Job Information
University of Washington ASSISTANT TO THE DIRECTOR in Seattle, Washington
Req #: 241760
Department: SCHOOL OF MEDICINE
Job Location Detail: Hybrid Eligible - This position requires onsite work one day/week at UW’s South Lake Union Campus.
Posting Date: 12/20/2024
Closing Info: Open Until Filled
Salary: $5,775 to 6,218 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.
The School of Medicine has an outstanding opportunity for an Assistant to the Director to join their team.
The Assistant to the Director reports to the Director of Clinical Regulatory Affairs and provides administrative support and back-up support to up to three directors in the Clinical Regulatory Affairs Unit /General Counsel’s Office (CRA/GCO), Personnel Policy Unit (PPU), and the Contracting and Regulatory Unit (CRU), all residing within UW Medicine’s Regulatory and Business Affairs (RBA) Office. The Office handles a wide range of business, contracting, regulatory compliance and personnel issues, and is led by the Associate Dean for Regulatory and Business Affairs/Associate Vice President for Medical Affairs, who reports directly to the UW Medicine Chief of Staff with a secondary reporting relationship to the UW School of Medicine’s Vice Dean for Administration and Finance.
Within the combined CRA Unit/ GCO, the General Counsel’s Office provides legal services to the faculty practice plan and primary care nonprofit entities: UW Physicians, UW Medicine Primary Care, and Children’s University Medical Group. The General Counsel and Associate General Counsels are also directors in the Clinical Regulatory Affairs Unit. CRA’s work includes, but is not limited to, providing advice related to technical legal and regulatory compliance matters, partnering with UW Medicine offices on clinical business matters, regulatory investigations, and facilitating compliance with healthcare nondiscrimination laws.
The PPU provides advice related to School of Medicine (SoM) faculty appointments, reappointments, promotion, compensation and credentialing. The unit also supports faculty and staff human resources management issues by coordinating with University offices regarding employment litigation, equal employment investigations, scholarly misconduct investigations, workplace safety issues and complex visa matters.
The CRU provides guidance to SoM departments and units on business, contractual and regulatory matters, including processing a wide range of goods and services agreements, executing clinical services agreements, reviewing outside work requests and ensuring regulatory and policy compliance.
The Assistant to the Director exercises independent judgment and discretion in handling confidential, sensitive legal and human resources information involving UW Medicine personnel as well as business agreements and regulatory matters, which requires coordination with UW Medicine executives, SoM department chairs, directors and administrators, as well as medical directors and leaders of UW Medicine hospitals and clinics and external collaborators, affiliates and clients. The work must be accomplished with extreme diplomacy and discretion.
DUTIES AND RESPONSIBILITIES Support of Directors (30%):
Manage the electronic calendars of three directors within the RBA Office. Schedule meetings in close coordination with other attendees and their administrative assistants. Proactively resolve scheduling conflicts by rescheduling or canceling meetings. Provide timely updates and reminders, and promptly answer scheduling queries.
Assist directors as they prepare for meetings or projects by compiling documents, emails, policies and contracts at issue. Prioritize and manage workflow to ensure the team addresses urgent matters and balances various projects and assignments.
Establish work priorities and coordinate among directors to meet highly sensitive deadlines to ensure efficient workflow.Cross-Unit Support (55%):
Independently draft and proofread documents and communications including background documents for litigation and investigations, contracts, agendas, presentations, correspondence and other written materials.
Receive, review, and coordinate approval for invoices that are submitted to the CRA/GCO office.
Prepare material change notices sent to the Attorney General’s Office, Antitrust Division.
Provide project and calendar support for individuals working on matters related to public records responses.
Plan, develop, organize, and implement innovative methods and procedures for day-to-day office operations to create greater efficiency and productive records management. Manage unit’s files in coordination with directors, records management staff, and the administrative team.
Maintain and manage file systems and databases in collaboration with the CRA/GCO administrator.
Provide investigation/claim/litigation support, as needed; create, organize, maintain and manage pleadings, exhibits, databases, and correspondence for regulatory investigations.
Conduct research and prepare reports/documents requiring compilation and analysis of data.
Perform research directly related to policy requirements in support of process improvement and/or compliance.
Timely route and monitor contracts [and other documents] for review and electronic signatures through DocuSign.Other Duties (15%):
Regularly collaborate and coordinate with the Regulatory and Business Affairs Executive Assistant regarding workload, assignments, schedules, and resource issues.
Work as member of the Regulatory and Business Affairs Administrative Support Team (AST) and cross-train with other assistants to support the entire unit when back-up coverage is needed.
Provide assistance for special projects and events.
Perform other responsibilities as required to support the ongoing mission and strategic plans of the Regulatory and Business Affairs Unit.
Attend regularly scheduled team meetings.
Work with others in the unit to uphold and strengthen the values set forth in the UW Medicine Policy on Professional Conduct, including creating and maintaining a working environment that is diverse, inclusive, equitable, and welcoming. MINIMUM REQUIREMENTS
Bachelor’s Degree in a related field.
Two years of professional experience of progressively increasing responsibility with business, legal, administrative, compliance, contractual, or personnel issues. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
Proven ability to handle senior-level confidential, proprietary, and sensitive information with a high degree of tact, discretion, and diplomacy.
Advanced skills and work experience with platforms and software such as Zoom, Microsoft Word, Excel, Teams, Outlook, PowerPoint, and DocuSign.
Highly developed organizational and time-management skills including the ability to work effectively under time pressures with deadlines and changing multiple priorities.
Demonstrated problem-solving skills, including ability to work with many levels of employees and administrators across a complex organization and to ask questions and seek out information from multiple sources to accomplish tasks and assist directors.
Self-motivated and able to exercise sound independent judgement, sometimes with minimal supervision.
Demonstrated competence in the preparation of correspondence, written reports, and meeting minutes and strong oral communication skills.
Must be flexible, resourceful, and detail oriented.
Ability to understand a wide range of administrative support functions and provide backup support to other assistants when needed.
Foster effective working relationships through collaborative teamwork and appropriate self-management skills. DESIRED QUALIFICATIONS
Knowledge of and familiarity with the University of Washington and/or UW Medicine.
Experience working in a university, healthcare, or legal environment. 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.