Executive Administrative Manager - Department of Medicine

Job Description
The Department of Medicine has an outstanding opportunity for a Executive Administrative Manager to join their team!
About this Opportunity:
Reporting to the Vice Chair of Finance and Administration, the Executive Administrative Manager directs and executes high-level projects and initiatives across the central department units. Under minimal supervision, this position will direct and manage a wide range of highly confidential, complex, executive-level administrative support activities, representing the Vice Chair of Finance and Administration to internal and external clients, serving as a communication liaison representing the goals and interests of the Department. The Executive Administrative Manager is responsible for a diverse body of work in support of the activities of the Department of Medicine Chair’s Office. This position administers and leads the daily activities and operations of the Chair’s Office, helping to ensure impactful, efficient and productive business practices for the Department’s faculty and administrative leaders and those who support them to advance the highest priority work. This position directly supports the Vice Chair of Finance and Administration.
Key Responsibilities:
Executive Management and Chair’s Office Operations (35%)
Manage the daily activities and operations of the Chair’s Office; develop and evaluate administrative operations of the Chair’s Office to assure excellent customer service.
This position has the authority to respond to inquiries and make decisions based on the knowledge of the Vice Chair’s views and Department mission and must use discretion and judgment in determining and prioritizing issues.
Liaise with Administrative Managers across organizations, promoting communications and supporting administrative alignment in support of the Department leaders
Direct and manage executive support activities for the Vice Chair and her team
Maintain confidential calendars of the Vice Chair and organize upper-level meetings and activities involving University and UW Medicine executive heads, School of Medicine Department Chairs, Medical Center affiliates and external individuals and organizations. Prepare and research background materials for meetings as required
Compose and draft reports, letters, memoranda, and proofread outgoing correspondence
Organize monthly administrator meetings, including sending communications, creating and disseminating agendas, space reservations, food orders, meeting minutes and follow-up surveys
Partner with finance and operations to implement continuous improvement and innovation principles to the Chair’s Office to improve existing processes and to refine and improve annual planning cycles and services offered
Oversee the effective execution of administrative support of a highly complex and responsible nature to the Department’s leaders
Oversee records management, including the transition from retaining paper files to electronic records
Design, propose, and implement guidelines for the portfolio of conference rooms (at least 6) managed by the Chair’s Office. This includes: developing, leading and implementing a culture of conference space as a shared service and matching group size to room size and guidelines for rotating and communicating access codes. Oversee the IT calendar support of the spaces, lead resolution of schedule conflicts.
Facilities Project Management (25%)
Partner with the Senior Director of Operations on the full execution of facilities related projects including:
This includes developing detailed project plans (scope, objectives, resource availability and allocation, cost and on-time delivery) with the Senior Director of Operations, track the progress and changes (budgeting, designs, orders, scheduling, work, and completion) and keep all documents/emails up to date regarding several ongoing facilities projects (keep Facilities Database up to date with documents, estimates, and project budgets). This position would be responsible for maintaining the database and keeping it current at all times with documents, estimates and project budgets.
Oversee budgeting and costs for facilities renovations. I.e. cost assessments (total costs and breakdowns, materials, etc.), maintaining project budgets, re-assessments of budgets. Ensures compliance with the policies and procedures of the University, Department, and those of federal and other funding agencies.
Attend high-level workgroup meetings (such as finance, compliance, UWP billing, faculty affairs workgroups, etc.
Manages Process Improvement Teams (addition of budget development and monitoring for implementation of new initiatives.)
Serve as liaison between Department and Health Sciences building administration for full execution of projects
Coordinate internal resources and third parties/vendors for the full execution of projects.
Drafts policies and procedures manuals for the Department. Researches policy areas (consulting UW policies and documents reflecting School of Medicine policies) and develops own draft text of manual sections independently researching assigned policy area for discussion and adoption.
Manage changes using appropriate verification techniques. Measure project performance using appropriate tools and techniques.
Perform risk management to minimize project risks.
Create and maintain comprehensive project documentation
Personnel Management (15%)
Directing priorities of staff and coordinating staff workloads
Set expectations, review work and provide feedback to direct reports.
Onboarding/training of new staff and developing existing staff
Execute performance evaluations
Maintain staff time records and leave requests, monitor overtime requests.
Performance management and disciplinary actions.
DOM Councils Management and Special Initiatives (15%)
Provide primary project management support to the DOM Diversity Council, the Gender Equity Council, the LGBTQ+ Council, and the Resident Diversity Council
Lead project planning efforts for all Councils to assess various project goals and needs including but not limited to organizing and managing team meetings, coordinating work groups, taking ownership of following up on action items, and directing team members in accomplishment of their duties in order to meet milestones
Serves as the liaison between various Councils and external stakeholders, including liaising with faculty and staff to communicate project status, progress and roadblocks
Organizes and manages resources and project materials in coordination with Council leadership and project stakeholders
Organize events including lunch sessions and annual retreats
Other Duties (10%)
Organize and plan departmental events including retreats and receptions, in partnership with the Assistant to the Chair
Back-up support for the Assistant to the Chair including for high profile recruitments for the chair’s office
Back-up support for the front desk in the Department of Medicine Chair’s office
Back-up support for the HMC Administrative Coordinator office.
Other duties as needed
Required Qualifications:
To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
Minimum Qualifications:
Bachelors Degree in Business Administration or a related field and at least 3 years’ experience in executive level assistance and administrative experience including personnel administration, budget management, and report writing.
Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.
Additional Qualifications:
Demonstrated dedication to equity, diversity and inclusion
Superior writing and editing document skills, and experience drafting correspondence
Demonstrated proficiency in executive-quality word processing, spreadsheet, databases, and Microsoft PowerPoint presentation
Strong interpersonal skills with demonstrated ability to work with a diverse group of people with tact, diplomacy,
discretion, and sensitivity
Able to work both independently and as part of a team
Demonstrate excellent ability to independently manage multiple responsibilities concurrently under deadline pressure and highly adaptable to changing priorities in a high-volume academic setting
Be effective and efficient in organizing tasks and projects.
Consistent in applying sound professional judgment and critical thinking skills to address complex issues and solve problems.
Good working knowledge of Internet and web-based applications.
Working Conditions:
Must be available for special projects as assigned and be able to work flexible shifts (evenings and/or weekends) to meet the needs of the office.
May be required to travel to other UW facilities/campuses on occasion.