**Job Description** 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 Neurology** **has an outstanding opportunity for a** **Assistant to the Chair to join their team.** The Assistant to the Chair serves as a key strategic partner to the Chair and Vice Chair for Finance and Administration (VCFA) in the Department of Neurology, a large academic unit with over 150 faculty and more than 200 faculty, staff, and trainees. This role requires exceptional judgment, independence, and discretion in managing sensitive and confidential matters, providing executive-level support, and ensuring that departmental leadership operates with efficiency, accuracy, and compliance. The position carries high-level responsibilities for faculty affair functions, including oversight of the annual merit review process, promotion and appointment documentation, and outside professional activities. These functions are essential to faculty career progression and the Department’s ability to meet its academic, clinical, and research missions. The Assistant to the Chair also plays a pivotal role in coordinating responses to institutional and federal requirements, such as the Medicare Survey and DoD-funded research compliance, ensuring the Department maintains its reputation, secures funding, and upholds University and School of Medicine policies. **Position Complexities** The Assistant to the Chair serves several roles including but not limited to the following: • Primary communication liaison for the Chair and VCFA of Neurology. Must communicate confidentially and diplomatically, sensitively screening and responding to calls and contacts based upon knowledge of priorities and professional ideals. All interactions must be handled professionally, confidentially, accurately and efficiently. • Preparation and drafting correspondence, meeting materials and agendas. Execute projects that require researching issues, independently preparing reports and briefing materials, composing speaking notes, electronic presentations, and meeting materials. • Providing project and administrative support to the Chair and VCFA for participation in a variety of external organizations. The Chair is active in multiple national and international societies as well as University or hospital committees and holds leadership positions in many of these groups. All of the affiliations require in depth knowledge of the other participants, the current activity in each and the political issues related to them in order to prepare effective reports and to triage daily commitments. **Position dimensions and impact to the university** The Assistant to the Chair strengthens the University of Washington’s mission by ensuring the Department of Neurology functions with strategic efficiency, compliance, and excellence. Through oversight of faculty affairs, federally funded research requirements, and critical administrative operations, this role directly supports the recruitment, retention, and advancement of top faculty, enabling the Department to deliver outstanding clinical care, education, and research. Its impact extends beyond UW, influencing national standards in neurological care, fulfilling federal research commitments, and enhancing the institution’s reputation as a leader in innovation and service to military service members, veterans, and civilian populations. **DUTIES AND RESPONSIBILITIES** **Provide Executive Support 50%** • Manage the Chair , VCFA and department of Neurology calendars; keeping schedules timely and establishing priority, including declining or deferring requests that are better addressed by other parties. Ensure the Chair and VCFA have all necessary materials and information to be prepared for meeting. Establish consistent communication with Chair and VCFA to establish their work schedules on any given day. • Independently prepare, coordinate, and execute written materials needed for meetings, boards, committees, conferences for internal and external business. Will also communicate on behalf of the Chair and VCFA. • Oversee the organization and management of departmental correspondence and documentation, including independently drafting and reviewing materials for accuracy, and ensuring all confidential communications are handled in alignment with the Chair’s and VCFA’s priorities and UW policies. • Serve as a trusted strategist by independently managing sensitive correspondence and documentation on behalf of the Chair and VCFA, including drafting and reviewing communications, transcribing dictations, and safeguarding all confidential materials in alignment with UW policies and leadership priorities. • Screen all communications to the Chair and VCFA (calls, mail, etc) and respond to inquiries with attention to confidentiality and in accordance with the Chairman's priorities. Provide appropriate background information to assist the Chair and VCFA in responding to phone calls, email and mail correspondence. • Initiate and manage professional communication with faculty, staff, house staff, colleagues, patients, public, news media, various private and public sector organizations and others as necessary. • Execute fiscal duties in direct support of Chair and VCFA to include expense reimbursement, travel arrangements, budget preparation for grant submissions, and other business functions. and initiate improvements to administrative systems within the Office of the Chair • Manage the outside work process for all department faculty; Track all corresponding paperwork and communicate UW policies, requirements, and timelines. Ensure all documentation is compliant and up-to-date. • Coordinate and schedule quarterly faculty meetings; prepare and distribute agendas based on communications received from the Chair, Vice Chairs and School of Medicine; take and distribute meeting minutes; follow up on action items, as appropriate. • Plan and coordinate other routine meetings on behalf of the Chair and VCFA including the compilation and distribution of preparatory materials, agendas, information packets, creating PowerPoint presentations, and meeting minutes. Follow up on action items, as appropriate. • Update faculty and department rosters and ensure all information is correct and updated on the Department website and UW Medicine; update faculty bios on UW Medicine; collect faculty awards/honors and communicate information to other staff to update social media avenues • Manage the Department Newsletter lifecycle process; collect information from faculty, residents, and staff for newsletter content. Work closely with the chair to prepare materials, meet deadlines and distribute **Faculty Affairs- Reviews, Merit, and Legal Requests 20%** • Provide strategic oversight of the annual faculty merit review process, including developing and managing timelines, coordinating faculty participation, and formalizing written reviews and documentation to ensure full compliance with Faculty Code and departmental procedures for over 150 faculty members. Facilitate faculty advisory input by organizing review materials, coordinating communications with senior and full professors, and supporting the Chair in implementing approved review procedures. • Manage preparation and submission of required documentation, including chair’s letters and comprehensive faculty review lists, to the School of Medicine; ensure compliance with all policies and faculty code. • Provide strategic oversight of faculty reviews ensuring compliance with institutional standards by communicating requirements, coordinating timelines, and facilitating review meetings; stewarding confidential documentation from departmental committees; and consolidating clinical and research profiles to support informed decision-making and timely submission to the School of Medicine. • Partner with the Chair and VCFA to provide strategic advising, proactively identify and address issues or concerns, and ensure confidentiality and adherence to all UW policies and established guidelines. • Manage the semi-annual Medicare Survey process, ensuring the Department of Neurology fully participates and responds to all School of Medicine requests and requirements in a timely and accurate manner. • Manage requests for outside legal opinions for clinical faculty, establishing and enforcing the department’s fee schedule while ensuring a consistent process and adherence to policy. Triage and facilitate complex requests in collaboration with the clinical finance business unit and the UW Physicians practice plan to ensure compliance **Faculty Promotions Management 10%** • Direct the writing and editing process of all written materials related to faculty promotions, ensuring accuracy, clarity, and alignment with School of Medicine and standards. • Draft and coordinate confidential communications on behalf of leadership (e.g., Vice-Chair, Chair), ensuring professionalism and confidentiality • Supervise the collection, organization, and maintenance of all faculty promotion documentation (teaching and clinical evaluations, publications, recommendation letters, and scholarship materials). • Deliver regular updates, reports, and timelines to the department leadership, identifying risks or bottlenecks and proposing solutions to keep promotion packages on track. • Review, refine, and approve all promotion materials to ensure the final product is accurate, complete, and aligned with departmental and School of Medicine standards. **Supervision 10%** The Assistant to the Chair directly manages a minimum of two full-time Administrative Assistant positions within the Chair’s Office. These administrative staff provide operational and executive-level support to the department’s 5 Vice Chairs, and the UWMC-Montlake and Harborview Medical Center Chiefs, the 15+ Medical Directors in the department as well as several key committee leaders. • Manages performance evaluations, performance management, training, workflow management, schedules, and leave approvals for direct reports. • Mentor and train staff to ensure alignment with the Department’s values, priorities, and its educational, clinical, and research missions. **Other Duties as Assigned 10%** • Must be able to adapt to changing priorities and organizational roles and responsibilities. **MINIMUM REQUIREMENTS** • Bachelor's degree in business administration, public administration, or related field • At least 3 years of progressively responsible administrative experience in a complex academic or healthcare setting _Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration._ **ADDITIONAL REQUIREMENTS** • Demonstrated ability to manage executive calendars, support senior leadership, and coordinate high-level administrative processes • Strong written and verbal communication skills • Ability to handle confidential and sensitive information with discretion **DESIRED QUALIFICATIONS** • Master’s degree in public administration, business, or a health-related field • Experience with University of Washington systems, policies, and procedures • Previous supervisory or team lead experience • Familiarity with faculty appointment and promotion processes • Experience supporting executive leaders in a healthcare or academic medical center **APPLICATION REQUIREMENT** **This** **recruitment requires a cover letter.** **Your application will not be considered unless you attach a cover letter.** 1. Please tell us how you first heard about this position. 2. If you heard about this position at a Career Fair, please specify which one (name and/or location). If Other, how did you hear about this position? Otherwise, please enter “N/A”. **Compensation, Benefits and Position Details** **Pay Range Minimum:** $80,004.00 annual **Pay Range Maximum:** $90,000.00 annual **Other Compensation:** - **Benefits:** For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/ **Shift:** First Shift (United States of America) **Temporary or Regular?** This is a regular position **FTE (Full-Time Equivalent):** 100.00% **Union/Bargaining Unit:** Not Applicable **About the UW** Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world. UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. **Our Commitment** The University of Washington is proud to be an affirmative action and equal opportunity employer (https://hr.uw.edu/eoaa/) . 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 . 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 (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) . 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.