Program Operations Specialist

Program Operations Specialist

University Of Washington

Program Operations Specialist

Details of the offer

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 Department of Neurological Surgery has an outstanding opportunity for a Program Operations Specialist.

The Department of Neurological Surgery specializes in the management of acute brain and spinal trauma, vascular disease, disorders of the brain, peripheral nerves and spine. We also co-direct the UW Medicine Neurosciences Institute and house The Sports Institute (TSI), an institute created in partnership with the NFL. Our physicians practice at Harborview Medical Center, UW Medical Center-Montlake Campus, Seattle Children's Hospital, UW Medical Center-Northwest Campus, Valley Medical Center, the VA Hospital, and throughout the 5 state WWAMI Region. In addition, the department has one of the premier academic training programs in the world. We have an outstanding research program ranging from spine regeneration to brain computer interfaces and a broad array of clinical trials.
Neurosurgeon Administrative Support:
Provides direct administrative support to neurosurgeons in the Department.

Manages faculty calendars; scheduling internal and external meetings, on-call days, travel, legal and other clinical, research and/or administrative obligations.

Partners with the fiscal team to arrange travel, process reimbursements, faculty budgets and legal requests.

Assists with preparing materials for meetings, presentations and events (PowerPoints, meeting minutes, etc.)

Transcribes dictations and finalizes documents.

Drafts confidential correspondence.

Assists with manuscript management and submission.

Tracks and manages the medical licensure renewal process; manages communications with OMSA.

Executes faculty Yearly Annual Reports.

Updates faculty CVs and bio sketches consistently and proactively.
Office & Lab Management:

Manages the day-to-day complexities of the UWMC Neurological Surgery office.

Triages phone calls from patients, faculty, staff and the public to the proper person or office.

Troubleshoots and effectively problem solves for a variety of issues including technology/IT, facilities and other administrative duties.

Acts as the expert user of conference room technology and provides support and consultation to all conference room users.

Manages the conference room schedule for the department and other groups.

Orders supplies and equipment for staff and the administrative office.

Triages and manages facilities requests for the 7th floor.

Manages the key process and master inventory spreadsheet for offices and laboratories.

Serves as the UWMC safety lead for the department and is responsible for updating and communicating the department?s safety plan.

Acts as the department expert on the Environmental Health and Safety policies and assures all department communications, procedures, trainings, and activities are current and compliant.

Partners with the Assistant Director to communicate the UW SoM Laboratory and HR polices to faculty, lab managers and volunteers.

Manages and tracks lab volunteer agreements, HR and safety trainings, and ensures all documents are maintained per SOM compliance standards.
Communications Management:

Partners with the Assistant Director to research and produce a variety of content for the Department website and social media platforms.

Provides regular audits and updates to the Department website and 7th floor reader board website.

Partners with the Assistant Director to develop and disseminate information to faculty, staff and students regarding UW policies, procedures and news.
Other Duties as Assigned:

Performs other duties or projects as required or assigned.

Bachelor?s Degree and 2-3 years of experience of increasingly responsible work experience in an academic setting.

2-3 years of experience in an outward facing customer service role.
Additional Requirements:

High level of emotional intelligence and ability to assess the needs of diverse audiences.

Is solution orientated and follows through on communicating and closing the loop.

Possesses strong critical thinking skills.

Ability to multi-task and prioritize competing demands to successfully meet deadlines and project milestones.

Excellent organizational skills and attention to details.

Ability to exercise tact and diplomacy in relations with others.

Ability to establish an atmosphere of trust and compliance with institutional or organizational standards.

Ability to maintain a high degree of confidentiality in both written and verbal communication.

Excellent problem-solving skills with the ability to suggest solutions independently.

Exercises good judgment, a professional demeanor, and takes the appropriate initiative and action within the scope of the position.

Ability to work independently and make decisions as necessary.

Intermediate to advanced Microsoft Office Suite skills.

Experience managing faculty calendars, travel and correspondence.
Equivalent education and/or experience may substitute for minimum requirements.

Experience in a University of Washington Clinical Department.
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 **********.

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