As the region's only Level I Trauma center, Harborview Medical Center (HMC) is well known for innovations and excellence in trauma care and its centers of emphasis: Trauma, Burn, Neurosciences, AIDS/STD CARER, and mentally-and medically- vulnerable populations. In addition to the centers of emphasis, HMC serves a mission population for King County. Harborview employees are committed to the vital role the institution plays in the immediate community, as well as the entire Northwest region. HMC is owned by King County and managed by the University of Washington (UW) and serves as a training site for UW's School of Medicine. The 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.Harborview's Mission: Harborview Medical Center is a comprehensive healthcare facility dedicated to the control of illness and the promotion and restoration of health. Its primary mission is to provide healthcare for the most vulnerable residents of King County; to provide and teach exemplary patient care; to provide care for a broad spectrum of patients from throughout the region; and to develop and maintain leading-edge centers of emphasis.HMC Surgical, Emergent and Integrated Clinical Services (SEICS) has an outstanding opportunity for an Executive Assistant (Administrative Specialist) to the Senior Associate Administrator, SEICS. Under general supervision, the Executive Assistant will provide high level executive administrative assistance to the Senior Associate Administrator and the Director of Operational Strategies and Projects. The Senior Associate Administrator is a part of the executive team at Harborview Medical Center.POSITION RESPONSIBILITIES:Maintain the Senior Associate Administrator and Director's calendar and oversee the coordination of the day to day activities. Anticipate what the executive needs to know and by when. Prepare the executive for upcoming day(s) and work week, including shifting priorities and deadlines.Responsible for travel arrangement, which includes itinerary preparation and the processing of travel reimbursements.Develop and implement communication strategies supporting the needs of the Senior Associate Administrator and Director. Effectively and sensitively screens calls and visits. Use discretion to refer calls to other resources as appropriate. Schedule meetings for the Senior Associate Administrator and Director which may include members of the Board of Trustees, community leaders, potential hospital donors, senior management and medical staff, government and university officials. Coordinate and process sensitive and confidential materials and information pertaining to human resources, labor relations, and compensation. Manage the receipt and processing of hospital grants, contracts, legal agreements and correspondence for the Associate's signature. Track documents to ensure deadlines are met.Provide support for senior management activities/committees as requested. This includes but is not limited to: schedule events, coordinate agendas, prepare meeting materials, take and transcribe minutes, follow-up on action items as delegated, establish meeting schedules, maintain permanent records of events and committees. Compose, transcribe and prepare correspondence, reports and presentation materials. Receive and refer inquiries, complaints from the community, patients, faculty and internal customers to the appropriate parties. Support research, planning and analysis support for special events and projects. Maintain internal calendar of Operational Database activities. Assist with documentation maintenance for the majority of capital purchases for the medical center. Support the coordination to the Strategic Planning groups for the Vascular and Trauma Services. On occasion, represent the Senior Associate Administrator or Director at meetings in their absence. REQUIREMENTS:Bachelor's degree in Business, Public Administration, Communications, Healthcare Administration, or related field AND four to five years of progressively responsible executive administrative support experience in a large, complex organization to include program management and office operations management responsibilities. Experience reporting to a Director level or above. Proficiency with the Microsoft Office Suite (Excel, Word, Outlook, PowerPoint). High attention to detail. Ability to handle executive level confidential information with high level of tact, discretion, and diplomacy. Ability to work under pressure of frequent deadlines, constant interruption, and changing priorities in a high volume academic healthcare setting. Excellent verbal and written communication skills, including a professional demeanor and demonstrated competency in preparation of professional reports. Demonstrated a track record of exercising good judgment and taking the appropriate initiative, discretion within the scope of the position. Commitment to service excellence.An equivalent combination of education and experience may substitute for stated requirements. DESIRED:Previous experience in hospitals or physician practice preferred. Event planning and program management experience preferred.
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.