1+ months

ADMINISTRATIVE MANAGER

University of Washington
Seattle, WA 98104
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ADMINISTRATIVE MANAGER

Req #: 177229
Department: SCHOOL OF MEDICINE
Job Location: Seattle Campus
Posting Date: 02/20/2020 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with qualifications and experience.  
Shift: First Shift 
Notes: As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, click here.
 

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 School of Medicine has an outstanding opportunity for an Administrative Manager (Program Operations Specialist).

The Administrative Manager works closely with the Schools administrative and academic leadership. This position reviews and analyzes student program policies and procedures, planning and projecting future student program needs, and developing policy and procedures for meeting student program goals. The Administrative Manager requires a high degree of independent decision-making and problem-solving skills, along with the ability to prioritize many competing tasks from deans, faculty, deans office and department staff, and students. With the regional orientation of the medical school, the Administrative Manager must be service-oriented and customer focused, able to address questions, problems, or concerns from faculty, staff and students across the WWAMI region in a professional, prompt, and confidential manner.  The Administrative Manager must be able to multitask and prioritize responsibilities. The position requires proven ability to handle senior level confidential information with a high level of tact, discretion and diplomacy, working independently under pressure of frequent deadlines and changing priorities.

RESPONSIBILITIES

Program Management and Leadership:
  • Independently understand, interpret, and review student program policies for the student affairs office, consulting as needed with other units within the academic affairs office and deans office and departmental faculty and staff.
  • Identify and implement operational area of improvement within specific Student Affairs programs. Analyze and provide summary program reports and findings.  Evaluate student programs efficiency and effectiveness, and recommend areas for greater student program efficiencies.
  • Research, design, and propose Student Affairs student program developments and new initiatives. Anticipate and track program reports and presentations deadlines assuring compliance with accreditation and state-specific contracts.
  • Counsel and advise medical students on School of Medicine policies and procedures, exercising discretion and maintaining confidentiality of program, medical, financial, student, and other sensitive information.
  • Develop written communication material, including departmental annual reports. Edit and draft changes, organize final draft, oversee production and distribution of written materials and reports.

    Program Operations:
  • Manage medical student programs, medical student curriculum expansions, medical student progress related issues, and medical student compliance with national licensing examination deadlines; and serve as the primary contact for advising medical students including the University community and public of Student Affairs student-focused programs and resources, including School of Medicines policies and procedures.
  • Plan and ensure the completion of logistics for recurring meetings of the department and its sub-units, including securing meeting rooms, scheduling guests, retaining catering, arranging audiovisual/teleconference equipment, circulating committee materials, confirming attendees, and other tasks as required. Provide assistance in support of department activities as assigned.
  • Provide staff oversight for Medical Student Association. Organize monthly meetings between the medical student government and School of Medicine deans and staff.
  • Collaborate with the compliance manager to update and enforce student compliance policy.  Report medical student non-compliance issues to appropriate faculty and directors and ultimately work closely with the medical students to resolve compliance issues.
  • Devise and update medical student forms and surveys to plan and manage various student programs. Analyze data and information and provide report for inclusion in the Academic Affairs annual report. Develop response to student affairs program related surveys from outside institutions.
  • Manage Student Affairs program, business, educational and clinical information requirements; including management of Student Affairs website and links including all aspects of student affairs functions, student programs, service line and outreach activities, and various student related programs.
  • Construct and compose student program activity reports, letters, memos, and letters of recommendations, award nominations, and other written requirements. Promote and develop systems for managing correspondences and student program files in accordance with UW retention standards.
  • Oversee and manage student program application processes for the Magnuson Scholarship, the Howard Hughes Medical Institute Medical Student Fellowship, the US Public Health Services Award, the Pisacano Scholarship, and the AMA Minority Scholars Award. Serve as primary point of contact for interested and current students on logistical questions, issues, and paperwork process and submissions. Compose materials and correspondence related to medical student honors and awards.
  • Draft responses to the annual LCME questionnaire, manage data collection, and maintain and prepare School of Medicine accreditation materials. Oversee Student Affairs offices implementation of and ongoing compliance with the LCMEs accreditation recommendations and regulations.
  • Manage numerous special projects as delegated by the associate dean, assistant dean, and student affairs directors on an ongoing basis. Projects involve investigation, analysis, and synthesis of internal and external policy, operational processes, accrediting/regulatory requirements, etc.

    Financial and Managerial Support:
  • Assist in the management of annual operating budget.  Initiate, approve, allocate and monitor budgets for spending, purchase order requests, expense reports, Procard purchases, purchase order requests, supply order requests, and other purchasing and reimbursement requests.
  • Manage Student Affairs office facilities in relation to finances, assessing researching, and recommending space, equipment, and furniture to the Associate and Assistant Deans.
  • Manage confidential calendars for associate dean of student affairs and assistant dean for student affairs, scheduling appointments with deans, faculty, staff and students. Provide support to other Associate and Assistant Dean in the management and coordination of external meeting requests.
  • Supervise and monitor all associate dean and assistant dean offices and student program projects including production, inventory, and distribution of various committee documents and reports.
  • Oversee and manage associate dean, assistant dean, and Student Affairs unit directors and staff, complex local and national travel arrangement, processes, and reimbursements.
  • Staff various executive level board and committee meetings to include agenda preparation, minute taking and preparation, tracking and monitoring committee projects and materials distribution.
  • Perform a variety of complex writing and reporting tasks in support of the associate dean and assistant dean. Independently research and draft correspondence, communication materials, and reports for the associate dean and assistant dean.
  • Track confidential medical students remediation matters for the associate dean and assistant dean.
  • Perform other work related duties as assigned.


    MINIMUM REQUIREMENTS
    Bachelors degree in Education or related field or equivalent experience. At least two years of experience with progressively increasing responsibility as an executive assistant and/or administrative assistant or program manager.

    Additional Requirements:
  • Proven administrative and problem-solving skills.
  • Excellent oral and written communication skills including demonstrated competence in preparation of correspondence, written reports and minute taking.
  • Ability to work independently with a high degree of reliability, accuracy and productivity.
  • Proven ability to handle senior executive-level confidential information with a high level of tact, discretion and diplomacy.
  • Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
  • Proven track record in exercising discretion and independent judgment effectively in decision-making processes.
  • Ability to work across multiple levels of an organization to achieve results.
  • Ability to interpret and communicate to others complex policies and procedures.
  • Computer proficiency with spreadsheets, word processing and databases in a Windows/Mac environment.
  • Experience with designing web pages and using information technology.
  • Working knowledge of Photoshop, Dreamweaver, and CMS.
  • Experience with developing, designing, and writing a newsletter including editing and proof-reading abilities.

    Equivalent education and/or experience may substitute for minimum requirements.

    DESIRED REQUIREMENTS
  • One to two years School of Medicine or University of Washington experience in education program management.
  • Five years of experience in adult education.
  • Experience in the methods and systems of continuous quality improvement.

    CONDITIONS OF EMPLOYMENT
    The position often requires the employee to work beyond a normal work week (e.g. more than 40 hours a week) and intermittently requires evening and weekend time to meet project deadlines and attend meetings.

    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.

  • Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

    The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

    The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.


    Posted: 2020-02-21 Expires: 2020-06-19

    University of Washington

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    ADMINISTRATIVE MANAGER

    University of Washington
    Seattle, WA 98104
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