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 ASSISTANT 3 - AMBULATORY CARE DIVISION will:Provide Support to the Assistant Administrator, Director, and Ambulatory Facility Manager in Ambulatory Care Division:Calendar management, facilitation, meeting scheduling, meeting minutes, correspondence, travel arrangements, handling of confidential and sensitive materials); demonstrate technical competencies; need to be proficient in the creation of, and working with, spreadsheets, databases and various software programs; demonstrated proficiency in Microsoft Office Suite; manage binder and schedule materials for above. Provides clear and concise communication both written and verbally.*Independently manage and prioritize workload and to assure deadlines - example of reporting that they create , deliver and then follow up with Clinics *PATIENTS ARE FIRST metrics - they follow up - gather and track all the deliverable elements from all of the clinics then create and deliver reporting*Code cart audits - they follow up - gather and track all the deliverable elements from all of the clinics then create and deliver reporting*Monitor and ensure ongoing compliance with institutional standards for: annual competencies, TB compliance, evaluations, privacy training*Generation of additional reports*FTE request template*Validation Matrix*Represent Ambulatory Care Division leadership with other departments, maintaining excellent communication and interpersonal skills with all levels within and outside of the organization.*Arrange meetings and retreats, including identifying and procuring site, vendors and presenters*Preparation of budget planning sessions; generate reports and data for clinic budgets; create reports of expenditures for forecasting expenses for the next fiscal year.*Collaborate with the Program Ops Specialist to prepare new manager orientation as needed; process requests for permissions and access for new managers*Represent department to Facilities, Real Estate and parking vendorAmbulatory Care Division Support-*Leads process improvement projects; e.g. partners with Infection Prevention lead to identify pilot clinics to do hand hygiene audit documentation via electronic device; work with clinics to complete audits, provide feedback on the project; support clinics in submitting data and partnering with Infection Prevention in assuring compliance with audit targets*Provide calendar and complex meeting scheduling support to other Ambulatory leadership*Serve as the Co-Ambassador on the Ambulatory Recognition Committee: coordinate all details for division-wide events for staff recognition events throughout the year; procures recognition gift, location and catering for each event*Transmits information and responds to inquiries for information, signatures, reports, surveys, and other administrative tasks*Prepare and maintain flyers and signs for events, closures, etc. for division and post signs as required at both Roosevelt I and IIGeneral Compliance and Accreditation Readiness-*Responsible for daily check of the crash cart on the first floor at Roosevelt*Responsible for ongoing maintenance and collection of all required documents for fire and disaster related drills and events for Ambulatory facilities footprint which includes UWMC-Roosevelt, Eastside Specialty Center, MS Center at Northwest Hospital, Sports Medicine Clinic at Husky Stadium, and South Lake Union clinics.*Participates in Environmental Tours at any named ambulatory sites; initiates follow up plan with each deficiency noted and assures resolution prior to final report*Manage the creation of twice yearly required clinic disaster drills; distribute, collect and report response rate to UWMC Emergency Manager*Maintain and update drill forms, clipboards and materials for clinics; maintain forms and checklists for off-site clinic disaster binders; maintain and assist with clinic disaster supply kits*Assist managers with maintenance of HR department files for Roosevelt clinics*Coordinate the Daily Safety Briefing schedule and reported events*Create and distribute monthly Emergency-on-call schedule for Roosevelt II*Parking Validations- provide and record validations for guests to Ambulatory AdministrationMeeting Support-*Provide full support for and minute taking responsibility for Ambulatory Facility Operations meetings; perform follow up action on deliverables identified in meeting*Create and generate agenda and meeting arrangements for the weekly Directors Meeting Procurement-*Continuous oversight for procurement and distribution process improvement for department*Process approved requests for travel, reimbursements, and invoicing in Ariba assuring that funds are available and approved; coordinate check requests and other forms of procurement as needed. Process and track requests in HEMM, Office Depot, Creative Communications and Smartworks; assure that controllable cost category goals are met.*Process RN continuing education for Ambulatory Care Division assuring funds are available for that individual prior to processing*Approve physician travel expenses to rural clinics in Ariba, tracking line item expenses against budgets, identify opportunities to reduce expenseAmbulatory Administration Office Support-*Provide primary reception, telephone, and front end office coverage for Ambulatory Administration; provide front line service recovery for our patients and families*Lead the day to day work and provide general orientation to volunteers, temporary and hourly staff working in Ambulatory Administration*Respond to and resolve in-person or telephone complaints or concerns of patients*Receive, sort, and distribute mail to all clinics at 4245 and 4225 Roosevelt; receive and maintain log for incoming packages.*Budgetary responsibility for office supplies- maintain request log and order as needed; check and assist with ongoing maintenance of shared office equipment (printer, fax, and copier).*Maintain inventory for the Recognition Nook, lobby hand hygiene kiosk, and RN on-call cart*Roosevelt Conference Rooms-maintain schedule for all Roosevelt conference rooms and manage conference room shared email; provide set-up support with AV as needed*Initiates Corrigo work order system access for new users*Process Lost and Found items via REPO website*Lead and implement process changes, for example, in sending and receiving, Opti-freight implementation; implement improvement in process and practices that will improve overall efficiencyREQUIREMENTS:Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.
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.