"Alerted.org

Job Description

Although open until filled, priority application date is Sept** **15** **,** **20** **25** **.

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.

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 Pharmaceutics has an outstanding opportunity for an Assistant to the Chair to join their team.

The University of Washington School of Pharmacy is ranked nationally in the top schools of Pharmacy. At the School of Pharmacy, we are committed to educating the next generation of leaders in pharmacy, pharmaceutical research and health care – while seeking to ensure the safe, rational and cost-effective use of medicines.

The Assistant to the Chair plays a pivotal role within the Department, serving as the primary liaison between the Department Chair and both internal and external stakeholders. This highly visible position represents the Department with professionalism and discretion, managing a broad range of confidential and complex administrative responsibilities.

Key duties include overseeing sensitive communications, coordinating executive workflow for the Chair of the Department of Pharmaceutics, and supporting department-wide programmatic, administrative, and fiscal operations. This role is essential to the smooth execution of both daily and long-term departmental functions, directly contributing to the Department’s overall effectiveness and success. The position reports directly to the Department Chair.

Executive Support: 45%

+ Direct management of the Department Chair’s complex activities and workflows, maintaining schedules, scheduling online and hybrid meetings, managing calendars and ensure responsiveness to all Chair’s communications to ensure a conflict-free meeting schedule and excellent external and internal communications.

+ Handle any related travel logistics for visiting academics and candidates for faculty positions including budgeting and travel reimbursements in accordance with UW, state, federal policies.

+ Organization, management and execution of high-level executive meetings and a variety of events involving key stakeholders and collaborators.

+ Manage routine and confidential correspondence within the Department of Pharmaceutics (DOP), School of Pharmacy (SOP), and UW and to the outside community as needed on behalf of the Chair and Department of Pharmaceutics in a timely manner; processing required forms and other necessary paperwork in accordance with Federal, State, UW, SOP and DOP requirements.

+ Respond to requests and inquiries from both within the University of Washington and the external community that require the Chair’s attention, using appropriate professional judgment and discretion to ensure timely delivery of such correspondence on his behalf.

+ In close coordination with the DOP leadership, help develop and draft policies and procedures, to ensure smooth day-to-day functioning of the DOP.

+ Act as a reliable resource for the Chair, faculty, staff, and students in managing complex projects, high-priority and high-visibility events and collaborations.

+ Track and manage budget expenditures for travel, scholarships, special events, and other functions as related to the Chair’s operational budgets and associated budgets as appropriate and with guidance from Administrator.

+ Managing faculty meetings – securing adequate space, assemble and disseminate agenda, manage AV/technical logistics, draft and disseminate meeting minutes, manage public records.

Programmatic Management 30%

+ Serve as the primary administrative coordinator of the department research consortium with external industry partners. Manage calls for application for funding, application distribution and review, internal awards, progress report submissions and quarterly meetings. Provide financial accounting to the chair and the awardees.

+ Perform complex document preparation and reports, including research, writing, proofreading, and editing.

+ Assist in execution of Department’s Strategic Plan, monitoring progress and development of the new strategic plan.

+ Understand operational issues in the broader context of the Department, the School and Central Units, and can appropriately handle, delegate or escalate issues as necessary

+ Independently manage projects and processes with respect to help with lab certifications, licenses and related paperwork, maintaining databases of all IRB, EHS and related permits and records, track progress of applications including approvals and renewals and ensures compliance on these activities. Manage research study participant compensation.

+ In collaboration with Department leadership and SOP office of advancement develop and maintain websites, social media and related accounts and sites.

+ Support Department leadership in developing and maintaining office management systems that comply with federal, state and University regulations (including EH & S, Records Retention, HIPAA compliance regulations, etc.)

+ Assist in manuscript submissions and processing publication charges, maintain compliance with NIH public access policies and depositing manuscripts and datasets to relevant databases.

+ Coordinate interviews, position postings, research experiences and reimbursements, assist in interviews and onboarding of new personnel.

+ In collaboration with Administrator and Department Chair, manage personnel record systems, administrative files and confidential faculty personnel files including annual merit evaluations and peer teaching evaluations.

+ Serve as the primary individual helping with event planning and management for departmental activities.

+ Providing ad-hoc program and project specific support as appropriate

+ Manage complex projects of research space remodels with UW facilities in collaboration with department chair and administrator.

+ Other duties as assigned.

Faculty Affairs 15%

+ Manage independently and in close collaboration with the Chair the promotions process for faculty within the department.

+ Manage the annual reviews between the Chair and faculty in a confidential and discreet manner.

+ Interact directly with the Department Chair and Administrator on issues related to appointments, promotions and renewals.

+ Manage independently and in close collaboration with the Chair and Administrator the recruiting process for department faculty.

Office Operations - 10% FTE

+ Supports Department leadership to implement onboarding and training of new faculty. Reviews and helps track completion of required trainings.

+ As needed assist with management or records retention, shredding and disposal of confidential materials.

+ Back up for purchasing, travel reimbursement and Procard.

+ Develop expertise with regard to workday finance/procurement processes and policies.

+ Budget and Purchasing- as needed, assist with expenditure audits and monitoring budgets to ensure alignment with budgeting requirements and approved expenditures, including those related to equipment, supplies, and facility costs. Develop knowledge and facility on salary tracking/management via training.

Minimum Qualifications:

+ Bachelor's Degree in business administration, human resources, or other related degree

+ Two years experience working in an office environment requiring a high level of customer service.

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

Desired Qualifications:

+ Excellent written and verbal communication skills, and strong interpersonal skills; ability to maintain a professional demeanor at all times.

+ Exhibit a proactive, service-oriented manner and ability to deal effectively with a diverse and demanding client base.

+ Ability to research and synthesize information and communicate it effectively to lay audiences in verbal and written form.

+ Deep familiarity with calendaring software solutions, office related software, and communication tools, recognized as a resource for others to use in dealing with complex logistic scenarios.

+ In-depth understanding of organizational structure both within and outside the work unit.

+ Excellent organizational, time management and decision-making skills.

+ Ability to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality.

Compensation, Benefits and Position Details

Pay Range Minimum:

$72,000.00 annual

Pay Range Maximum:

$80,400.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is proud to be an affirmative action and equal opportunity employer (https://hr.uw.edu/eoaa/) . All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

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.