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The Division of General Internal Medicine is the largest and most complex department in the Department of Medicine, with an overall budget of nearly $50,000,000, consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds and affiliated hospital funding associated with the academic and clinical programs within the Division. The Division consists of approximately 400 faculty and staff, with three sections across Seattle and in Boise, Idaho. The Division encompasses units located at multiple sites including University of Washington, Harborview Medical Center, Veterans Administration Puget Sound Health Care Services, Veterans Administration Boise, the Fred Hutchinson Cancer Research Center and other outside institutions.
The Division Head and Harborview Section Head as well as many of the faculty represent the University of Washington in many capacities regionally, nationally and internationally. The Division Head holds a national position with the Veterans Administration and the Section Head serves as the Regional Medical Program Director for King County. These national and regional positions add a significant layer of complexity to this position and our ability to support these positions reflect on the reputation of both the University of Washington and UW Medicine.
The Division of General Internal Medicine has an outstanding opportunity for an Administrative Specialist. This position performs professional level administrative support to the GIM Division Head and the HMC Section Head. This position requires a high degree of personal initiative, ability to problem solve independently, strong communication skills and high computer competency and adaptability. The Administrative Specialist will use independent judgement and decision making when managing administrative operations including assessing, prioritizing and triaging various projects and issues, developing methods and strategies to carry out projects and manage them to completion on behalf of the Division Head and the HMC Section Head.
The Administrative Specialist will serve as principal assistant to the Head of the Division of General Internal Medicine (GIM), Department of Medicine. This position has delegated authority to manage faculty affairs of the Harborview Section of the division and administers the division's central office. This position also supports the GIM Harborview Section Head and the Director of the Harborview Hospital Medicine Program. The Division has faculty, staff, and trainees at multiple clinical and research sites requiring independent judgment and decision making for daily operations.
This position must be able to coordinate across programs, disciplines and institutions to manage competing priorities and ensure cohesive programs. The Administrative Specialist collaborates with GIM leadership, Division and Department administration and must work independently and take initiative to prioritize the workload and accomplish a broad volume of work.
Duties and Responsibilities include:
Faculty Affairs Support - This position will provide faculty affairs support to the Harborview Section of the Division of General Internal Medicine (75 faculty) working under the guidance of the Division AHR Manager. This position will ensure compliance with the Faculty Code and the School of Medicine policies and procedures. Specific duties include:
Direct and manage the annual faculty review process for the Harborview section. Receive and review required materials and prepare them for distribution; conducting surveys and solicit evaluation materials on an ongoing basis; creating and maintaining faculty portfolios; ensuring that the process complies with the Faculty Code;
Direct the resident and student evaluation process including reports from MedHub, eValu, and the Continuity Clinical Preceptor Evaluations, the peer clinical and teaching process; train and supervise students to complete the solicitation and review process for accuracy;
Implement and process medical staff credentialing process for clinically active faculty and staff requiring hospital privileges at Harborview Medical Center. Ensure compliance and timeliness of credentialing requirements. Handle confidential materials pertaining to medical practice histories. Identify potential delays in institutional approval process and address as needed to avoid suspension of clinical practice privileges;
Manage the compilation of new appointment and promotion packets;
Provide complete onboarding and orientation for new faculty recruits. - Manages the GIM Division wide annualfaculty recruitment process for the Hospital Medicine Program (10-15 final recruitments each year from a pool of approximately 50 candidates); manage and coordinate the process from search through final hire and relocation of successful candidates; ensure adherence to policies and procedures governing the University. Ensure faculty recruitments comply with University, State, and Federal hiring practices.
Executive Assistance This position performs a wide range of highly confidential, complex, executive-level administrative support activities, representing the Division Head and Section Head to internal and external clients. Specific duties include:
Primary management of Division Head and Section Head's complex schedules.
Coordinate and complete complex travel arrangements for the Division Head and Section Head, as well as for visitors and potential faculty recruitments to the Department.
Organize and manage tracking systems for visitors, phone calls, and external contacts. Responsible for alerting faculty and staff to necessary action items; input/track all correspondence for follow-up/status purposes utilizing spreadsheet software; monitor and update document tracking log daily to ensure Division Head's commitments and obligations are met.
Collaborate with the Department of Medicine Chair's office regarding leadership responsibilities.
Manage the annual HMC inpatient teaching service/ward attending schedule each year; coordinating with section faculty schedules to accommodate ~50 teaching/ward attending blocks for the HMC inpatient service for each academic year.
Office Administration This position will manage and oversee the following functions:
Manage and represent the Division Head and HMC Section Head's administrative office, including development and implementation of policies and procedures;
Oversee facilities and space planning needs for the Harborview Section faculty and staff; collaborate with space planners, facilities and engineering staff, telecommunications and movers to coordinate office remodels;
Act as Records Manager for division; continually develop and maintain records retention system;
Authorize and reconcile expenditures for the Division and HMC Section office; prepare monthly budget projections; prepare annual reports and analyze expenditures;
Primarily responsible for educating HMC section faculty on UW travel policies and procedures; manages travel expenditures;
Track and report on budget expenditures for Division and Section events, while executing spending authority for events;
Act as the Floor Warden for GIM staff and faculty. Works in close liaison with staff regarding safety and emergency preparedness procedures. Responsible for executing safety procedures during emergency drills and events; Liaison for GIM faculty and medical center emergency training; Responsible for supervision of students and training of daily projects/tasks.
Other duties as assigned.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
| BA in Health Care Administration, Business, Social Sciences and/or related field plus 4-5 years related experience. |
Experience with drafting and editing correspondence, reports, documents, and meeting notes.
Exceptional interpersonal skills (in-person, via phone, and using electronic communication tools).
Strong attention to detail and overall flexibility when working in ambiguous situations..
Ability to exercise independent judgement, use creativity in solving problems, and demonstrate strong organizational and prioritization skills.
Knowledge of University guidelines and procedures.
Strong proficiency with Microsoft Office (Word, Excel, PowerPoint) and Adobe Acrobat
Familiarity with the principles of Quality Improvement and experience working with diverse teams of individuals.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.