ASSISTANT TO THE CHAIR - University of Washington

Req #: 238903 Department: BIOENGINEERING Posting Date: 09/24/2024 Closing Info: Closes On 10/08/2024 Salary: $5,077 - $6,500 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 Bioengineering is a vibrant community driving advances in health care. As a joint department in the College of Engineering and School of Medicine, we bring together students, scientists, engineers, and clinicians to develop innovative and cost-effective health care solutions that improve lives. Our inclusive and collaborative culture empowers our students, faculty, and staff to make an impact through new fields of research and clinical products. Our award-winning faculty are national leaders in biomedical education, research, and technology transfer. In UW Bioengineering, we are bound by a belief that public health and human dignity are inseparable. One is impossible without the other. Equity and inclusivity are fundamental to our mission of inventing the future of medicine. **We are seeking a full-time Assistant to the Chair.** The position is the executive assistant to the Chair of Bioengineering. The position works with department leaders to support operations, conduct special events, and implement strategic initiative. The Chair rely on this position to recommend and implement best practices for administration and event planning and to use collaborative technologies to reduce the administrative burden of doing business. This position demands an ever-evolving understanding of the priorities of the department Chair. The ideal candidate will demonstrate a high degree of personal initiative, the ability for independent problem-solving, and excellent interpersonal skills including verbal and written communication. The position requires the ability to learn and adapt to new technologies for communication and collaboration. The position requires discretion, confidentiality, and professionalism. **DUTIES AND RESPONSIBILITIES** Executive Administrative Support + Serve as the confidential executive assistant to the Department Chair. Duties include calendaring, drafting correspondence and reports, inviting speakers and distinguished guests, and responding to requests for information. + Work with the Department Chair to respond to requests related to internal/external conference invitations, keynote speaking engagements, invited talk invitations, special councils/board meetings/invitations and special award recognition invitations. + Facilitate internal communication of the Chair to the faculty and staff. Prepare and disseminate information about funding opportunities, professional development, and other topics of interest. + Develop an annual planning calendar for faculty meetings and administrative deadlines. Send reminders to committee chairs. Collect, organize, and edit documents. + Schedule faculty meetings, solicit agenda items, prepare and distribute agendas, post agendas to the Department's website according to the Open Public Meetings Act requirements, attend monthly faculty meetings, take and produce faculty meeting minutes for Chair's review, distribute meeting minutes, identify action items, and coordinate follow-up action as needed. Complete the annual open meetings schedule request from the Public Information Office. + Staff the Bioengineering front desk 20 hours per week and as needed for events. Greet visitors, check out keys, respond to requests for information. Remaining work may be performed from remote location after training is complete.Academic Human Resources + Facilitate academic human resources activities such as annual faculty conferences and merit review, reappointment of faculty with term appointments, and respond to requests from the department Human Resources Manager and department Chair. + Staff search committee meetings, collect candidate documents via Interfolio, arrange candidate meetings and travel, facilitate reimbursement of expenses, and arrange meeting itineraries.Event Planning and Implementation + Organize events involving external speakers and stakeholders. Serve as point of contact between distinguished guests and the department event managers and arrange logistics such as parking, room reservations, reimbursement, and honoraria. + Provide technical support for zoom meetings and webinars. Facilitate hybrid and on-line meetings and troubleshoot when problems arise. + Work with department staff to develop and implement event budget and communication plans.Professional development and team engagement + Participate in professional development activities and seek to improve skills. An annual budget is available to attend conferences including the cost of registration and travel. Incorporate best practices and share information with others. + Attend department staff and faculty meetings, college/school meetings, and participate in relevant communities of practice. + Use MS Collaborative tools such as Teams and SharePoint to share information and collaborate with colleagues. **MINIMUM REQUIREMENTS** + Bachelor's degree in Business Administration, Human Resources Management, Health Administration, Public Administration, or related field. + Two years of experience with complex administrative support, faculty affairs support, or equivalent combination of education and experience. _Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration._ **ADDITIONAL REQUIREMENTS** + Excellent written and verbal skills. + Ability to exercise independent judgment and discretion in dealing with others. + Proven administrative, organizational, interpersonal, and problem-solving skills. + Demonstrated ability to manage information appropriately, particularly confidential and highly sensitive information. + Willingness to explore new technologies and methods to improve efficiency and enhance collaboration. + Demonstrated critical thinking skills to resolve issues on behalf of the department Chair. **DESIRED QUALIFICATIONS** + Demonstrated proficiency in Office 365 (Word, Excel, Outlook, Teams, SharePoint/OneDrive). + Experience with administrative systems at the UW preferred (e.g., UW fiscal systems, Interfolio, Workday reports). + Experience working in higher education. + Experience participating in lean process improvement. **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. 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.