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. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for six consecutive years. The Division of Cardiology is a large, complex Division in the Department of Medicine with over 100 faculty, 31 fellows and over 100 professional, classified and hourly employees spread across 6 campuses: UW, Harborview Medical Center, Northwest Hospital, Edmonds Cardiology Clinic, VA Puget Sound Hospital and UW South Lake Union.The Division of Cardiology has an outstanding opportunity for a full-time Administrative Assistant 3. Responsibilities fall into two major categories:Support of assigned faculty, including time and schedule management, general administrative support, relationship management and communications.Administrative Support for Division Operations including front desk operations, information management and special projects as assigned.The Administrative Assistant 3 must possess excellent prioritization and communication skills, the ability to work in a team, the ability to work with faculty effectively, and must be diligently accurate and thorough.Routine faculty support duties include but are not limited to:Maintain Division of Cardiology inpatient attending schedules in AMION. This involves coordinating cardiology doctors, and Teleservices- which includes discerning titles as well as creating format for the schedules. Includes data input. Review daily, update and distribute as needed.Assist in managing, monitoring and tracking Outside Professional Work submissions for completeness, accuracy and compliance with UW policy for all Cardiology programs. Managing complex calendar arrangements for ACHD and General Cardiology programs, clinic schedules and academic assignments are accurately reflected on the calendar and meet the needs of the faculty.Proactively planning and scheduling meetings, including preparing materials and assuring all logistical elements are in place; attending meetings within scope of position as requested by faculty.Appropriately managing visitors and guests meeting faculty.Assist in tracking time sensitive due dates for publications, reporting, grants, licensures, etc.Responding with accurate and timely information to inquiries regarding divisional, departmental and/or UWMC procedures and services in a professional manner; referring questions to others if inquiries are beyond scope of position.Making complex travel arrangements for specified faculty in a timely manner, compliant with UW and Department procedures and protocols.Processing reimbursements, renewing memberships and facilitating purchases promptly, accurately and efficiently.Coordinating processes around faculty licensing requirements (Medical license, DEA, etc.}.Proactively updating and maintaining faculty CV's and CME records.Processing and tracking payment requests and expense reimbursements as requested by faculty and supervisor in accordance with Department and University policies and procedures.Understanding policies and guidelines and following them assiduously.Building & maintain solid working relationships with faculty supported by this position; to such an extent that faculty will have confidence and trust in this individual's reliability, discretion and excellent work-product.Working collaboratively with other staff within the division, assisting from time to time with helping to meet deadlines or to cover during absences; Participation in team work is cordial, helpful and respectful.Serving as liaison with patient care coordinators, other physicians, offsite hospitals, faculty and administrators; assuring the information provided is accurate and timely and patient information is kept confidential per established protocols.Determining if problems are trivial or mission critical and, within the scope of position, resolving problems or escalating appropriately.Independently preparing and transmitting confidential communications on behalf of faculty; releasing communications on behalf of facultyCollecting and preparing information for reports; astutely conducting on-line and other literature searches as requested.Proofreading material, making accurate corrections for sentence structure, spelling, grammar and punctuation.Performing complex word processing tasks such as merging and sorting, integrating text with graphics, creating and maintaining spreadsheet and database files, uploading/downloading, and creating footnotes and outlines.Routine division front desk operational duties include but are not limited to:Use excellent customer services skills to provide office reception including greeting clients and visitors in the main office lobby while exercising excellent public relations skills, sensitivity and confidentiality. Promptly, courteously and accurately answering and triaging phone calls, understanding when to handle calls and when to send to others.Manage and coordinate Division Administrator's electronic calendar with other UW, UWMC, and RHC units; coordinate meetings.Monitor and respond to central (UWCARD) email and maintain central calendar.Maintaining records of incoming and outgoing correspondence.Assuring all communication (mail and other materials coming to Division) is handled promptly and accurately.Managing office inventory process for Division staff by ordering and tracking office supply requests and monitoring inventory; analyzing departmental needs and authorizing those purchasesAssist in creating templates and office filing systems; reviews and updates materials on a cyclical basis. Responsible for tracking and auditing these Division database lists: office keys, pagers, faculty immunizations, and Request for External Work (REW).Serve as point-of-contact for facilities and maintenance requests.Serve as Division safety coordinator.Other projects as assigned:Ensuring that the project's purpose, goals and criteria are clearly defined and understood.Communicating regularly and timely to supervisor any roadblocks or impediments to successful project completion and suggesting solutions and/or adjustments to ensure project success.Completing projects accurately and on time. Division of Cardiology staff find meaning in our work, which is often fast-paced and complex. We enjoy working together and infuse a sense of fun into our work. We seek individuals to join our Division who share these goals.As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.REQUIREMENTSRequires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.Additional Requirements:Demonstrated customer service skills and energetic positive attitude.Proficiency with Word, Excel, Outlook Calendar, Email, and PowerPoint.Excellent organizational skills and great attention to detail.Demonstrated flexibility, independent thought, and excellent decision making skills.DESIREDExperience in an academic institution. CONDITIONS OF EMPLOYMENT 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 Workforce 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.