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The Department of Genome Sciences (GS) is part of the University of Washington School of Medicine (UW SoM) and is comprised of 30 labs addressing leading edge questions in biology and medicine by developing and applying genetic, genomic and computational approaches taking advantage of genomic information now available for a host of species. GS is making major contributions in the application of genome science to understand the fundamentals of biology and to improve human health and well-being.
Since its conception in 2001, the department has grown from a core faculty of 18 to 62 teaching and research faculty in 2021. Genome sequencing enables the larger UW research enterprise, affects many other fields, and generates enormous research dollars for UW. We are one of the leading centers where the genome is being interpreted and where new technologies for this analysis are being developed. Our chair, Dr. Stanley Fields, is a pioneer in technology development in the field and is in demand for a multitude of speaking engagements and other events and meetings worldwide. Our faculty are international experts in the field. The chair, director, and faculty in this department are dependent on administrative management that can accommodate the rapid changes, complexity, and extremely high expectations for excellence. This position is critical to the department’s infrastructure and must function independently with discretion, initiative, and expertise.
The Department of Genome Sciences has an outstanding opportunity for an Assistant to the Chair, Director and Faculty Affairs!
This position must successfully negotiate the University and School of Medicine’s complex rules, regulations, and deadlines concerning faculty hiring, merit increases, promotion and tenure process, academic appointments, and visas. This position will provide staff leadership for all academic faculty searches including review and posting job descriptions; organizing, preparing, and distributing applicant materials to committee members; ensuring committee meets deadlines and is compliant with university and school rules and regulations; and arranging and managing all aspects of candidate visits. The incumbent must be able to work with diverse cultures, backgrounds, and organizational hierarchy, manage the complex schedule and demands of the chair, director, and faculty, and provide excellent customer service and public relations as the liaison and representative for the director and chair among faculty, staff, and the university administration as well as external institutions worldwide. The department has two separate locations.
This position provides primary executive administrative and operational support to the director and chair, is independently responsible for faculty affairs and department events, and uses independent judgment and decision making skills in the management of the activities of the chair, and in meeting departmental priorities. This position independently manages all aspects of faculty appointments, and the promotion and tenure review process, using discretion and diplomacy in expressing the views of the chair and director, and in executing the responsibilities of managing faculty affairs. This position must keep all issues and sensitive communications confidential and use utmost discretion while coordinating appointment renewals, providing notice to faculty of annual responsibilities, sabbatical and other leaves of absences, participating in the process for merit reviews and arranging for faculty voting. This position will initiate, develop, and implement special projects for the director and chair.
Establish administrative procedures and policies consistent with the university and School of Medicine requirements and apply these to effect the proper administration of faculty affairs.
Provide administrative guidance and advice to the director, chair, and faculty to ensure compliance with federal, state, and university regulations.
In compliance with federal, university, school and department rules and regulations, independently manage faculty affairs, to include: - Merit review - Promotion and tenure - Academic appointments (to include visiting appointments, postdocs (senior fellows), and visa applications.
Serve as Academic Partner and I-9 Coordinator for the Department for all academic transactions in Workday.
Develop and provide reports regarding faculty to the director, chair, and dean’s office as requested.
Independently organize and manage the associated records, applications, procedures, all of which requires a high degree of accuracy and understanding of the underlying policies, visa, and compensation issues.
Serve as liaison with University departments regarding faculty affairs and collaborate with the Dean’s office to ensure successful outcomes.
Work with a high level of confidentiality and discretion.
Ensure that all incoming faculty and postdocs are properly established in the University of Washington payroll system and ensure that all required new hire paperwork is accurately completed and archived.
Manage the faculty recruitment and hiring process.
Attend faculty committee meetings to provide guidance on process, rules, and timelines.
Provide administrative support to the chair and committees.
Organize the applications for faculty review and monitor completeness of applications, communicating with applicants as necessary.
Coordinate the on-boarding process for all postdoc new hires including providing orientation, ensuring all procedures and documents are completed accurately.
Executive Assistant to Director and Chair
Provide direct confidential executive support to the director and chair.
Manage the day-to-day affairs of the chair, manage his complex schedule, set meetings at the department, college, university, community, national, and international levels ensuring that the chair’s priorities and obligations are met.
Arrange all travel, both domestic and international, to meet the needs of the chair in fulfilling obligations, initiate reimbursements.
Manage appointments, phone calls, mail, and edit the chair’s correspondence while providing a positive image of the chair’s office to others.
Develop faculty meeting agendas, ensure voting rules are followed, and provide accurate and discreet minutes.
Handle routine inquiries for the director and chair and independently respond to matters not requiring the director’s or chair’s attention.
Plan and execute department events, including: department annual retreat, weekly Friday collaborations, annual department recognition event, semi-annual administrative team recognition events, Wednesday Evenings at the Genome public lecture series.
Coordinate with faculty on planning events.
Manage conference room calendars and respond to internal and external inquiries.
Post event and announcement flyers, conference room schedules.
Backup for GS Seminar series event planning as needed.
Special Projects and Other Duties
Initiate, develop, and implement special projects for the director, providing leadership in process reviews to identify policy needs, improve efficiencies, and reduce costs.
Manage the Department’s ongoing collaborator database, grant access to building via Health Sciences security system.
Serve as the Department’s DocuSign Administrator, managing user roles and ensuring compliance with university and DocuSign policies.
Backup for Department HR Manager as needed.
Bachelor's degree in Business Administration, Liberal Arts, Biology or related field
2+ years administrative, and/or management, and/or research experience in a research and/or higher education environment.
Must be a self-starter who is highly organized with a strong attention to detail
Demonstrated ability to work quickly, meet deadlines, and manage multiple/rapidly changing priorities
Proven history of excellent customer service
Ability to work both independently and collaboratively with a high degree of reliability, accuracy and productivity.
Proven track record in exercising discretion and independent judgment effectively in decision-making processes.
Proven ability to handle confidential information with a high level of tact, discretion and diplomacy.
Strong analytical and problem solving skills
Ability to interpret and communicate to others complex policies and procedures.
Excellent oral and written communication skills including demonstrated competence in preparation of correspondence, written reports and minute taking.
Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
Open to receiving direction and to asking for assistance when needed
Skilled in using Microsoft Excel, Word, and Outlook.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience using UW systems such as Workday, MyFD (My Financial Desktop), Interfolio, knowledge of faculty affairs and visa procedures and rules.
Experience using Microsoft Access, OneDrive, G Suite, DocuSign
* This position requires the ability 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 Workforce 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.