organizational commitments. This individual will liaise with and give work to the Administrative Core within the Department and will liaise with and work with the Program Core to provide information and/or work on specific pieces of projects. This individual may provide guidance and supervision to student workers and direction on specific issues to the Administrative and Program Cores of the Department.
The EA will manage faculty actions, including weekly and ad hoc meetings within the Divisions. Working closely with the Chiefs, the EA will set agendas, provide summaries of meetings and follow-up on action items.
The EA will be the liaison between the centralized Faculty Affairs office and the Division in all things faculty-related, including faculty recruitment, appointments, credentialing and promotions.
The EA will ensure that Division administrative functions, within the scope of the position, are running smoothly, issues. The EA will often be called upon to trouble-shoot and solve problems affecting the division. On behalf of the Chiefs and with their authority, the EA will ensure compliance to University, School of Medicine and Department policies by ensuring knowledge of and interpretation of the policies as well as monitoring fulfillment.
Major Job Duties are:
Oversight and administrative management of the Chiefs’ offices = 50%
Administrative Management of Divisions’ Faculty Affairs = 30%
Compliance Management = 10%
Management of Student employees and liaison with Admin and Program Core = 10%
Position Complexities: Cardiothoracic Surgery is comprised of 16 Surgeons (including vacancies in recruitment) and 46 Teaching Associate Faculty (also including vacancies). CT faculty provide vital clinical services including heart and lung transplantation, aortic valve replacement, ventricular assist device implantation, congenital cardiac surgery, and lung cancer surgery. The Division has a robust research program with NIH-funded faculty participating in lung transplantation, lung cancer, surgical outcomes, and cystic fibrosis research. Our faculty also participate in investigator-initiated or industry clinical trials with the goal of improving patient outcomes for surgeries related to valve replacement, heart and lung transplantation, and ventricular assist device implantation.
In FY19, CT’s clinical revenues, including institutional support, was $11.3M. Surgical services are provided at five locations University of Washington Medical Center (UWMC) Harborview Medical Center (HMC), Seattle Children’s Hospital (SCH), Northwest Hospital (NWH) and Veteran’s Administration Puget Sound Healthcare System (VA).). Adult cardiac and thoracic surgery is conducted at UWMC, HMC, NWH and the VA sites. Pediatric cardiac surgery is conducted at SCH. Both adult and pediatric cardiothoracic surgery are known for excellence of providers and care and are leaders in their specialty both nationally and internationally.
The Cardiothoracic Residency & Fellowship Programs are some of the most prominent in the country. As example, the Program Director was recently inducted to the American College of Surgeons “Academy of Master Surgeon Educators.” The CT Residency & Fellowship Program is administered the in the Division of Education within the Department of Surgery. The Adult Cardiothoracic training program has 6 residents and 3 fellows at various levels of education in a year, and they provide patient care at all cardiothoracic sites across UW Medicine. An additional Fellow in Heart and Lung Transplantation is anticipated in the next year and recruitment is underway. Seattle Children’s Hospital has 2 Fellowships in Pediatric Heart Surgery. Because education is a central part of CT Surgery, there is and must be a highly matrixed partnership between the CT/TSD Administrator the Program Director, the Program Administrator as well as the Education Administrator to ensure the CT Residency and Fellowship program is in alignment with the strategic importance of the CT within UW Medicine.
This position is pivotal in providing necessary high-level executive assistance to the Chief of the Division and the Section Chiefs in ensuring this busy, dynamic and complicated Division runs smoothly.
Position Dimensions and Impact to the University: CT Surgery is a highly regarded and very busy clinical, educational and research Division. It is considered to be one of the key areas of strategic strength and importance in UW Medicine. It is highly integrated with other clinical areas that care for patients with cardiothoracic problems. As example, CT surgery works closely with Cardiology as part of the Heart Institute at UWMC to provide comprehensive care. Comprehensive care includes Heart and Lung transplants to this population of patients. As reference to the impact of this program, the 1,000th Lung Transplant was recently completed at UWMC.
DUTIES & RESPONSIBILITIES Oversight and administrative management of the Chiefs’ offices = 50% A. Scheduling and Time Management
Managing complex schedule of Division Chiefs and Section Chiefs including all academic, meeting and management commitments;
Planning and managing complex travel and out-of-office arrangements for Division and Section Chiefs;
Providing critical interface with Division and Section Chiefs’ clinical support to manage Division and Section Chiefs’ time to allow fulfillment of clinical obligations smoothly and efficiently;
Understanding mission critical events and expertly prioritizing Division and Section Chiefs’ schedule to optimally meet demands.
With general guidance from Division and Section Chiefs’ independently arranging and managing Divisional meetings, including agenda setting, summaries and follow up;
B. Information Management
Drafting editing and finalizing complex, confidential correspondence on behalf of the Division and Section Chiefs. May originate communications and/or produce and edit correspondence generated by Division and Section Chiefs. Correspondence displays a depth of understanding of issues, both general and situation-specific, sensitivity to the audience, and excellent business writing skills.
Independently reviewing, distributing and disposing of physical and electronic communications that come to the Division and Section Chief’s office.
Expertly, organizing and overseeing electronic and paper file management and information retrieval systems, assuring efficiency of retrieval and strictest confidentiality and policy standards are met.
Responsible for web content monitoring and updates (generalized information regarding divisions); liaise with communications team regarding faculty awards and honors
Independently drafting and editing presentations for Division and Section Chiefs for local presentation or presentations in their capacity in outside professional organizations. Expert use of presentation software and/or other technology. Display depth of understanding of issues being presented and cogently presenting material.
Using technology tools (such as Excel) to organize and evaluate moderately complex financial or other data into easily accessible and informative database formats within scope of position.
C. Relationship Management
Expertly balancing needs and interests of all customers of the Division and Section Chiefs’ office; smoothly adjusting priorities of the Chiefs in order to attend to most pressing matters;
Ensuring that the primary customers of the office have appropriate access and their questions, concerns or issues are addressed promptly, professionally and accurately;
Understanding and independently applying “need to know” policy, balancing the need to keep confidential information confidential, yet keep work flowing smoothly;
Treating all who interact with the office respectfully and professionally; projecting a calm and professional demeanor on all occasions;
Inspiring trust and confidence with all individuals who interact with the office: within the Sections, Divisions, Department, School of Medicine and the national and international community;
D. Priority Management
Independently, systematically and accurately setting and completing priorities on a daily, weekly, monthly and annual basis.
Results oriented: independently completing tasks and projects to conclusion.
Assisting Division and Section Chiefs in identifying and setting priorities and setting up systems to assist in this process.
Anticipating issues and advising Chiefs on issues as they arise.
Coordinate any Office remodel
Administrative Management of Divisions’ Faculty Affairs = 30%
Under direction of the Division and Section Chief(s) and Administrator of the Division, and in coordination with Department Faculty Affairs, plan and execute faculty recruitment activities
Ensure any visa issues are known and promptly dealt with by liaising with Faculty Affairs
On-Board new faculty to the Division and ensure their on-boarding process for all aspects of their positions is smooth, including working with appropriate individuals to ensure space/technology and other resources for new faculty is appropriated.
Trouble-shoot faculty issues when possible, but have good judgement with respect to escalation of issues to the appropriate individuals/bodies.
Plan and publish divisional call schedule;
Assist with faculty appointments and reappointments as necessary and within scope of position.
Provide an effective link to Department faculty affairs in all matters related to faculty appointments, reappointments, visas and deployment issues for 2 divisions.
Assist Chiefs with Annual Faculty Reviews, including understanding the on-line system and ensuring timelines are met with precision.
Development and maintenance of repository for faculty information (e.g., CVs, photos, e-signatures, copies of licenses, etc.)
Assist with off-boarding faculty as necessary
Compliance management = 10%
Know and understand annual or other regular compliance issues (e.g., Medicare survey);
Ensure all compliance issues are on faculty agendas for information dissemination and discussion;
Provide the link between Departmental areas and Division for compliance issues;
Work with Division and Section Chiefs’ to ensure compliance with policies and practices;
Interpret and explain compliance requirements within scope of position; escalate as necessary;
Management of Student employees and liaison with Admin and Program Core = 10%
In collaboration with the Administrator, recruit, hire and train student workers, including job descriptions, working with Department HR to hire training, time tracking and supervision of work.
Provide instruction to Admin Core on work to do for Chiefs, including travel reimbursements, assisting with meeting logistics, purchasing and event support
Liaise and work with Program Core on program specialty areas, including providing information for websites or other marketing materials.
Provide leadership and or assistance with large scale Divisional events (e.g.., visiting scholar lectureships);
Assist with planning presentations as necessary
REQUIRED QUALIFICATIONS Education: BA in Business, Healthcare, Communications or other related Type and Years of Experience: 2-3 years increasingly responsible administrative positions, including support of highly placed individuals in an organization.
Other Required Qualifications
Proficiency in Microsoft Office Suite of products, particularly Word, PowerPoint, Outlook
Moderate to excellent proficiency in Excel, and Project Manager (or similar)
Professional demeanor and attire
Comfortable with self-direction and independent action
Flexible hours are often necessary
Demonstrated ability to exercise good professional judgment
Demonstrated service orientation
Strong organizational skills, must be able to set own work priorities and direct others as necessary
Proven interpersonal communication; professionalism; strong written and verbal communication skills
Strong ability to inspire confidence in customers
Knowledge of medical terminology and clinical practice particularly in surgical specialties
Experience working with academic medical faculty
Familiarity with faculty appointment process
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.
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