Executive Administrative Manager - Department of Medicine

Job Description
The Department of Medicine has an outstanding opportunity for a Executive Administrative Manager to join their team!

Job Description
The Department of Medicine has an outstanding opportunity for a Executive Administrative Manager to join their team!
About This Opportunity
Reporting to the Vice Chair of Finance and Administration, the Executive Administrative Manager directs and executes high-level projects and initiatives across the central department units. Under minimal supervision, this position will direct and manage a wide range of highly confidential, complex, executive-level administrative support activities, representing the Vice Chair of Finance and Administration to internal and external clients, serving as a communication liaison representing the goals and interests of the Department.

The Executive Administrative Manager is responsible for a diverse body of work in support of the activities of the Department of Medicine Chair’s Office. This position administers and leads the daily activities and operations of the Chair’s Office, helping to ensure impactful, efficient and productive business practices for the Department’s faculty and administrative leaders and those who support them to advance the highest priority work.

This position directly supports the Vice Chair of Finance and Administration.
Key Responsibilities
Executive Management and Chair’s Office Operations (35%)

• Manage the daily activities and operations of the Chair’s Office; develop and evaluate administrative operations of the Chair’s Office to assure excellent customer service.
• This position has the authority to respond to inquiries and make decisions based on the knowledge of the Vice Chair’s views and Department mission and must use discretion and judgment in determining and prioritizing issues.
• Liaise with Administrative Managers across organizations, promoting communications and supporting administrative alignment in support of the Department leaders
• Direct and manage executive support activities for the Vice Chair and her team
• Maintain confidential calendars of the Vice Chair and organize upper-level meetings and activities involving University and UW Medicine executive heads, School of Medicine Department Chairs, Medical Center affiliates and external individuals and organizations. Prepare and research background materials for meetings as required
• Compose and draft reports, letters, memoranda, and proofread outgoing correspondence
• Organize monthly administrator meetings, including sending communications, creating and disseminating agendas, space reservations, food orders, meeting minutes and follow-up surveys
• Partner with finance and operations to implement continuous improvement and innovation principles to the Chair’s Office to improve existing processes and to refine and improve annual planning cycles and services offered
• Oversee the effective execution of administrative support of a highly complex and responsible nature to the Department’s leaders
• Oversee records management, including the transition from retaining paper files to electronic records
• Design, propose, and implement guidelines for the portfolio of conference rooms (at least
  6) managed by the Chair’s Office. This includes: developing, leading and implementing a culture of conference space as a shared service and matching group size to room size and guidelines for rotating and communicating access codes. Oversee the IT calendar support of the spaces, lead resolution of schedule conflicts.

• Partner with the Senior Director of Operations on the full execution of facilities related projects including:
• This includes developing detailed project plans (scope, objectives, resource availability and allocation, cost…