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POSITION PURPOSE
Reporting to the Vice-Chair of Finance & Administration (SOM Director), this position is responsible for complex and confidential executive support for the Vice Chairs and Core Medical Directors in Radiation Oncology. This position will independently perform complex administrative support functions with delegated authority from the Vice Chair of Finance & Administration of the Department of Radiation Oncology. This position will exercise judgment to solve unusual administrative problems in a way consistent with the objectives and policies of the Department, School of Medicine, and University. This position will be responsible for providing support to department leaders, including Vice Chairs and Core Medical Directors.
The Department of Radiation Oncology is an integral part of the Cancer Program at the University of Washington and a major contributor to the contribution margin of each of the seven centers at which we provide professional services: University of Washington Medical Center (UWMC); the Gamma Knife facility at Harborview Medical Center (HMC); the Fred Hutch Cancer Care (FHCC); the Radiation Oncology Suite on the Northwest Hospital Campus (FHCC@NWH); the FHCC Proton Therapy Center (PTC); Seattle Children’s Hospital (SCH); Seattle Puget Sound VA Medical Center; and the FHCC Peninsula. We have 33 physician faculty, 32 science PhD faculty, 9 Advanced Practice Provider faculty, 10 radiation oncology residents, and 4 medical physics residents on staff with additional postdoctoral scholars and undergraduate and graduate students participating in various research projects in radiation biology and molecular medicine, medical physics, and radiation chemistry. Given the large scope of the Vice Chairs’ and Medical Directors’ jobs, the individual has an extremely complex job. This position must manage the multiple facets of the Vice Chairs’ and Core Medical Directors’ offices (including active and robust clinical, research, and teaching duties), balancing each aspect with precision and sensitivity as well as absolute discretion. As part of this role, they will be creating processes for faculty advancement within the department and leading or participating in projects to improve operations and communications within the SOM department and across our clinical locations. They are regularly called upon to thoroughly understand and interpret Departmental, School of Medicine and University policy for faculty and staff. They must be comfortable and able to speak for the Vice Chairs and Core Medical Directors in their absence on matters within the scope of this position. They must have the absolute confidence and trust of the Vice Chairs and Core Medical Directors and must regularly exercise independent judgment in a variety of arenas such as financial commitments, staffing practices and academic human resources. This position requires a thorough understanding of various organizational structures both internal and external to the Department of Radiation Oncology. The position has a high degree of complexity as the incumbent in this position will be required to develop operational and programmatic policies based on analysis of information from multiple sources and within the University policy constraints.
This position is vital in ensuring the proper functioning of the Radiation Oncology Department. This unit is critical to the overall clinical, research and training contributions of the Department of Radiation Oncology within the School of Medicine and UW Medicine. The position requires the ability to adjust to rapid changes, all of which are continuing challenges and performs all duties in a manner that promotes a team concept and reflects the mission, vision and values of the department.
DUTIES AND RESPONSIBILITIES
55% Special projects

Develop and prepare written documentation for department procedures and policies.

Exercise judgement to solve administrative problems in ways that are consistent with the policies of the department and School of Medicine.

Provide executive administrative support to the Vice Chairs and Medical Directors.

Prepare annual budgets and spending recommendations for professional development and research efforts for this group of leaders.

Communicate effectively on matters involving the Department, employing tact and diplomacy.

Handle sensitive and urgent matters in a thoroughly professional and timely manner with careful attention to confidentiality and detail.

Have frequent contact with individuals such as senior management staff, faculty and external physicians and administrative officers as it relates to the department administrative office. In particular, interface extensively and as needed with offices of the Dean and Associate Deans, Medical Center executives, Medical Directors, Program Directors, Chairs and others.

Provide back-up support to Executive Assistant to the Chair

Independently manage other special projects and events as requested by department Vice-Chair of Finance & Administration.

Perform basic system queries to locate and retrieve medical journal articles.

Assist faculty with annual performance review and promotion packets; gather information to complete required forms.

Provide project support for ad hoc project work groups including drafting charters and documenting work plans and time lines.
35% Executive support to Vice Chairs and Core Medical Directors

With delegated authority and using independent judgement, identify and organize processes to enable complex administrative support across UW Medicine and FHCC facilities for physicians, medical physicists, and advance practice providers.

Independently manage other special projects and events as requested by department Vice-Chair of Finance & Administration.

Provide assistance with annual merit and promotion review process in coordination with the Faculty & Staff HR Manager, physicians, Medical Physicists, and APPs.

Serve as first point of contact for Vice Chairs and Medical Directors. Maintain a high level of professionalism and customer service in managing inquiries and coordinating responses.

Perform difficult, complex, technical, and/or specialized office support work, which requires the exercise of independent judgement, and a detailed knowledge of the activities and procedures specific to the department. Use complex scheduling tools and have a full understanding of clinical work flow and its impact on faculty availability and access.

Prepares correspondence, reports, forms, work orders, and specialized documents related to the organizational unit; proofreads materials for accuracy, completeness, and in compliance with departmental policies.

Prepare agendas for clinical planning committees, collect data as needed for planned discussions, coordinate communication of decisions and follow up on assigned tasks.
10% Other

Provide direct or back-up activities of the other team administrative staff as needed and coordinate with other staff to accomplish the overall mission of the unit. Proactively coordinate workload within the office to ensure adequate team coverage at all times.

Assist with other administrative duties as assigned.

Compose, prepare and transmit confidential and sensitive written and verbal communication on behalf of the Chair and Vice Chairs and Medical Directors, draft letters, meeting notes and other correspondence for Vice-Chair and Medical Directors.

Perform advanced level word processing, development of templates, and tables, charts and graphs for use with, but not limited to, department reports and staff/academic personnel mailings.

Using Microsoft Outlook and Teams, manage the Vice Chairs and Medical Directors calendars and schedules; coordinate meetings, draft and process confidential time sensitive correspondence, coordinate travel, maintain directories, and process mail.

Without supervision, perform a wide range of highly confidential tasks and ensures that priorities and deadlines are met by developing and maintaining complex calendars and schedules. This requires strong ability to understand and strategically prioritize tasks.

Assist in departmental event coordination as requested.
MINIMUM REQUIREMENTS

Bachelor’s degree in business or related field plus 2 years’ experience in administrative role OR equivalent education/experience

Knowledge of organizational procedures and operations and the ability to analyze and make recommendations accordingly. Demonstrated proficiency in Microsoft Word, Excel, and PowerPoint, electronic mail, web searches and electronic calendar programs.

Prior work experience in an academic, healthcare and/or administrative environment.

Demonstrated self-direction and desire to learn, with a strong work ethic and service orientation. Ability to anticipate the needs of the unit and respond proactively.

Excellent oral and written communication skills in an environment requiring diplomacy and judgment in managing interactions with individuals at all levels inside and outside the organization.

Ability to adjust to rapid changes, attention to detail and the ability to manage multiple priorities in a highly dynamic environment.
DESIRED QUALIFICATIONS

Familiarity with University systems and procedures.

Prior work experience in an academic, healthcare and/or administrative environment.

Experience with University of Washington systems and procedures.

Experience with HMC, UWMC and FHCC campus locations and systems.
Application Process: The application process 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.