Campus Pride Jobs

Req #: 235554

Department: COMPARATIVE MEDICINE

Posting Date: 06/12/2024

Closing Info: Open Until Filled

Salary: $5,077 - $7,615 per month

Limited Recruitment:
Other

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/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_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.

Comparative Medicine has an outstanding opportunity for Assistant to the Chair. OVERVIEW The Assistant to the Chair reports directly to the Chair of the Department of Comparative Medicine. This individual exercises independent judgment and discretion in representing the activities of the Chair with faculty, staff, students, the School of Medicine, the University, internal and external stakeholders as well as the general public. The person in this position will perform all activities associated with faculty affairs (e.g., searches, appointments, reappointments, promotions, and other faculty issues), and departmental academic programs (e.g., residency program, pre-doctoral clerkship program, course schedules, Comparative Medicine Master’s Program and other related issues).

Responsibilities will also include appraising the Chair of priorities and deadlines, formulating recommendations, assisting with problem solving, and acting as a resource to the Chair, faculty, and other contacts both within and outside of the university.

RESPONSIBILITIES: Administrative (25%)

• Screens and prioritizes Chair’s correspondence and telephone calls, composes, and routes responses as appropriate, makes independent judgments and uses discretion to determine appropriate responses. • Ensures the Chair is fully briefed on agenda items and has received all required supporting materials. Schedules meetings, coordinates setting of agendas and preparation of materials and ensures follow-up on action items. • Plans and executes trips and travels for the Chair. Ensures compliance with university rules and regulations while meeting priorities of the Chair. • Manages the maintenance of the Chair’s subject files, which serve as the office files of formal record. • Coordinates visits, receptions, and other special events, and provides basic hospitality to guests. • Performs other duties as required to support the ongoing mission and strategic plans of the Department. • Coordinates faculty and staff events for the department • Maintains and updates regularly the Department of Comparative Medicine website. • Consults with Chair, other faculty, and senior management staff, as needed.

Faculty Affairs (40%)

• Manages the faculty new hire process: Consults with the SOM Academic Appointments and Promotions to ensure that the department is in compliance with policies procedures concerning faculty recruitment. Creates a job description, initiates recruitment for faculty appointments, responds to applicants, assists the search committee in the selection process, and assembles appointment packet. Assists in the relocation process, including coordinating orientation activities, space preparation, and integration into the department faculty. • Manages faculty mandatory and non-mandatory promotion process: Consults with the SOM Academic Appointments and Promotions on deadlines and requirements and advises faculty of such. Assembles appointment packet. Assists in other related issues and concerns that may arise during the process. • Manages faculty fixed term reappointment process: Sends out notices to acting, affiliate, clinical and other faculty on fixed term appointments regarding the review and reappointment process. Schedules faculty reviews and votes on renewals and non-renewals. Advises faculty on outcome of their appointments. Assists faculty with participation in departmental activities including seminar presentations, mentoring, and teaching. • Manage and coordinates faculty Visa’s with School of Medicine Academic Appointments and Compensation and ABC • Reviews and analyzes temporary academic appointments and advises Chair for compliance with University and school’s policies and procedures. • Composes and drafts offer, appointment and renewal/non-renewal letters for Chair’s signature. • Works closely with the SOM Academic Appointments and Compensation regarding policies and procedures on appointments and promotions. • Coordinates with faculty on submission of annual reports, request for approval of outside work for compensation, summary of annual professional and public activities. Schedules annual performance reviews with Chair. • Maintains confidentiality of academic personnel files.

Academic Programs:

Predoctoral Clerkship Program: 10%

• Fourth year and third year clerks: Replies to queries, sends out application materials and instructions, reviews applications, exercises good judgement in the selection process, sends confirmation or denial emails. For summer research trainees, ensures that a research or clinical mentor is identified. • Third year clerks from Western University of Health Sciences: Maintains contact with the School’s Program Director and Coordinator about incoming blocks of students throughout the academic year. Sends application materials and instructions to students and Program Director. • Develops rotation schedules, ensures that required occupational health forms and required documentations are submitted to the respective offices prior to rotation start dates. • Conducts orientations and facility tour. • Maintains an updated list of clerks. • Maintains regular contact with students to ensure that their goals and objectives and those of the clerkship program are met. Solicits evaluations at the end of rotations. • Coordinates international scholars via VISIT Program to provide Visa for student visitors. • Consults with Clerkship Program Director, as needed.

Comparative Medicine Master’s Program – Graduate Program Advisor: 10%

• Assists residents and graduate students with their applications, registration for classes and other requirements. • Performs all functions required in the MyGradProgram. • Prepares various course and seminar schedules, contacts speakers, arranges for classroom, make flyers, etc. • Communicates with the Graduate School, the Registrar’s Office, and the Curriculum Office regarding matters including the DCM master’s program, grades, tuition waivers, time schedules, and course descriptions.

Residency Program: 10%

• Assists the Academic Program Director and committee members with the selection and hiring processes, including scheduling meetings and interviews, replying to applicant queries, making travel arrangements, composing offer and rejection letters, and coordinating and conducting orientations for incoming residents. • Regularly interacts with residents assisting in scheduling meetings with Chair, Program Director, faculty, and others and responding to queries regarding classes, rotations, and other activities.Coordinates resident vacation, sickness, and any other misc. leave. • Coordinates quarterly evaluations of residents, which includes scheduling check-ins with the Residency Program Directors and mentorsConsults with Residency Program Director, as needed.

Other duties and responsibilities (5%):

• Acts as travel coordinator and backup to the Payroll Coordinator and Administrative Assistant. Approver for purchase orders, travel and expense reimbursements, timesheets, leave requests. • Oversees the functions of the main office administrative assistant and has the authority to hire staff, evaluate job performance, and take corrective action, if needed. • Other duties as needed

MINIMUM REQUIREMENTS:

• Bachelor’s degree and a minimum of three years of executive administrative support experience. Equivalent education/experience will substitute for all minimum qualifications.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS: • Highly organized with a professional yet accessible demeanor to represent the Chair independently with tact and discretion. • Outstanding interpersonal skills and a professional demeanor in person, on the phone, and in written communications • Proven ability to handle sensitive situations and highly confidential information with tact, discretion, and diplomacy. • Ability to interact well with persons of diverse backgrounds and at all levels of the University and the community and to interpret and communicate complex policies to others. • Demonstrated skills in writing, proofreading, and verbal communications. • Proven accuracy and attention to detail as well as the ability to work efficiently and meet tight deadlines, and to work independently. • Ability to manage priorities, handle multiple projects, problem solve and exercise good judgment in a dynamic environment. • Demonstrated commitment to achieving and supporting diversity in the workforce. • Demonstrated proficiency with Microsoft Office applications including Word, Excel, Outlook, and Powerpoint and understanding of internet technology and security • Punctuality and regular attendance are critical components of this position.

DESIRED:

• Experience managing the faculty appointment process. • Experience with UW academic programs.

Application Process: The application process for UW positions 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.

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.