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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
The Department of Otolaryngology is a clinical academic department of the University of Washington School of Medicine (SOM) which is part of UW Medicine. The Department provides patient care services at Harborview Medical Center (HMC), University of Washington Medical Center (UWMC), Seattle Children’s Hospital (SCH), Veterans Affairs & Puget Sound Health Care System (VA), Northwest Hospital (NWH), and Seattle Cancer Care Alliance (SCCA). The Department is actively involved in clinical service, research programs, residency training programs and educational programs, and includes oversight for the Virginia Merrill Bloedel Hearing Research Center. The department employs approximately 50 total regular faculty, research and clinical fellows, 25 residents and ACGME fellows, and 20 staff.
The Department of Otolaryngology currently has an outstanding opportunity for a Digital Communications and Administrative Specialist.
The Digital Communications and Administrative Specialist (DCAS) is responsible for managing and organizing numerous communication projects and initiatives within the Department of Otolaryngology – Head and Neck Surgery. This position will also be responsible for organizing annual department training courses and other special projects.
The DCAS will manage communication operations including website content, newsletters, faculty and staff recognition, department events, department social media, and triaging various projects and issues. Working with other administrative staff, the DCAS will develop methods and strategies to carry out projects and manage them to completion on behalf of the Director and Chair. The DCAS will spearhead the departments' communications initiatives.
The Digital Communications and Administrative Specialist will assist students, observers and course faculty Program Directors with developing and maintaining the educational quality of annual training courses. The DCAS also functions as a liaison between the practice site directors, participants, participating site staff and other departments. This position also provides administrative support for faculty and general operational support for the department, including assistance with project management, and coordination of department activities and special events.
DUTIES AND RESPONSIBILITIES
Communications And Website Management •Serve as contributing writer (interview, edit, and write content) for the Otolaryngology Head and Neck Surgery Website, publications and social media accounts. Write content narratives for the department websites featuring faculty news, grants/awards, and clinical highlights. •Manage the collection of all content (requests and follow-up) and coordinate editing of text content; work closely with faculty leadership to ensure projects are executed in a timely and efficient manner. •Provide regular updates to the website, establish and follow a schedule of website updates •Ensure content and images are professional, accurate, timely and effective in communicating news and events, research, and programs. •Create and update faculty awards and honors (kudos) for presentations, etc. and monitor distribution. •Utilize tools, relationships, and channels to promote communications that better the reputation and understanding of the department’s research and programs. •Contribute to and implement content strategy for all digital presences. •Develop strategies and content for alumni relations. •Follow the University's branding and social media guidelines and standards. •Identify opportunities to streamline communication within the department staff and faculty through technology. •In partnership with the Administrative Specialist and Residency Program Manager, manage department events including but not limited to residency graduation, holiday staff recognition, spring faculty celebration. •Work with department leadership and website vendor Parallel Public Works (PPW) to develop website sections and pages; ensure content is reflected consistently throughout the site. •Partner with Director and Residency Program Manager to ensure all information, titles and contact information is current for faculty, residents and fellows on department websites and develop a system for updating information regularly. •Report on analytics and evaluate statistics related to website usage; request and track progress on website updates; maintain systems for site content organization and archiving. •Work with faculty and staff stakeholders to create a Department intranet. Develop and maintain the intranet content.
Administrative Training Courses and Events: •Work closely with department Director to initiate, manage and operationalize department projects: Facilitate small and medium project team meetings toward desired outcomes. Assist team members in critical decision making and planning. Assess needs, create plans and facilitate groups to meet objectives, make decisions, and use time effectively. •In collaboration with the Director(s) and faculty leads, develop and manage budgets and contracts that support department training courses. •Negotiate contracts with vendors and outside sponsors to procure funding for training courses. •Manage all pre-course/event logistics: reserving appropriate space, setting dates, managing registration, creating course materials, arranging catering, equipment, preparing course evaluation. •Ensure trainings meet compliance standards and satisfy specified requirements. •Manage day-of event logistics: setup to take down. Note this may include evening and weekend work. •Process reimbursements related to events.
Faculty Support: •Primary contact for assigned faculty in regards to day to day support to include but not limited to: booking travel, calendar management, letter edit/copy/mail/fax/scan and reimbursements.
Other duties as assigned
MINIMUM REQUIREMENTS •Bachelor's degree in Communications, English or related discipline from an accredited academic institution. •At least two years of relevant work experience in digital communications, web content management.
Additional Requirements: •Proficiency with Microsoft Office applications (Word, Excel, Access, and PowerPoint) and current web development software. •Strong interpersonal skills with demonstrated ability to communicate both verbally and in writing with professionalism, diplomacy and sensitivity. •Ability to work both independently and collaboratively, problem solve and exercise sound judgment. •Demonstrated attention to detail and solid critical thinking skills. •Excellent organizational skills, ability to multitask and prioritize competing demands and meet important deadlines. •Must be comfortable working in a collaborative team environment consisting of diverse populations of staff, faculty, Residents, Fellows, and other administrative personnel.
DESIRED REQUIREMENTS •Experience with external contracting, basic budgeting, and accounting. •Familiarity with medical terminology and prior experience working in an academic medical center setting. •Familiarity with Process Improvement tools or experience with "Lean" methodologies. •Working knowledge of University Washington’s systems, policies, and procedures.
CONDITIONS OF EMPLOYMENT •Typical office setting. •May be required to work a flexible schedule to meet deadlines as needed.
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.