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 four consecutive years.The Department of Rehabilitation Medicine, ranked #5 by US News & World Report, is a complex academic and clinical department in the School of Medicine and Affiliated Hospitals, which include the UW Medical Center, Harborview Medical Center, VA Hospitals, and Children's Hospital. Our highly regarded education and training programs include a residency program in Physical Medicine and Rehabilitation, medical student clerkships, and fellowship training in several areas. In addition, we have degree programs in physical therapy, occupational therapy, and prosthetics and orthotics, as well as a PhD graduate program in Rehabilitation Science. The Department of Rehabilitation Medicine houses four of the six degrees offered within the School of Medicine. Research is a major Department focus. We are among the nation's leading recipients of funding from the National Institutes of Health (NIH), the National Institute on Disability and Rehabilitation Research (NIDRR), the Centers for Disease Control and Prevention (CIDC), and other federal and state research funding. Our efforts make the University of Washington Department of Rehabilitation Medicine a leader in the field and contribute to a better understanding of the rehabilitation process. The annual budget is approximately $41 million, with $22 million from clinical operations, $11 million from research, $5 million in self-sustaining sources, and $3 million from state, gifts and endowments. We employ more than 400 personnel (~300 paid, ~100 unpaid) across our academic, research, and clinical divisions.The Department of Rehabilitation Medicine currently has an outstanding opportunity for an Administrative Assistant 2.This Administrative Assistant position provides excellent administrative and clerical support to select faculty, executives, and staff within the department. May handle confidential or sensitive information.Administrative Assistance for the Department's Central Office: (65%)Calendar management support for executive team.Schedules complex or outward-facing meetings for department personnel (management level or higher).Under the direction of the Administrator or Director, arranges department events or participation in external events. May include booking venues, arranging catering, updating print materials, sending invitations and collecting RSVPs, onsite event management activities, etc.Run cyclical reports from designated business systems and post/distribute as directed, such as monthly CSR and GAR reportsManage department office supplies inventory and ordersManage department listserv memberships and moderate list submissionsMaintain department personnel directory and contact information and distribute/post as needed, including to physical and web-based locationsMaintain an efficient filing/record system for the faculty, staff and department. Organize/Maintain file inventory, etc. Coordinate timely and accurate archiving of documents with records management.Coordinate and/or complete the preparation of documents such as those related to travel, purchasing, reimbursements, payroll, budget and event coordinationConducts and/or responds to simple surveysDaily mail pick-up and distribution, mailbox assignments and maintenanceBack-up role processing incoming legal expert requests for depositions, testimonies, meetings, etc.Other duties as assignedAdministrative, non-clinical support to select faculty, physicians and psychologists: (20%)May include managing calendars, scheduling and arranging meetings, reserving meeting rooms or conference line resources, screening telephone calls, processing mail, draft responses and gathering background information, updating CVs, proofreading documents, ordering business cards, submitting reimbursement requests, manuscript citation support, obtaining requested articles from publications or research databases. Apply brand standards to documents. Review, prepare and organize materials as directed, which can include transcriptions, journals, presentations, mailings, agendas, minutes, and items of similar nature.Administrative Support of HR Functions: (15%)May include assistance with faculty recruitment, selection, appointment, promotion and tenure processes; as well as fellowships and other staff hires. Supports Faculty Search Committees with committee meeting scheduling, candidate interview scheduling and itinerary development, candidate travel and lodging arrangements/reimbursements, etc. Escorts candidates as needed during onsite activities. May record committee meeting notes.Minimum Requirements:Requires High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience.Experience:Microsoft Office Suite (intermediate to advanced Excel and PowerPoint)Outlook, managing own calendar, shared resources, and calendars for busy executivesVisioWorkdayBusiness Objects Enterprise (BOE)Advance DatabaseApplication 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 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.