OPERATIONS ADMINISTRATOR job vacancy in University of Washington – Jobs in Seattle, WA 98195

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Job Details
Company Name :
University of Washington
Company Location :
Seattle, WA 98195
Job Position :
OPERATIONS ADMINISTRATOR
Job Category :
Jobs in California

Job Description :
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.

The Department of Neurological Surgery and Neurology has an outstanding opportunity for an Administrator of Operations. The purpose of our administrative team is to deliver a reliable, trusted administrative infrastructure, allowing our department to excel in clinical, research and education initiatives to advance the future of the neurosciences and its vision is to succeed in propelling our departments to national renown for their work in furthering the neurosciences. In our work we value: Inclusion, Equity, Integrity, Accountability, and Personal Drive.

Space, Facilities, and IT Strategic Management 30%

Manage the UW InVision database of the departments’ various research and administrative spaces across all School of Medicine sites.

Is the central liaison and project manager for all UW Facilities requests involving capital projects and renovations, leasing, building maintenance, custodial services, and electoral services, and hazardous waste disposal.

Manage the internal (Department of Medicine IT and UW IT) and external (Parallel Public Works) relationships for computer desktop support and website updates and management for both Departments, totaling over 350 faculty and staff.

Work with department leadership to identify and allocate space for the growth of new faculty and staff, clinical research, administrative staff, and IT space including (but not limited to): identifying resource needs, coordinating implementation, and identifying and building the required partnerships to execute goals and initiatives.

Provide analysis and recommendations regarding processes related to, faculty parking, IT and computer equipment purchasing, and department inventory

Explore and implement solutions to prevent delays in meeting established goals or times lines with space planning, lab remodels, and parking for faculty and associated teams.

Administrative Business Unit Leadership and Management 30%

Develop and maintain excellent working relationships with department leadership, UW Facilities, UW Department of Medicine IT, Parallel Public Works, and UW IT offices.

Facilitate and work to improve the inter-team communication, collaboration, and coordination required to efficiently deliver space, facilities, parking, IT, and administrative support to faculty and staff in the Departments.

Understand and constantly verify the needs, expectations, and performance objectives of Vice-Chairs, Division Chiefs, and the senior leadership team

Establish and maintain control systems for monitoring workloads and staffing needs

Drive programs and projects to completion by ensuring timelines are met and resources are deployed appropriately using project management tools and methodologies.

Works with admin support personnel to ensure the annual Medicare survey is completed by all physicians promptly.

Standardize administrative support provided to faculty based on department norms and needs.

Manages all public records request for both departments and prepares formal communications, reports, and data to departmental leadership, the Dean’s Office, and UW Public Records Office.

Process Improvement and Standard Operating Procedures 20%

Design, refine and implement Key Performance Indicators for the Administrative Business unit

Manages the departments’ repository of Standard Operating Procedures for both Departments; develops timelines to review and update policies based on UW record retention procures and best practices

Recognize, develop, and implement general systems and processes to ensure effective and efficient delivery of accurate services for Space, Facilities, IT, Parking, and Administrative support.

Oversee and manage the continuous performance and lean process improvement efforts aimed at developing and maintaining strategic focus, improving value to stakeholders/business partners, streamlining services, increasing standardization, and maximizing space and resources to grow the departments’ research, education, and clinical missions

Develop, refine, and train all faculty and staff on the department’s safety and hazard prevention plans for the department’s various sites.

Recognize, develop, and implement general systems and processes to ensure effective and efficient delivery of accurate services for facilities at all central business locations.

Supervision 10%

The Administrator has direct supervisory and hiring responsibility for the Administrative Business unit comprised of professional and classified staff (~ 3 FTE). The administrative staff is located throughout Harborview Medical Center, Harborview Ninth and Jefferson St. Building, and the UW Health Sciences. Supervision includes:

Performance evaluations, 30/60/90 day check-ins, disciplinary actions, and professional development.

Maintain staff time records and leave requests, monitor classified employee hours and bargaining unit requirements

Coordinate and evaluate staff workloads and recommend revisions in roles and responsibilities as needed.

Responsible for onboarding, orientation, training, and cross-training of staff.

Special Projects and Other Duties: 10%

Represent the 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.

REQUIREMENTS:

The minimum level of education required: Bachelor’s degree in Business, Health Management, Social Sciences, and or other related fields.

The minimum level of experience required: is four years

Additional Skills and Qualifications:

Successful completion of a lean process improvement course and/or certification in lean principles (Six Sigma Lean)

Understanding and practitioner of Lean and Six Sigma principles and Project Management Methodology.

Administrative leadership experience, including program and budget planning and management

Previous successful experience managing and leading a diverse team; including facilitation skills, performance management, coaching, and mentoring

Experience in program management and demonstrated success in event planning

Excellent verbal, written, and interpersonal communication skills

Professional maturity, with the ability to work collaboratively across teams and departments with minimal supervision

Diplomacy, negotiation skills, independent work skills, strong work ethic, and self-starter

Ability to work effectively with high-level external partners and collaborators, including researchers, policymakers, and donors

Strong working knowledge of the Microsoft Office Suite and intermediate proficiency in the use of Internet technologies and database systems

Desired Qualifications:

Master’s degree in Business, Health Management, or similar field

Previous experience as a successful project manager with successful experience identifying an organization’s strengths and weaknesses and suggesting areas and leading efforts to improve upon the fore-mentioned issues

Experience in an academic health care institution

Work Environment:

The typical work schedule is 8a to 5p, M-F, but is not always fixed and the workload does vary. The incumbent¹s first responsibility is to complete tasks rather than keep to a fixed schedule. Flexibility in schedule and intensity of work is necessary.

This position requires up to 3 days of on-site work each week at one of the department’s clinical locations (HMC, UWMC, SCH). The number of days of on-site work each week is subject to change with department needs and the health recommendations from the UW.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

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.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

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 affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
COVID-19 VACCINATION REQUIREMENT
Governor Inslee’s Proclamation 21-14.2 requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.

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