As the region's only Level I Trauma center, Harborview Medical Center 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.
Harborview Medical Center's Radiology Administration has an outstanding opportunity for a Administration Assistant 2 (Full-Time/Day Shift). The Administrative Assistant 2 provides secretarial and other administrative support to the all staff including: leads, supervisors, nurse managers, administrators and faculty. The Administrative Assistant 3 performs a wide variety of experienced professional secretarial duties including such duties as coordination of meetings, purchasing, and projects. Performs advanced and complex work processing tasks using computer software applications and medical terminology. Prepares documents for word processing form transcription or written draft, i.e. memos, correspondence, agendas, minutes, and statistical reports with proofreading for accuracy and detail. Provides initial telephone and in-person contact; receives and refers visitors; responds to inquiries regarding Patient Care Services.
Standards of Performance: Recommends and participates in development, testing, implementation of new organizational systems for the department. Identifies and suggests solutions for improvements/streamlined operations. Coordinates/prioritizes with extra care and attention. Ability to resolve conflicts regarding time, room use, meetings, directing to appropriate resource. Participates in the testing/implementation of new organizational systems for the department. Communicates clearly, accurately and in a timely manner. Works well from written or verbal instructions. Asks for clarifications when unable to interpret instructions. Follows up on projects, orders and/or requisitions to ensure completion. Follows instructions and accepts the responsibility for own actions. Coordinates calendars, appointments, and conference schedules efficiently and timely. Transcribes memos, correspondence, agendas, minutes and statistical reports with timelines. Demonstrates consistent, appropriate judgment and effective interactions with internal/external customers (i.e. supervisors, co-workers, patients) in a cooperative successful manner. Is able to resolve conflicts and/or direct to appropriate Medical Center services. Courteous communication with department administrators, co-workers, and visitors. Demonstrates professional communications skills. Identifies possible communication system changes for more efficient, effective hospital-wide communication. Demonstrates and utilizes a comprehensive knowledge base of resources for use by others; is accessed for information. Develops organizational systems that other staff use to more efficiently take and distribute information. Demonstrates proficiency in use of communication devices in the department (ex: Fax, email, telephones, pagers). Accurately directs messages and calls to appropriate staff and faculty in a timely manner. Ability to recognizes priority of information and respond appropriately. Maintains resource information, including phone numbers, fax numbers, email addresses, and pager numbers. Maintains awareness of presence and greets visitors and others in manner that conveys a positive reception.
Standards of Daily Practice: - Seeks opportunities to help others - Aware of department needs and responds appropriately - Completes work in a timely manner, or asks for assistance. - Quality of work at expected level. - Follows through on delegated tasks. - Able to prioritize workload requests appropriately - Demonstrates respect for patients, visitors, staff members and faculty entering the department - Works well as part of the team.
Liaison/Coordination Duties: Arranges events in a timely manner. Proactively assesses the needs of the group/event when choosing and planning for space and location. Elicits information from initiator regarding audio-visual, food/beverage, and transportation needs. Prompts initiator for agenda and other materials to distribute to participants in advance of event. Sends out agenda/meeting materials to participants in a timely fashion. Willingly coordinates with other groups when time/size conflict over event space arises. In case of cancellation/changes, promptly notifies all participants of such changes. Assists in the event area set-up and take down as requested by initiator. Is available to utilize resources to resolve any last-minute preparations/changes. Works closely with residency program coordinator to create monthly float schedule. Schedule speakers for monthly recurring Resident Noon and AM Conferences at HMC. Enter technologist schedule into Infinity (occurs monthly) Maintains and monitors shared email HMCRADAD.
Safety/Response in Emergency: Maintains a safe environment and identifies and reports all unsafe situations, including environment hazards (electrical, chemical, and other) to the appropriate staff. Actively participates and assists in disaster protocols for the department/Medical Center; participates in other emergency scenarios (e.g. fire drills, mock codes). Knows and follows correct procedures as outlined in the Emergency Codes pamphlet. Knows current location and use of emergency equipment, such as, but not limited to, fire alarms, fire extinguishers, emergency exits, elevator alarm. Accurately identifies and remains calm during emergency situations, and offers assistance when emergency arises. Demonstrates flexibility in response to unexpected changes and emergencies in the department. Demonstrates pride in entire department through such actions as maintaining a clean, organized, hazard-free environment.
Quality Improvement: Develops clerical organization tools or systems that prevent errors/increase efficiency and accuracy. Identifies and reports verbally and in writing all unusual occurrences according to policy. Maintains supplies and systems in the department that promote efficiency and accuracy.
Job Knowledge/Skills: Demonstrates ability to keyboard at least 60 wpm and transcribe from voice recorder. Performs normal word processing on Microsoft Word. Effectively performs operations with Excel, PowerPoint and other programs. Is able to effectively and efficiently access and retrieve office communications, papers, correspondence, and pertinent project data. Files in accurate and timely manner; items are easily retrieved. Is familiar with UW, HMC, Department and Division policies, procedures and mission; serves as resource for others in this area. Completes annual review requirements (fire safety, infection control, and other) as appropriate. Identifies own learning needs and seeks direction for growth; independently pursues learning opportunities.
Job Knowledge/Skills continue: Attends and participates in continuing education programs and in-services which directly affect and improve department operations. Participates in own evaluation. Proofs work/corrects spelling, grammar, punctuation and format, and organizes pages for ease of review before returning to requester. Applies consistent, established formats to policies, memos and other documents. Displays accuracy and attention to detail when copying.
Department Development: Submits assigned projects, reports, conference/meeting schedules and/or paperwork on time without prompting; negotiates deadlines when necessary. Maintains well organized and stocked desk area which facilitates efficient department operation. Wears appropriate attire, including Medical Center identification, and maintains acceptable personal hygiene. Attends and participates in departmental meetings, committees and/or projects; reads minutes if unable to attend. Demonstrates reliability in work attendance.
Leadership/Teamwork: Contributes to group problem solving and is respectful of the comments of others. Identifies and uses appropriate communication channels for resolving problems/interpersonal conflicts and dispels rumors. Communicates clearly and courteously with other staff and departments. Gives and accepts feedback in a constructive and courteous manner. Promotes positive image of department and Secretary Senior role. Apprises supervisor of actual and/or potential problems in a timely manner.
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.