University of Washington
Program Operations Specialist (Temporary)
University of Washington, Seattle, Washington, us, 98127
Program Operations Specialist (Temporary)
The Department of Dermatology has an outstanding opportunity for a Temporary (100% FTE, 6‑month project) Program Operations Specialist to provide executive support to the Executive Vice Chair (EVC), Vice Chair for Clinical Operations (VCCO), and lead internal department communications. The role supports the strategic, administrative, and external engagement goals of a multi‑site academic medical department engaged in clinical care, research, and teaching. It reports directly to the Vice Chair of Finance & Administration (VCFA) and the EVC, representing them in communications with faculty, university and hospital administration, and other departments.
Under minimal supervision, the specialist will manage highly confidential operations, exercise delegated authority on behalf of leadership, and serve as a communications liaison representing the mission and values of the Department of Dermatology, UW Medicine, and the University of Washington.
The position requires excellent written and oral communication skills, strong discretion for sensitive information, and project‑management abilities to handle competing deadlines in a high‑stress environment.
Responsibilities
Clinical Operations & Leadership Support (40%)
Manage the Department’s inpatient and after‑hours on‑call faculty schedule.
Develop a faculty leave/schedule request process and tool with the VCFA.
Create after‑hours schedules for six‑month periods based on data and tool input.
Coordinate schedule development with inpatient service leads and clinic stakeholders.
Support complex faculty deployment reporting across 5+ clinical sites, including clinic utilization, leave tracking, specialty assignments, referral and visit volume metrics.
Support the growth of the Dermatology Surgery program with metric reports and administrative support for the monthly operational meeting.
Provide executive administrative support to the VCCO, managing calendars, meetings, travel and strategic priorities.
Coordinate Dermatology clinical service workgroups and operations committees.
Prepare sensitive, confidential clinical staffing, volume and utilization reports.
Manage clinical service projects directed by the VCCO and VCFA.
Department Internal & External Communications (30%)
Maintain Department intranet content, updates and formatting.
Manage department distribution lists, updates, and moderate messages.
Coordinate and update departmental and lab websites, ensuring accessibility compliance.
Develop and maintain an asset library of Dermatology brand resources.
Establish protocols for photo/image asset management.
Coordinate content for the weekly department newsletter (the “DermBlast”).
Develop and manage event communications, including invitations and RSVP lists.
Support departmental recognition communications and implementation.
Executive Assistant to the Executive Vice Chair (EVC) (15%)
Assist the EVC with schedules, meetings, agendas, travel arrangements and travel reimbursements.
Prepare agendas, meeting summaries and follow‑through on assignments.
Manage special projects requested by the VCFA and EVC.
Guide annual administrative tasks related to faculty promotions.
Provide intermittent support to the Emeritus Chair of the Department of Medicine.
Department Events & Facilities (15%)
Manage core department events such as the American Academy of Dermatology reunion, holiday party, and summer barbecue.
Serve as the primary contact for records retention and annual review compliance.
Act as building access coordinator for the department’s office in the Health Sciences Building.
Minimum Requirements
Bachelor’s degree in business, communications, or related field and 2‑3 years of progressively increasing responsibility in an executive assistant role, OR equivalent combination of education and experience.
Compensation and Benefits Pay Range Minimum: $67,728.00 annual Pay Range Maximum: $76,500.00 annual
Benefits: For information about benefits, visit https://www.washington.edu/jobs/benefits-for-temporary-per-diem-and-less-than-half-time/
Employment Details Shift: First Shift (United States) Type: Temporary / 100% FTE Union/Bargaining Unit: Not Applicable
About the University of Washington 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 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 an environment known for its diversity, intellectual excitement, artistic pursuits, and natural beauty.
Equality, Diversity, and Inclusion The University of Washington is committed to fostering an inclusive, respectful, and welcoming community for all. As an equal‑opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.
Applicants will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at prior employment. Disclosure is required under Washington state law.
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Under minimal supervision, the specialist will manage highly confidential operations, exercise delegated authority on behalf of leadership, and serve as a communications liaison representing the mission and values of the Department of Dermatology, UW Medicine, and the University of Washington.
The position requires excellent written and oral communication skills, strong discretion for sensitive information, and project‑management abilities to handle competing deadlines in a high‑stress environment.
Responsibilities
Clinical Operations & Leadership Support (40%)
Manage the Department’s inpatient and after‑hours on‑call faculty schedule.
Develop a faculty leave/schedule request process and tool with the VCFA.
Create after‑hours schedules for six‑month periods based on data and tool input.
Coordinate schedule development with inpatient service leads and clinic stakeholders.
Support complex faculty deployment reporting across 5+ clinical sites, including clinic utilization, leave tracking, specialty assignments, referral and visit volume metrics.
Support the growth of the Dermatology Surgery program with metric reports and administrative support for the monthly operational meeting.
Provide executive administrative support to the VCCO, managing calendars, meetings, travel and strategic priorities.
Coordinate Dermatology clinical service workgroups and operations committees.
Prepare sensitive, confidential clinical staffing, volume and utilization reports.
Manage clinical service projects directed by the VCCO and VCFA.
Department Internal & External Communications (30%)
Maintain Department intranet content, updates and formatting.
Manage department distribution lists, updates, and moderate messages.
Coordinate and update departmental and lab websites, ensuring accessibility compliance.
Develop and maintain an asset library of Dermatology brand resources.
Establish protocols for photo/image asset management.
Coordinate content for the weekly department newsletter (the “DermBlast”).
Develop and manage event communications, including invitations and RSVP lists.
Support departmental recognition communications and implementation.
Executive Assistant to the Executive Vice Chair (EVC) (15%)
Assist the EVC with schedules, meetings, agendas, travel arrangements and travel reimbursements.
Prepare agendas, meeting summaries and follow‑through on assignments.
Manage special projects requested by the VCFA and EVC.
Guide annual administrative tasks related to faculty promotions.
Provide intermittent support to the Emeritus Chair of the Department of Medicine.
Department Events & Facilities (15%)
Manage core department events such as the American Academy of Dermatology reunion, holiday party, and summer barbecue.
Serve as the primary contact for records retention and annual review compliance.
Act as building access coordinator for the department’s office in the Health Sciences Building.
Minimum Requirements
Bachelor’s degree in business, communications, or related field and 2‑3 years of progressively increasing responsibility in an executive assistant role, OR equivalent combination of education and experience.
Compensation and Benefits Pay Range Minimum: $67,728.00 annual Pay Range Maximum: $76,500.00 annual
Benefits: For information about benefits, visit https://www.washington.edu/jobs/benefits-for-temporary-per-diem-and-less-than-half-time/
Employment Details Shift: First Shift (United States) Type: Temporary / 100% FTE Union/Bargaining Unit: Not Applicable
About the University of Washington 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 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 an environment known for its diversity, intellectual excitement, artistic pursuits, and natural beauty.
Equality, Diversity, and Inclusion The University of Washington is committed to fostering an inclusive, respectful, and welcoming community for all. As an equal‑opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.
Applicants will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at prior employment. Disclosure is required under Washington state law.
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