As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our Benefits page.
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.
School of Medicine is recognized nationally and internationally for its excellent programs with 16 annual one and two year rotating faculty positions, numerous joint and adjunct faculty in clinical care, teaching and research. The Department includes more than 50 full-time M.D. and research faculty, 27 residents, interns and fellows, 150 clinical faculty and 61 research and administrative staff.
The Administrative Assistant A will provide executive level administrative support to the HMC Based Vice-Chair and Service Chief for Department of Orthopaedics & Sports Medicine as well as three additional HMC based faculty members. The Administrative Assistant will represent the Vice-Chair & Service Chief and faculty across a geographically diverse Department, the University, and to the public, and will have delegated authority to make administrative decisions on their behalf. The person in this position is also responsible for providing fiscal administrative support to all HMC based faculty and staff.
The Department of Orthopaedics & Sports Medicine currently has an outstanding opportunity for an ADMINISTRATIVE ASSISTANT A.
Administrative Support to Vice-Chair and Service Chief of Harborview and 3 Faculty Members:
Specific to Vice-Chair/HMC Chief:?Helps coordinate monthly HMC Faculty meetings. Gathers agenda items and prepares for Vice-Chair's approval. Sends out meeting notifications. Keeps attendance log.
Sends confidential correspondence and communicate, with the highest professionalism, across a broad cross-section of staff, faculty, senior administrators, and local, national, and international organizations, on behalf of the Vice-Chair. Composes and edits correspondence in a concise and succinct manner for the Vice-Chair's signature. Processes confidential, time-sensitive correspondence, with delegated electronic signature authority.
Independently manages complex schedule of the Vice-Chair, ensuring priorities and obligations are met. Communicates with clinic staff to make sure there are no scheduling conflicts. Works with other executive assistants to coordinate the complex schedules of Department leadership. Organizes activities and arrange meetings on the Department, School, University, and community level.
Provides executive level administrative support for Vice-Chair's roles as professor, researcher, and clinician.
Develops and maintains an electronic filing and archiving system for the Vice-Chair's files, ensuring adherence to the UW retention schedule.
Serves as a confidant by being an informal consultant, sounding board for ideas, or gathering relevant background information. Deals with all issues in a confidential and discreet manner.
Meets with physicians regularly to coordinate workload and schedules.
Under general supervision or independently as appropriate, establishes procedures to enhance efficiency, sets priorities, and ensures workload deadlines are met.
Processes dictated and/or email correspondence for physicians.
Composes correspondence for physician's signature.
Arranges legal conferences and processes legal billing while adhering to State and Federal laws.
Maintains and balances faculty department funds and budgets. Process and submit purchase orders for faculty using their department budgets.
Performs complex word processing tasks using Word, Excel, and PowerPoint.
Coordinates travel both domestic and international. Creates detailed itineraries. Processes travel reimbursement requests with the department or outside reimbursing entity.
Updates CV's on a regular basis
Renews medical and DEA licenses
Assists with and processes ABOS recertification and promotion paperwork
Assists with miscellaneous electronic documents and paperwork as needed.
Coordinates meetings at HMC and off-site.
Maintains faculty calendars.
Maintains and provides faculty away dates to personnel as necessary.
Receives and responds to mail, e-mail, and voice mail.
Conducts literature searches and obtains articles via the University of Washington Library system.
Provides back-up administrative support for six orthopaedic faculty members when their primary administrative support person is out.
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
Other Administrative Support:
Provide backup support to front desk and staff as needed.
Miscellaneous duties as assigned.
High school graduation or equivalent AND four years of applicable experience in office, secretarial, bookkeeping, accounting, or general administrative work.
High level of organization, scrupulous attention to detail, and the ability to manage workload, prioritize effectively, and work as part of a team.
Excellent oral and written communication skills.
At least 6 months experience supporting orthopaedic faculty.
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.
Appointment of the successful candidate to this position may be made contingent upon a satisfactory outcome of a criminal conviction history check .
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, Criminal Conviction History, 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 undergra...duate 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.