Easter Seals Jobs

Req #: 243312

Department: DEPARTMENT OF MEDICINE

Posting Date: 02/11/2025

Closing Info: Open Until Filled

Salary: $11,667 - $15,000 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-contract-covered-exempt-20250130-a11y.pdf)

Although open until filled, priority application date is February 21, 2025.

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.

The Department of Medicine has an outstanding opportunity for an Assistant Director of Operations.

The Department of Medicine (DOM) is the largest department in the School of Medicine with over 3900 staff, faculty, trainees and students and an annual budget of approximately $600M consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds and affiliated hospital funding associated with the academic programs within the department. The department is made up of eleven subspecialty divisions: Allergy and Infectious Diseases; Cardiology; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology-Oncology; Medical Genetics; Metabolism, Endocrinology and Nutrition; Nephrology; Pulmonary, Critical Care and Sleep Medicine; and Rheumatology. These divisions occupy space at multiple sites including University of Washington Medical Centers (UWMC-Montlake and UWMC-Northwest), Harborview Medical Center (HMC), Veterans Administration Puget Sound Health Care System (VAPSHCS), Bloodworks NW, Fred Hutch, and other locations in the Seattle area.

The Assistant Director reports to the Senior Director of Operations. This position will lead key initiatives and projects across the Department in addition to providing critical leadership to divisions in the capacity as a float administrator. This position must have a highly effective level of communication with the Chair, Vice Chairs, Division Heads, faculty and staff and the ability to work very independently to achieve the goals of the department.

The Assistant Director serves as a flexible resource for short-term management level administrator roles, process improvement, strategic planning and special projects. As such, the Assistant Director has a wide range of responsibilities including, but not limited to, partnering across the department and with various divisions with special projects, administrative reports, operational assessments, revenue enhancement and expense reduction reviews, financial management processes, review divisional/departmental operations, and other administrative functions.

Additionally, the Assistant Director will be assigned, as needed, to DOM divisions on an interim basis and will carry out all functions of a division administrator during tenure in the position. As a float administrator, the incumbent carries out a variety of complex duties prescribed by various directing, oversight or partnering institutions and organizations. The critical knowledge and skill base this position requires allows the Assistant Director to serve as primary operations and finance officer, grants manager and senior administrative representative for the division in which this role serves. Because of the extensive and complex nature of the daily ongoing operations of DOM divisions, provision of a float administrator assists in maintaining continuity and stability during the absence of the permanent administrator or recruitment of a new administrator.

Since the implementation of Workday for Finance, research administration within the divisions has become more complex. Given the volume of research done in our department, this position requires expertise in research administration specifically.

In addition to an understanding of academic research, the Assistant Director position requires a very broad scope of knowledge with experience in and understanding of clinical practice management and medical school training programs. The position has independent authority to develop policies and procedures and implement systems to manage budgets, personnel, information systems and facilities related to the clinical practice and medical school training programs.

The Department of Medicine is a complex organization and high-level roles are comprehensive in scope and include three mission critical areas of:

Clinical Care:

Our physicians’ practice at multiple locations locally (including UWMC-Montlake, UWMC-Northwest, UWMC-Roosevelt, HMC including off-site clinics, Veterans Affairs Puget Sound and UW primary care clinics) and in the WWAMI region. The clinical practice is integral to the success of UWMC and HMC, due to the high volume of patients seen in our clinics and our specific specialties.

Research:

The UW School of Medicine is ranked second among public medical schools in the nation in receipt of NIH grants. We have extensive collaborations, funded by several large multi-institution grants, with the leadership vested in division faculty. Junior faculty has been very successful at acquiring young-researcher grants. Research includes basic science research, animal research, human subjects’ research, and clinical trials awards.

Teaching:

The divisions play a major role in the educational programs of the Department of Medicine and School of Medicine with teaching responsibilities for residents, fellows and medical students.

DUTIES AND RESPONSIBILITIES Float Division Administrator (60%):

The Assistant Director provides interim administrator support to DOM divisions as needed, directing division activities during transitional times when vacancies/extended LOAs occur. The float administrator role can require up to a full FTE to cover the responsibilities of vacant administrative positions with complete knowledge of standard departmental operations and responsibilities.

• Within certain constraints, this role will take advantage of the vacancy to review divisional operations and financial record keeping.

• Identify and implement changes in operations in preparation for new administrators. Prepare business analyses, proposals, design and implementation plans. Recommendations for higher-level changes and enhancements would be proposed to the Division Head and Vice Chair.

• Serve as the primary business partner and act as the key resource advisor to the Division Head. The Assistant Director must exercise independent judgment and discretion in work related to finance, management policies, staffing, and operations. This position is expected to use diplomacy and negotiation skills, and to engage appropriate resources in achieving division goals and objectives in collaboration with Department leadership and staff.

• Work closely with unit managers, scientific leadership, key institutional partners, and staff to meet division service and performance goals. The Assistant Director maintains facilities, operations, day-to-day cyclic requirements and services in compliance with relevant federal, state, and University regulations and policies.

• Manage all administrative and financial tasks as the primary administrator of the division, including budget, financial management, sponsored research and clinical management, IT, space, HR etc.

• Oversees all administrative division staff, and serve as a resource to division leadership and staff regarding personnel policies and procedures. This position provides advice and counsel to the Division Head and faculty leadership regarding staffing issues and organizational needs.

• Unit managers within the division report to this position for operational and fiscal oversight purposes. This role oversees the coordination of staff recruitments and oversees the faculty appointment processes; facilitates unit managers’ HR needs, advises and facilitates performance review processes for University-employed division staff and has authority to hire, counsel, and terminate University-employed division staff after consultation with the Department HR and UW Human Resources.

• Manages information requirements of the division and Department, to include academic, business, educational and research information needs, and incorporating and utilizing existing Information Technology architecture.

• Manage the research resources of the division, including grant and contract funds, staff and processes, research staff support, capital equipment, physical plant, IRB and Protected Health Information compliance issues.

• Manage risk and promote compliance in accordance with policies of the University, UW Medicine and other oversight bodies, to ensure operations and resources are in alignment with mission and requirements.

• Responsible for managing facilities to ensure effective, efficient and safe operations and preservation of resources. The administrator will review space assignments periodically, working with the Division Head and Vice Chair to develop business plans and proposals to support requests for space, as needed. Additionally, the administrator will oversee the division’s equipment inventory system, reporting, planning and replacing of equipment as needed.

• Oversight of academic and staff human resources; ensuring the division’s personnel employment activities and practices are in compliance with Department, School, University and State policies and procedures.

• As part of the float administrator role, this position will supervise up to 10 direct reports, including managers, in program, administrative and fiscal staff in support of divisional and departmental operations.

• In the event of central department director or senior manager leaves or vacancies, serve as central department float administrator, to include the following subject areas: HR, Operations, Academic HR, Finance, Clinical Finance.

• Partner with the Senior Director of Operations and the Vice Chair to assess and devise strategies to reduce staff turnover, attract diverse candidates, and reduce operational expenses in division management. Guide divisions on operational implementation.Process Improvement & Special Projects (35%):The Assistant Director of Operations will evaluate processes across the central department and divisions for efficiencies and lead workgroups on several topics, including, but not limited to; research administration, clinical trials management, records management and possible shared service models. This role will accomplish the following:

• Facilitate efficient management of the administrative/business units introducing best practices and guiding each unit, with its unique focus, to achieve goals, outcomes, and targets.

• Partner with department and division leaders to facilitate plans for growth, including identifying resource needs, writing clear and pragmatic business plans, coordinating implementation, and identifying and building the required partnerships.

• Provide leadership and support for research administration in the department. This may include serving as main point of contact for training new employees, actively participating in and contributing to model discussions, supporting the implementation and change management if and as models evolve over time.

• Proactively identify high-level barriers to success and propose innovative solutions.

• Create processes to implement solutions, identify and engage the appropriate stakeholders.

• Provide analysis and recommendations regarding streamlining services and improving value and standardization.

• Develop benchmarks for administrative unit productivity and implement data-gathering activities in close collaboration with leadership.

• Represent Vice Chair of Finance and Administration at various meetings and on committees as requested or assigned. Provide expertise, consultation, and work product as requested with special projects and other duties as needed.

• Support evaluation of space utilization and devise implementation plans.

• Participate in process improvement for clinical trials and research administration workgroups as a department representative.

• Ad hoc special projects.Other (5%):

• Other duties as assigned.Lead Responsibilities:

• Provide leadership and support for research administration in the department (i.e. direction and guidance, mentorship, training, etc.), fostering a culture of excellence and innovation. At the moment, this includes up to five FTE based centrally and a resource to 20+ FTE in the department. MINIMUM REQUIREMENTS

• Master’s Degree in Business Administration, Health Care Administration or related field and 4 years' experience of progressively increasing responsible positions within a healthcare, higher education, non-profit or business setting. Experience can substitute for education at the Master’s level. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Demonstrated dedication to equity, diversity and inclusion.

• Financial analysis skills.

• Experience managing multi-functional teams.

• Experience navigating dual reporting structures and prioritizing competing priorities.

• Proven leadership, management, collaboration, organization assessment skills.

• Outstanding interpersonal skills and communication skills (written and verbal); Strong organizational skills. WORKING ENVIRONMENTAL CONDITIONS This position requires an individual who is organized; works well under stress, and can juggle competing priorities. The position demands a flexible schedule and the ability to work long hours due to workload and deadlines. External deadlines imposed by Sponsored Programs, Medical Centers, Practice Plans, School of Medicine, University. Regularly required to attend meetings and respond to questions outside regular workdays and hours, including weekends. Meetings occur at multiple locations on and off campus and with external stakeholders. This position requires excellent communication skills and awareness of ethical and political ramifications of decisions. A grasp of the overall mission and objectives of the department within the UW School of Medicine is essential. The individual must be self-motivated, and able to work collaboratively as well as independently at both the macro and micro level. Application Process: The application process 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 access 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.#UWDeptMedicineJobs

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.