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. 

Department of Medicine has an outstanding opportunity for Administrative Specialist-Fellowship.

This position is responsible under the direction of the Department Director for providing guidance and assistance for specific sections of the following substantial programs in the Department of Medicine: 1) the fellowship programs; 2) acting faculty, 3) visiting faculty programs, and 4) visa processing.

The Department of Medicine is the largest department in the School of Medicine with over 4500 staff, faculty, trainees and students and an annual budget of approximately $500,000,000 consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds and affiliated hospital funding associated with the academic programs within the department. The department is made up of thirteen subspecialty divisions: Allergy and Infectious Diseases; Cardiology; Dermatology; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology; Medical Genetics; Metabolism, Endocrinology and Nutrition; Nephrology; Oncology; Pulmonary, Critical Care and Sleep Medicine; and Rheumatology. These divisions occupy space at multiple sites including University of Washington Medical Center (UWMC), Northwest Hospital (NWH), Harborview Medical Center (HMC), Veterans Administration Puget Sound Health Care System (VAPSHCS), Puget Sound Blood Center (PSBC), Fred Hutchinson Cancer Research Center (FHCRC), Seattle Cancer Care Alliance (SCCA), and other locations in the Seattle area. In addition to understanding the complex administrative and academic functions of the largest department in the UW School of Medicine, the Administrative Specialist advises and assists the administrators in the 13 academic divisions on faculty and fellow appointments and compensation. This position establishes overall direction; plans, develops and implements departmental policies and systems as they relate to the programs listed above.  This position works closely with the the director of the department, Division Administrators, Fellowship Program Administrators and faculty to achieve the goals of the department .

This position will be responsible for providing guidance and ensuring compliance with School and University policies, procedures and timelines in regards to academic human resources and is critical to the operation and coordination of the overall department, and to the teaching and research missions of the School and the University.  This position impacts the University of Washington’s standing as an academic center of excellence.


FACULTY AFFAIRS Fellowship Program (40%):

Under the direction of the Department Director, this position will assist with the coordination and central management of the day-to-day operations of the department fellowship program.  There are ~280 senior fellow (both MD and PhD) employed by the 13 divisions of the department.  

Specific responsibilities include:

• Effecting and executing personnel functions related to the Department of Medicine fellows, including employment, ACGME vs. non-ACGME classifications, compensation levels, benefits packages, meeting affirmative action/EEO requirements, and accountable for ensuring appropriate training and development at the divisional level.
• Communicate to divisions new processes and guidelines with respect to the Postdoctoral Scholar Union
• Assist with annual single source allocation process, and develop fellowship finance and administrative best practices
• Coordination of academic year transitions involving termination, continuation and appointment of fellows with particular attention to monitoring salary sources and rates for job-class and salary level/level of training appropriateness
• Develop strategies for best practices with respect to tracking fellows funded by the school/hospitals and reporting such data to the school.
• Oversee new appointments by working with administrative staff to determine pay rates, job class titles, adherence to university and agency policies.
• Approve all new appointment documentation.
• Act as liaison between divisions, the dean's office, graduate medical education office, the international affairs office, academic personnel, the medical staff office, and the medical directors’ offices, ensuring: adherence to UW and hospital policies, deadlines are met, and information is accurate and complete, all of which are critical to the career path of departmental faculty and fellows
• Advise division fellowship coordinators and assist AHR Program Ops Manager to provide training on new procedures, rules and regulations mandated by the school, the university, the accrediting agencies and the ABIM and interpret their impact and implementation
• Ensure timely completion and accuracy of data concerning level of training, affiliation with ACGME-accredited training programs, salary sources and rates
• Respond to surveys and other ad hoc reports as needed.

Acting Faculty Program

• Assist in advising 13 subspecialty divisions regarding faculty code compliance and rules regarding time in rank and other consideration with respect to reappointment.
• Review divisional recommendations regarding reappointment and advise dean's office.
• Advise department staff and faculty on new policies and procedures related to acting faculty titles.
• Adherence to Faculty Code and expertise regarding how the code affects acting faculty appointments, reappointments, and merit review
• Serve as a back-up reviewer for acting faculty appointments by reviewing offer letters and appointment packets

• Assist in advising 13 subspecialty divisions regarding faculty code compliance and rules regarding time in rank and other consideration with respect to reappointment.
• Annual appointment, and reappointment processes for Visiting faculty
• Under the guidance and direction of the AHR Program Ops Manager, advise on the US visa sponsorship for faculty and fellows in the Department of Medicine
• Manage Departmental webpage used for posting current procedures for requesting US visa sponsorship for faculty and fellows in the Department of Medicine


Bachelors degree in a related field and 2 years' experience in executive management and program oversight

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


• Excellent written and verbal communications skills.
• Ability to exercise high degree of judgment in handling sensitive and confidential information.
• Proven organizational, interpersonal and problem solving skills.
• Ability to prioritize concurrent projects under pressure of deadlines with consistent accuracy and attention to detail.
• Software Requirements:  Word, Excel, PowerPoint, Dreamweaver, Catalyst


Five years’ experience in executive management and program oversight.

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.

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