"Alerted.org

Req #: 245365

Department: SURGERY

Posting Date: 05/07/2025

Closing Info:

Open Until Filled

Salary: $5,200 - $7,000 per month

Shift: First Shift

Notes:

As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701\_a11y.pdf )

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.

UW’s Division of Vascular Surgery has an exciting opportunity for a Vascular Surgery Administrative Specialist, which is part of the UW School of Medicine’s Department of Surgery.** **POSITION PURPOSE

The Vascular Surgery Administrative Specialist, in close collaboration with the Vascular Surgery Division Chief and the Division Administrator, is responsible for executive administrative support of the Division of Vascular Surgery.

As an integral member of the team, the Vascular Surgery Administrative Specialist has a broad array of responsibilities and requires someone who can initiate activity and take independent action.

This is a 1.0 FTE position and reports directly to the chief, with a matrixed reporting relationship to the administrator of the division. This individual represents the chief at many levels, including contacts with faculty, potential candidates for faculty positions, communications with higher-level university and hospital administrative departments, and other departments. This individual provides a level of professional administrative oversight that is critical to ensuring the effective administration of the division, particularly at Harborview Medical Center (HMC), the primary campus for this specialty. In addition, this position may provide some administrative support to the VA Puget Sound.

DUTIES AND RESPONSIBILITIES

The core responsibilities for this position are:

•Executive Administrative Management of VSD Division Chief = 40%

This individual represents the Chief of the Vascular Surgery Division at many levels, including contacts with faculty, potential candidates for faculty positions, communications with higher-level university and hospital administrative departments, and other departments. They are called upon to make independent decisions in many situations that require knowledge and judgment around the Division's strategic and operational priorities.

o Develop and maintain multiple complex calendars and schedules that include the chief’s clinical as well as administrative and academic duties.

o Understands, assesses, and implements requests that affect all the chief’s activities, constantly bearing in mind all the strategic imperatives and having the judgment and skill to know how much time the chief will need to devote to different strategic imperatives, including clinical activities.

o Comply with all domestic and international travel requests and policies, ensuring that the chief’s priorities and obligations are met. They will be an independent expert on managing travel compliance.

o Manage faculty communication and meetings. Independently recommend issues for discussion that bear on the strategic and operational issues in the division; serves as a liaison to the larger department for issues that must be discussed with faculty.

o Write and edit comprehensive meeting summaries and manage to completion assignments flowing from the meetings.

o Develop presentation material for a variety of audiences. Includes research, gathering, summarizing, material, and using presentation software to create effective presentations.

o Review and synthesize financial data, turning it into information for meetings as necessary.

o Review allotment expenditures of the chief and recommend a course of action to the chief and administrator to use all funds appropriately and timely.

o Provide executive-level administrative support on selected strategic topics to the division administrator and section chiefs as appropriate.

•Management of Vascular Surgery Divisional Faculty Affairs = 30%

o Manage faculty recruitment processes within the division, including assisting with faculty search committees. Must know aspects of Interfolio and work successfully with the centralized Departmental Faculty Affairs team in bringing all the elements together for a successful recruitment.

o Manage divisional elements of faculty appointment and credentialing.

o Manage processes and systems surrounding the deployment of new faculty; provides oversight for faculty onboarding within the division as related to the department and clinical areas.

o Manage the divisional aspects of the annual re-appointment and promotion process.

o Manage divisional visiting scholars, including J1 VISA sponsorship and application oversight. Manage the onboarding and credentialing for visiting scholars

o Serve as an information hub for faculty interested in hosting visiting scholars, visiting fellows, and non-accredited unpaid Internships.

o Manage the divisional aspects of the faculty review process – an annual, lengthy, complicated, and highly confidential activity. They are the liaison with the Department Faculty Affairs team regarding faculty reviews.

o Works with division chief, associate chief, and administrator on aspects of faculty performance management, within the parameters of this position.

•Divisional and Departmental Projects & Operations = 30%

o Manage divisional records – provide oversight of the system of archival and oversee records management and retention of various kinds of records within departmental, federal, state, and University regulations.

o Be or become the divisional environmental health and safety (EH&S) expert, ensure that required divisional EH&S policies, procedures, and activities are current and the division complies; maintain records of compliance documents.

o In collaboration with the chief and administrator, develop divisional policies on selected issues. Work with senior leadership in the division on policies to be approved and implemented.

o Facilitate space moves as requested.

o Manage recurring events such as faculty meetings, visiting professor visits, and lecture events.

o Plan educational course curriculum and materials, in conjunction with the chief.

o Provide administrative support to the VA Puget Sound Surgery Division with items such as calendar management, organizing, recruitment activities, and financial reporting.

The responsibilities of this position are broad and require someone who can initiate activity and take independent action. This individual must know or enjoy learning academic medicine processes and must possess or learn basic information on vascular surgery medical procedures. The Administrative Specialist will be able to take direction from several individuals in the completion of responsibilities and must have the ability to independently prioritize to meet deadlines. A superior work ethic and problem-solving skills are important. The Administrative Specialist will work with several faculty and trainees (residents, fellows, and medical students) and must possess emotional intelligence to manage these disparate relationships smoothly

Our Mission and How This Position Contributes:** **Department Mission:

The Department of Surgery is a large department within the School of Medicine, with surgeons practicing at all our locations and in eight surgical subspecialties. The UW Department of Surgery is guided by our mission of providing compassionate and high-quality patient care, training future generations of surgical leaders, and conducting research in a collegial environment that embraces diversity and promotes inclusiveness.

Division/Center Mission:

The UW Medicine Regional Vascular Center provides comprehensive services for patients with circulatory problems and their referring healthcare providers throughout a five-state region: Washington, Wyoming, Alaska, Montana, and Idaho (WWAMI). As a regional resource, we provide care that is not available in smaller communities. The center treats more patients with ruptured abdominal aortic aneurysms (rAAA) annually than any other healthcare facility in the WWAMI region, and we have also been internationally recognized for creating an emergency protocol that dramatically reduced the average mortality rate for rAAA patients.

This position will help establish a smoothly running Vascular Surgery administrative office. This individual will also assist with the tasks associated with the VSD trainee program. They will be involved in all aspects of the Vascular Surgery administrative tasks.

Our Commitment to Equity, Diversity, and Inclusion (EDI):

The Department of Surgery strives to dismantle systemic racism, eliminate healthcare disparities, and promote health equity in our work. Racism and intolerance have no place in our community. We celebrate our multitude of intersecting identities and commit to the ongoing effort of creating an inclusive and supportive workplace climate.

All staff in the Department of Surgery are asked to demonstrate and develop the following core competencies:

• Quality Focus: strives to deliver the best possible service and results, and continuously seeks opportunities for improvement.

• Key attributes: accuracy, customer service, continuous improvement, problem solving, and self-development

• Planning & Organization: completes work in a timely, efficient, and resourceful manner

• Key attributes: priority setting, efficiency, resourcefulness, adaptability and flexibility, organizational awareness, and initiative

• Teamwork & Relationship Building: builds and fosters positive working relationships with others to achieve shared objectives.

• Key attributes: collaboration, communication, emotional intelligence, recognition, and accountability, and integrity

• Equity, Diversity, and Inclusion: values and honors diverse experiences and perspectives, strives to create welcoming and respectful work environments including dismantling structures of oppression, promotes and contributes to a culture of access, opportunity, and justice.

• Key attributes: respect, cultural humility, inclusiveness, advocacy, and commitment

MINIMUM REQUIREMENTS

• Education: Bachelor’s degree in business, Healthcare, Communications, Public Policy, Psychology, Biological Sciences, or related field

• Type and Years of Experience: Two years’ of experience in executive administrative and operational responsibilities

ADDITIONAL REQUIREMENTS

• Self-directed and able to manage multiple projects

• Demonstrated competency in Microsoft Office software, particularly Word, PowerPoint, Excel and Outlook

• Experience working effectively with senior level leaders

• Proven interpersonal skills; skilled communicator, both written and spoken

DESIRED QUALIFICATIONS

• Familiarity with medical terminology and clinical practices – highly desirable

• Experience in an academic medical setting – highly desirable

• Experience working with faculty credentialing

• 3 or more years’ experience is a plus

CONDITIONS OF EMPLOYMENT

• This position is suited for a hybrid work situation. Specific schedule TBD with supervisor and to fit business needs.

Equivalent education/experience can substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. Candidates with non-traditional educational or experiential backgrounds are invited to apply. Please address the applicability of education and experience in your resume.

**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 access 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.

We hope you will apply and please learn more about our department, values, and core competencies at https://uwsurgery.org/about/staff/

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.