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The Department of Orthopaedics and Sports Medicine at Harborview Medical Center is a highly-specialized service, involving academic, clinical, research, and training activities. HMC Orthopaedics and Sports Medicine is comprised of eighteen faculty members, fifteen fellows, twenty-two residents, and twenty-one staff members. The Administrative Assistant 2 is instrumental to these efforts by coordinating the day-to-day clerical and administrative support needs of four orthopaedic surgeons as well performing day-to-day reception and general office support functions. The person in this position is also responsible for providing fiscal administrative support to all HMC based faculty and staff.
The Department of Orthopaedics and Sports Medicine currently has an outstanding opportunity for an ADMINISTRATIVE ASSITANT 2.
Under the general supervision of the Manager, HMC Administration, the Administrative Assistant 2 will perform clerical assignments of increasing variety and complexity that require knowledge of University of Washington, Department of Orthopaedics & Sports Medicine, and HMC Administrative policies and guidelines. The Administrative Assistant 2 must be professional, diplomatic, flexible and committed to accuracy and customer service while performing complex clerical functions, such as coordinating the HMC faculty call schedule, managing the schedules of four clinically and academically active surgeons, as well as verifying and processing reimbursement requests - in addition to other tasks.. This position will also assist other support staff and faculty as needed.
Secretarial Support to Faculty:
Assist four Faculty members with all secretarial needs including:
Meet with physicians regularly to coordinate workload and schedules.
Under general supervision or independently as appropriate, establish procedures to enhance efficiency, set priorities, and ensure workload deadlines are met.
Process dictated messages and/or email correspondence for physicians. Compose correspondence for physician’s signature.
Arrange legal conferences and processes legal billing while adhering to State and Federal laws.
Maintain and balance faculty department funds and budgets.
Coordinate travel both domestic and international. Create detailed itineraries. Process travel reimbursement requests with the department or outside reimbursing entity.
Update CV’s on a regular basis
Renew medical and DEA licenses
Assist with and processes ABOS recertification and promotion paperwork
Assist with miscellaneous electronic documents and paperwork as needed.
Coordinate meetings at HMC and off-site.
Maintain faculty calendars.
Maintain and provides faculty away dates to personnel as necessary.
Perform complex word processing tasks using Word, Excel, and PowerPoint.
Receive and responds to mail, e-mail, and voice mail.
Conduct literature searches and obtains articles via the University of Washington Library system.
Provide back-up administrative support for other orthopaedic faculty members when their primary administrative support person is out.
Respond to legal inquiries. Send procedures and fee schedule, receive documents and check for accuracy. Work closely with UW Risk Management Legal Consultant in order to ensure compliance with UW, State, and Federal laws. Send invoices and process payments.
Create and submit internal POs to pay for faculty business expenses directly from their UW budget.
Triage office mainline by taking messages or forwarding as appropriate.
Respond to inquiries regarding departmental procedures and services, receive and refer visitors.
Pick up, sort and distribute mail for all faculty, staff & clinics. Forward necessary paperwork to Patient Data Services.
Receive, sort, distribute and return radiation badges.
Log all incoming & outgoing films/CDs and distribute accordingly.
Maintain reception area organization and cleanliness.
General Office Support:
Purchasing: Place orders for office supplies and business cards.
Be responsible for the maintenance of the fax, copier and other office machines. Sort incoming faxes and assist with scanning and faxing when needed.
Receive requests and submit environmental services/engineering/key work orders.
Receive soiled lab coats to be sent to laundry services and distribute when clean coats are returned.
Order UW/HMC forms as needed for the department.
Update and distribute applicable reference binder items.
Inventory and surplus items as needed.
Notify office personnel of staff absences.
Scan and send surgical worksheets to UWP.
Receive and monitor operative and discharge reports. Send reminders if needed.
Process reimbursements for travel and non-travel for both faculty and non-faculty, adhering to the University of Washington’s travel and fiscal policies.
Maintain records for all reimbursements, ensuring adherence to the UW’s retention schedule and policies.
Review and prepare fiscal paperwork for signatures
Faculty Call Schedule:
Send out reminder emails and receive information for monthly call schedules.
Compile and format attending, resident and fellow schedules and distribute monthly call schedules.
Inform necessary personnel of changes to the call schedule as received.
Enter call schedule information into the Infinity I.S. On-call system used by paging operators and communications department.
Tally monthly call schedule summary.
Meeting Schedules and Reservations:
Send out information regarding HMC Orthopaedic conferences/meetings and reserve space for standing meetings.
Coordinate journal club meetings and/or case presentations with Foot-Research fellow. Format agenda and journal articles packet and distribute accordingly.
Operative Reports and Discharge Summaries:
Utilize ORCA and Epic software to review outstanding operative reports and discharge summaries. Send reminder emails to appropriate faculty, residents, or fellows.
Act as the HMC based UW Orthopaedics Combined Fund Drive Coordinator and facilitate fundraising activities.
May be asked to support additional faculty and/or provide cross coverage for other administrative support staff as needed. Miscellaneous duties as assigned.
Update job manual as needed.
High School/GED AND two years of office or administrative experience OR an equivalent combination of education and experience
Experience providing administrative support in an academic clinical setting
Ability to work independently and prioritize products, demonstrating strong organizational skills
Attention to accuracy, thoroughness, and following procedures carefully
Excellent interpersonal skills working with the public, faculty, staff, students and in a small team environment
Excellent communication skills, demonstrating tact and professionalism
Experience in Microsoft Word, Excel, and Outlook
Knowledge of UW and Orthopaedic Department procedures and processes
Flexibility and openness to change
Knowledge of UW’s travel, ARIBA, and reimbursement process. Previous fiscal experience.
Conditions of Employment:
Ability to work during reception hours, which are Monday to Friday, 8:00AM - 4:30PM)
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 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.
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