| UW Medicine's mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow's physicians, scientists and other health professionals. UW Medicine owns or operates Harborview Medical Center, Northwest Hospital & Medical Center, Valley Medical Center, UW Medical Center, a network of UW Medicine Neighborhood Clinics that provide primary care, UW Physicians, UW School of Medicine, Airlift Northwest, and other owned, operated or affiliated entities as appropriate. In addition, UW Medicine shares in the ownership and governance of Children's University Medical Group and Seattle Cancer Care Alliance a partnership among UW Medicine, Fred Hutchinson Cancer Research, and Seattle Children's. |
UW Medicine Accounting and Finance has an outstanding opportunity for an Executive Assistant (Administrative Specialist). This individual will provide administrative assistance to department directors and staff, primarily the UW Medicine Director of Finance and Performance Analytics. This position will interact officially with UW Medicine, UWMC, and HMC managers, administrators, UW faculty, and UW staff personnel.
The Administrative Specialist will have delegated authority to make commitments that affect department operations:
Coordinates, reviews, and approves purchase requisitions, travel requests and other financial transactions initiated by department staff for authorization by UW Medicine Director of Finance and Performance Analytics.
Coordinates space, phone, equipment leases for the department.
Prepares FTE requests and initiates UWHires job req postings.
Manages the accounting department budget including budget development and monthly monitoring under the supervision UW Medicine Director of Finance and Performance Analytics.
Prepares expense budget based on historical experience and projected personnel, supplies, and service needs for the next fiscal year.
Monitors monthly expenditures and prepares monthly variation explanation for executive leadership.
Reviews and communicates monthly performance to Accounting management. Maintains required documentation.
Ensures consistency of communication and compliance with UW, health system, and entity-based administrative policies and procedures across accounting functions and locations including payroll, accounts payable, cashiers, general ledger, reimbursement, and business systems.
Manages required education and compliance documentation for department staff ensuring that staffs are notified of requirements, resources available and deadlines.
Manages and documents staff system and equipment (e.g., laptop, PDA) access.
Communicates via email, 1:1 training or at departmental staff meetings new department or hospital policies and procedures to ensure departmental compliance.
Creates and maintains accounting spreadsheets to support monthly financial reporting and department productivity. For example, prepares productivity information for use in ODB and FTE justifications (invoices, journal entries or journal vouchers processed, etc).
Interacts routinely with managers, directors, administrators and faculty to answer or direct appropriate accounting responses to inquiries.
Manages calendars for the Directors and manages accounting calendar for the department, tracking critical dates for tax, audits and other regulatory submissions.
Performs other general office duties as required.
Manages the accounting central files, archive files and source documentation.
| Bachelor's degree in Business Administration, Communications, or related field AND three years of administrative experience including personnel administration, budget management, file management and development of administrative policies. Proficiency in Outlook, Excel and Word programs required; Visio, PowerPoint, and proprietary UW Campus systems experience preferred. |
Strengths and Skills: Committed to completing tasks with great attention to detail and with a routine, critical self-review. Highly effective communication with internal as well as external customers. Highest commitment to service level. Strong organization skills with a proactive, positive and team-oriented working style.