Join our award-winning team at University of Washington Medical Center (UWMC). Among the top medical centers in the United States as rated by U.S. News & World Report 2018-2019 "America's Best Hospitals", UWMC prides itself on compassionate patient care as well as its pioneering medical advances. UW Medical Center has again earned U.S. News & World Report's No. 1 hospital ranking in Washington State and in the Seattle metropolitan area. It is the seventh consecutive year that UWMC has achieved both distinctions.UWMC is operated by the University of Washington (UW) and serves as a training site for UW's School of Medicine. The University of Washington 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 enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.The ADMINISTRATIVE SPECIALIST Position will support two or more Associate Medical Directors at the University of Washington Medical Center, Including the Associate Medical Director of Quality and the Associate Medical Director of Critical Care. This position is responsible for coordinating and facilitating administrative support activities and special projects for Medical Services Administration. This position will ensure effective department operations by providing responsive and efficient administrative support in a confidential and professional manner. Position requires high degree of personal initiative, forethought, flexibility, strong communication skills, ability to organize and prioritize tasks to ensure smooth work flow, excellence of work standards, ability to think critically and problem-solve workflow, and an active interest in providing strong customer service. The position requires an above average ability to adjust to rapid changes. Duties are performed in a manner that promotes a team concept and reflects the mission, vision and values of UWMC.Coordinates complex calendars, schedules meetings, sends confirmations and organizes meeting materials and equipment. Consistently communicates scheduling priorities and changes. Exercises professional judgment to resolve conflicts and ensure all obligations are met. Ensures that scheduling requirements are handled in a responsive and timely manner, and with sensitivity to the issues within the organization. Issues reminders, and alerts management of important commitments. Independently arranges committees and events as assigned, assists in agenda preparation, takes and transcribes minutes as requested, and distributes meeting materials in a timely manner.Effectively and sensitively screens phone calls and interfaces with a highly diverse clientele, including patients and families. Communicates messages clearly and in a timely manner. Provides judgments and decisions that are consistent with the purpose and philosophy of directors and with UWMC values and state rules. Provides support for projects directly related to individuals this position supports. Creates and carries out project plans (including documentation audits), accumulates and enters data, identifies key trends and/or potential outcomes, prepares related summary materials for executive presentations. Manages other projects from planning through execution, including analyzing, interpreting and compiling information for special reports.Handles tasks requiring a high degree of confidentiality, such as gathering materials for performance evaluations and/or counselings; tracking and accumulating performance data; performing specific audits and other sensitive issues related to labor relations, salary information and negotiations, and medical-legal privileged communications. Position supports the University of Washington Medical Center's Daily Safety Brief meeting and all follow-up database event entry and tracking. May be responsible for ensuring the security and appropriate use of a departmental procard. Ensures the department adheres to the rules and regulations. Responsible for reconciliation of purchases, receiving, organizing, maintaining and efficiently retrieving purchase requisitions, independently resolving issues with vendors, preparing and tracking invoice vouchers, and establishing and maintaining records related to budgeting. Participate in offices operations to maintain a profession, efficient work environment which may include office reception, appropriate direction for incoming public inquiries and complaints, conference room reservations, processing USPS mail, Federal Express, UPS and inter-UW/Medical Center delivery, monitoring equipment and ordering supplies. Obtains purchase orders and prepares other documents required in the procurement of goods or services. Anticipates and takes responsibility for customer satisfaction. Behaves professionally and ethically in interactions with others. Treats individuals including patients, co-workers, supervisors, management, patient families, physicians, volunteers, visitors and others with respect, dignity and fairness.Takes initiative to identify and implement solutions to work-related problems, continuously seeking new ways to improve service. Is responsible for organizing, maintaining, and retrieving from a multi-disciplinary, confidential filing system Identifies and implements cost-saving measures wherever possible and appropriately shares cost-saving ideas with others proactively.Performs other related duties as assigned.REQUIREMENTS
Bachelor's degree in Business Administration, Communications, or related field AND at least four years as an executive assistant or commensurate experience.
Must be highly proficient in the use of Microsoft Office, including Word, Excel, PowerPoint, and Access. Must have working knowledge of SharePoint. Experience with Microsoft Teams and SharePoint desired.
Must be able to work the days and hours necessary to perform all assigned responsibilities and tasks.
A high level of professionalism, Service Excellence, and confidentiality
Independent problem-solving, strong organizational skills, flexibility to cover for colleagues on vacation and leaves following cross-training is required.Equivalent education and experience may be substituted for requirements.DESIRED
Executive/administrative assistant experience in a health care setting and/or familiarity with UW systems, including Mindscape, Workday and Riskmaster.net. Familiarity with the UW Medicine environment and the basic organization of an academic medical center.
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.