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The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
At the University of Washington, diversity is integral to excellence. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.
The Department of Psychiatry and Behavioral Sciences (PBSCI) within the UW School of Medicine is the third largest clinical department with 285 full-time faculty members, 280 clinical faculty members, and over 200 staff. Department faculty provide clinical services in 5 hospitals, 14 primary care locations, and several outpatient sites in addition to telepsychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Department’s highly competitive residency training program is largely responsible for developing the mental health workforce in the Pacific Northwest. The Department’s robust research portfolio totals $35 million in grants and contracts per year for projects ranging from clinical neurosciences to treatment development to health policy and population health. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, High Risk Youth, Neurosciences, and Trauma, and the Department is developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development.
The Department of Psychiatry and Behavioral Sciences (PBSCI) is recruiting for a Non-Permanent, Part-Time (50% FTE) Administrative Assistant 2.
This position within the Department of Psychiatry & Behavioral Sciences based at Harborview Medical Center will play a key role in providing administrative support within the Supporting Psychosis Innovation through Research, Implementation, and Training (SPIRIT) Lab at the University of Washington. For detailed information about SPIRIT Lab projects, please visit our website at https://uwspiritlab.org/.
Within the SPIRIT Lab, Dr. Kopelovich leads several efforts related to training, consultation, and technical assistance to professionals, paraprofessionals, and non-professionals learning evidence-based psychological strategies to support recovery from a psychotic disorder. The administrative assistant will work closely with Dr. Kopelovich and her staff of professional trainers and research coordinators to supporting virtual and in-person trainings, manage scheduling, and enhance educational materials that are intended both for print and online dissemination. This position will serve as one of the community-facing points of contract for the SPIRIT Lab; in particular, this position will provide administrative support for the CBTp Training Academy, Serious Mental Illness Learning Lab series, and Psychosis REACH. As such, this position will interface with behavioral health providers, community stakeholders, colleagues within and outside of University of Washington, advisory board members for various SPIRIT Lab initiatives, and state and agency leaders. In addition to providing training support, duties will also include scheduling and calendar coordination, coordinating travel and reimbursements, entering purchase requests into the UW purchase portal (PsychSource), supporting online training registration (e.g., via TouchNet) and coordinating with TouchNet back-end support technicians, human resources interface and job onboarding, and facilitating invoicing and payments.
Training and Implementation Support Activities (30%):
Coordinate with the CBT Training Team the logistics of virtual and in-person training and consultation events including venues, training materials, travel, presenters;
Schedule training activities and key events within SPIRIT Lab Training Calendar and through Zoom;
Support internal training team planning meetings;
Assist with Doodle Polls and other scheduling coordination for Dr. Kopelovich;
Format training, educational, and marketing materials (e.g., PowerPoint slides, one-pagers, newsletters, and other training and consultation materials as-needed);
Ensure all training and outside events comply with UW travel, purchasing, contracting, and procurement policies
Update or create a training registration page through UW TouchNet by working with back-end support technicians;
Respond to communication sent into the UW SPIRIT Lab email address and/or central line.
Travel, Reimbursements, and Other Finance Support Activities (10%)
Facilitate CBTp training team and Psychosis REACH purchasing and reimbursements;
Ensure compliance with UW finance policies and changes (may include attendance at Department Operations meetings to stay up-to-date with the latest policies and to ensure smooth communication within UW finance teams and the SPIRIT Lab); Collect and enter requests for reimbursement (advise travelers on UW policy re: reimbursements for travel);
Coordinate with other SPIRIT Lab administrative or professional staff to reconcile purchases for CBTp/Learning Lab/Psychosis REACH projects to the lab credit card on a monthly basis;
As-needed, support travel arrangements related to professional conferences and/or training events.
Human Resources (5%)
Organize and lead all new employee onboarding (e.g., required training, securing appropriate accounts for access);
Order new equipment and supplies for new and current staff as needed;
Liaison with Harborview administrative staff to ensure badge and office key access.
Marketing and Communications (5%)
Alternate monitoring the UW SPIRIT Lab email and telephone line along with other administrative support staff within the SPIRIT lab; answer phone calls/field external inquiries;
Support UW SPIRIT Lab Website Updates;
Support marketing efforts for trainings; e.g., format/enhance flyers, website updates, news blasts (e.g., via Mailchimp), and social media (e.g., Twitter)
Requires High School / GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience;
Superior organizational skills, demonstrated strong attention to detail and creative problem-solving skills;
Excellent interpersonal skills;
Ability to communicate effectively, orally and in writing, and to collaborate with a wide variety of people;
Ability to prioritize work appropriately and to work effectively both as a team member and independently with minimal supervision;
Ability to work on multiple projects with oversight by several staff members;
Proficiency in the use of the following software applications such as Microsoft Word, Excel, PowerPoint and Outlook;
Experience with design and layout of written materials, presentations, and training documents.
A positive attitude and excitement to learn new things to help support populations in need;
Working knowledge of UW processes, systems, and organizational structure;
Experience with design and layout of written materials, presentations, and training documents.
Experience working with the public or representing an organization to other organizations;
Experience using shared drive communication and collaboration tools such as Google Drive, OneDrive, Microsoft Teams, SmartSheet
Experience with design tools (e.g., Canva)
Ability to track multiple projects through project tracking documents and tools (e.g., SmartSheet);
Candidates interested in conducting research in mental health services, implementation science, family engagement, and/or serious mental illness.
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.
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