Departmental Operations & Integration Specialist; Temporary

Overview

The School of Pharmacy has an outstanding opportunity for a temporary Departmental Operations & Integration Specialist to join their team.

The School of Pharmacy currently houses three academic Departments (Medicinal Chemistry, Pharmaceutics, and Pharmacy) and is seeking to fill an Executive Administrative Staff role to support an upcoming departmental merger and the administrative roles of the Department Chairs. The Departmental Operations & Integration Specialist will split their time 70% on the departmental merger and 30% on departmental administration and operations. This position will serve as a vital administrative and operational role for the School.

The position reports to the Assistant Dean for Finance and Administration and will liaise with the Dean and Department Chairs extensively.

• Departmental Merger (70%). The Department Of Medicinal Chemistry And The Department Of Pharmaceutics In The UW School Of Pharmacy Have Begun Planning a Merger, With a Target Date Of September 1, 2027. This Position Will Support The Merger Planning And Implementation Process as follows
  • Support the operations of the Pharmaceutics/Medicinal Chemistry Department Merger Task Force (DMTF), and development of guiding principles for the Department. Organize meetings, retreats, and surveys of department faculty and other stakeholders
  • Liaise with elements of UW administration relevant to the planned reorganization, including the UW Curriculum Office and the Faculty Senate. Liaise with the School of Pharmacy’s Corporate Advisory Board (CAB) through the merger process and support the Fall CAB meeting along with the School’s events staff.
  • Support the Graduate Program Directors of Pharmaceutics and Medicinal Chemistry in the preparation of a new graduate program housed in the merged department.
  • Review and document the relevant parts of the School website to account for the change to the merged department. In collaboration with the SOP HR team, support development of faculty policies and procedures for the new department that are compliant with UW faculty code.
• Departmental Administration and Operations Support (30%).

The School’s three Departments house approximately 50 faculty and 40 staff members and are led by three Department Chairs. This support role will provide shared administrative support to the three chairs along with operational support for other department staff roles. Key duties include:

• Act as a reliable resource for the Chairs, faculty, staff, and students in managing complex projects, high-priority and high-visibility events and collaborations.
• Manage faculty meetings – securing adequate space, assemble and disseminate agenda, manage AV/technical logistics, draft and disseminate meeting minutes, and manage public records.
• Other duties as assigned.

• Bachelor s Degree in business administration, human resources, or other related degree
• Three years experience working in an office environment requiring a high level of customer service and/or administrative workload.

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

• In-depth understanding of University of Washington organizational structures.
• Familiarity with administrative policies at the University of Washington or another institution of higher learning.

• Excellent written and verbal communication skills, and strong interpersonal skills
• Ability to maintain a professional demeanor at all times.
• Exhibit a proactive, service-oriented manner and ability to deal effectively with a diverse and demanding client base.
• Ability to research and synthesize information and communicate it effectively to lay audiences in verbal and written form.
• Deep familiarity with calendaring software solutions, office related software, and communication tools, recognized as a resource for others to use in dealing with complex logistic scenarios.
• Excellent organizational, time management and decision-making skills.
• Abilit…