ASSISTANT TO THE CHAIR occupation at University of Washington Medical Center in Seattle

University of Washington Medical Center is hiring ASSISTANT TO THE CHAIR on Sat, 13 Apr 2013 03:56:38 GMT. 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...

ASSISTANT TO THE CHAIR

Location: Seattle, Washington

Description: University of Washington Medical Center is hiring ASSISTANT TO THE CHAIR right now, this occupation will be assigned in Washington. More details about this occupation opportunity please give attention to these descriptions. 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 Department of Human Centered Design & Engineering (HCDE) offers an integrated education and research experience to approximately 400 students (undergraduate, graduate, and certificate). The department has 16 active core teaching and ~3 research faculty and 10 staff. In HCDE, students are designing the future by building innovative technologies and systems. Putting people first, HCDE students and faculty research, design, and engineer interactions between humans and technology. HCDE students and faculty focus on understanding human needs and interests as they design and build engineering solutions to the problems our world is facing.

The department has an outstanding op! portunity for an Assistant to the Chair. Under the general dir! ection of the Department Chair, this position provides the full spectrum of executive support to the Chair and all Academic Human Resources matters for the department. This includes administrative assistance to the Chair, coordinating Academic HR appointments, managing merit and peer reviews, and overseeing the department's promotion and tenure process. This position requires substantial organizational, problem-solving, and project management skills, as well as individual initiative and excellent communication skills. This position entails frequent and substantive interactions both within and outside the University community and involves sensitive and confidential matters, using good judgment, tact, and discretion are a necessity. Thorough knowledge of University and COE policies and an understanding of HCDE academic and business activities are essential. A can do, positive attitude is critical.

Responsibilities:
Administrative Support to the Chair

• Act as liaison between Chair and key University and College officials, departmental faculty, students, staff, industrial & governmental contacts, and the general public.
• Provide direct administrative support to Chair: e.g., Assist Chair in answering email and responding to email as requested; Screen and prioritize mail and other incoming documents; Be sensitive, timely, accurate, and confidential with regard to materials and calendar of Chair; Format, compose, edit and type letters and emails, acknowledgement, notifications, and sensitive and confidential materials.
• Act as initial point of contact for Chair: Screen in-person inquiries for Chair and respond on own initiative and discretion as appropriate.
• Carry out special project assignments as requested by Chair; Prepare background information related to Chair’s professional commitments.
• Maintain Chair’s calendar and establish priorities while exercising judgment as to a! ppropriate scheduling.
• Meet regularly with the chair to plan a! nd coordinate department activities/events/development; Apprise chair of priorities and deadlines, formulate recommendations, and help problem solve; Act as a resource to the chair (and others), keeping her abreast of ongoing projects; Provide clerical support for the chair, either personally or delegate to other staff and monitor work for quality control.
• Assist Chair with faculty relations, including: e.g., Scheduling Chapter 24 meetings (annual workload planning meetings), faculty meetings, department retreat, workshops, visiting faculty, and follow up meetings with action items for staff and faculty; Schedule and attend faculty meetings, take minutes, identify action items, and coordinate follow-up; Prepare and submit meeting notifications to Publics Records Office. Assist with preparation and distribution of digital meeting agendas, materials, and minutes, and post the materials on the HCDE Intranet; Schedule CAB meetings; Manage meeting calendars: emails, web! site, agendas, and Google calendar
• Coordinate and schedule advisory board meetings; maintain current roster of advisory board members with contact information; originate correspondence with committee members; provide liaison between the Chair and committee members; and provide other support for advisory board meetings as required (e.g., agendas, minutes).
• Assist Chair in monitoring activities of other similar units on campus and nationally, e.g., Maintain mailing list of PhD-granting institutions national laboratories and individuals
• Manage student travel process and follow up with students about post travel write-ups and submission to Communications Manager.
• Attend various department and college meetings, including faculty meetings, staff meetings, manager meetings, COE Chair’s Assistants meetings, and other programmatic meetings through the College.
• Provide back-up approval related to payroll and grant proposals, and overall ! leadership for office staff during normal vacation or sick leave absenc! es of Administrator, handling questions on policy and procedure, and resolving problems as needed.
• Participate in the recruitment process of staff employees as applicable.
• Assist Chair in organizing files in Chair's office.
• Assist Chair with coordination of fall HCDE 521 series, including submitting appropriate information to Publications Manager for advertising of speakers. Assist winter HCDE 521 series, including coordinating parking and lunch reservations.
• Enter routine updates to HCDE website and intranet (overall web maintenance is the duty of the Communications Management).
• Maintain some mailman lists on UW webserver each quarter: faculty, voting faculty, fall, winter, spring, and summer; Serve as back-up support for some mailman lists on UW webserver: staff and community; Prepare and distribute quarterly information and materials to mail lists/current faculty.
• Oversees annual UW Combined Fund Drive as departmental! representative.
• Coordinate quarterly instructor email, including making constant updates as issues are brought up, and managing quarterly updates with staff, Associate Chair of Learning, and Chair.
• Assist the Chair with administrative functions related to advancement including direct interaction with donors and UW advancement offices: Communicate with donors and advancement office staff, handling inquiries regarding alumni, tracking, special reports, etc. (via Advance and departmental databaseâ€"HCDE People); Maintain Chair’s development files for targeted individuals and companies; Prepare reports on alumni and other donors as requested by Chair.

Academic Human Resources

• Coordinate faculty requests and appointments: e.g., requests for Faculty Sabbaticals and leaves of absence; appointments and reappointments of part-time, affiliate, adjunct, and extension faculty; appointments of tenure-track faculty; reappointments of juni! or faculty; emeritus requests; and Requests for Outside Professional Wo! rk for Compensation.
• Alert faculty of the various college and university due dates regarding Academic HR topics.
• Manage the department’s merit review and peer review processes, including: establishing timelines, coordinating meetings, posting materials on Chair’s Assistant Catalyst site, coordinating merit review edits for faculty, and ensuring timely completion.
• Manage department’s promotion and tenure process, including: establishing timelines, managing letters of recommendation, preparing and submitting complete P&T packages to the COE, staying current on COE and UW P&T policies, and coordinating with the Dean’s office.
• Coordinate the appointment of Research Associates, Visiting Scholars and all other academic staff, handling visa applications, preparing appointment packets for Dean and Provost approval, coordinating with Administrator regarding office space.
• Manage the department Visa application and renewal process f! or international faculty, visiting scholars, visiting scientists, and postdocs entering or extending stays in the department: J-1, H-1B, F-1 OPTs, permanent residency.
• Collaborate with COE and department payroll coordinator and other department staff to communicate all new and renewed appointments.
• Maintain schedule/timeline of Chapter 24 renewals, sabbatical timelines, and promotion and reappointment timelines for junior faculty, senior lecturers, and research staff and faculty.
• Assist Chair in recognizing and rewarding community instructors and others who interact with the department (e.g., guest speakers, people who provide class projects, judges).
• Coordinate nominations for UW and COE awards, creating timelines and procedures to communicate with constituencies. Ensure follow through with Communications Manager for publication on HCDE website after awards.
• Maintain current information about academic appointments in Salesforce ! CRM.
• Maintain documents/links on HCDE Intranet regarding Acade! mic HR topics to facilitate faculty access to information.
• Design, develop, and maintain filing systems as needed and in accordance with General Records Retention Schedule. Maintain and update confidential Personnel files for tenure and non-tenure faculty, adjunct and affiliate faculty, research associates, visiting scholars, and other academic staff.
• Establish procedures and interpret college and university policies as required to complete the work of the position and to assist the chair and department.
• Coordinate and manage faculty search process: Facilitate Chair in appointing Search Committee; Forward Chair’s request for permission to conduct a search to the Dean; Prepare the UW and national advertisement and forward for approval to Dean and UW Academic HR, and place it in national publications; Assist Chair in preparing offer letters and other hiring paperwork, including the appointment package and visa request if necessary for new faculty ! hires; Submit completed appointment packet to Academic HR; Organize relocation package; Provide backup knowledge to graduate student assistant in providing administrative support to search committee chair who will manage the Graduate Student Assistant (GSA).

Requirements:

• Bachelor’s degree and three years of complex administrative support experience or equivalent education/experience.
• Ability to exercise independent judgment and handle confidential matters/materials with discretion.
• High proficiency in MS Office Suite (including Word, Excel, and Outlook).
• Demonstrated ability to communicate professionally, clearly, and empathetically in all forms of communications, e.g., oral and written, one-on-one, and in groups.
• Self-motivated, possess strong work ethic, attentive to details, have an organized work style, responsive, articulate speaking style and possess customer service attitude.
• Experience wo! rking independently, and as both a member and leader of a team.
Demonstrated ability to problem-solve, take initiative, set priorities, and handle multiple projects efficiently and effectively.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Desired:
Experience processing UW faculty appointments.

• Knowledge of UW Academic HR policies and procedures.
• Knowledge of UW ISO policies and procedures.
• Familiarity with UW Handbook/Faculty Code.
• Experience in event planning and execution.
• Experience in website and publishing software (InDesign, Drupal).
• Experience with Salesforce DataCRM

Condition of Employment:
In order to be responsive to the Chair, this position normally requires an 8am-5pm, Monday-Friday schedule; however, flexibility outside regular hours is required to be nimble as related to the time-sensiti! ve and high priority needs of the department. This may include heavy, seasonal workloads (e.g., during faculty recruitments, promotion and tenure), as well as the ability to provide quick response (e.g., immediate data and procedural needs of the Chair that might arise unexpectedly).

A satisfactory outcome from criminal background verification is required prior to hire.

Application Process

Part of the application process for this position includes completing an online cover letter assessment, as well as the Employment Eligibility Assessment to obtain additional information that will be used in the evaluation process. The assessment(s) will appear on your screen for you to complete as soon as you select "Apply to this Position" on this job announcement. Once you begin the assessment, it must be completed at that time. 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 u! ntil the assessment is complete.
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If you were eligible to this occupation, please send us your resume, with salary requirements and a resume to University of Washington Medical Center.

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This occupation will be started on: Sat, 13 Apr 2013 03:56:38 GMT

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