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The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The UW School of Medicine has an outstanding opportunity for an Executive Assistant to the Associate CMO.
The primary purpose of this position is to provide expert and complex professional-level program operational support to the Office of the Chief Medical Officer/Vice President for Medical Affairs (CMO/VPMA). Reporting directly to the CMO/VPMA, the Administrative Specialist will have delegated authority for management of programmatic or administrative functions. This position will regularly exercise discretion and independent judgment to make decisions or recommendations regarding assigned administrative or programmatic functions.
The position is part of new work in rapid development and deployment, actively building a foundation of thoughtful structure and process to respond to opportunities or challenges with innovative approaches. As such, the work assignments for this position mean the role will be part of a small team in a dynamic work environment, experiencing a particularly high degree of change and ambiguity. A successful candidate must not only embrace this environment as an individual, but also be able to function at a high level and support their colleagues to achieve success in this context.
This is a highly visible position requiring a high level of professionalism, meticulous attention to detail, superior writing/copy editing proficiency as well as strong program management and organizational skills. The successful candidate must be able to manage multiple, competing and shifting priorities and work collaboratively and professionally with members of the University at all levels, with demonstrated excellent interpersonal and independent problem-solving skills.
The Chief Medical Officer/Vice President for Medical Affairs (CMO/VPMA) leads the clinical practice standards of UW Medicine clinical programs and provides senior leadership across UW Medicine sites of practice to cultivate a culture that places the needs of our patients first; promoting team collaboration, continuous quality improvement, accountability, and excellence in performance. The CMO/VPMA leads the initiatives for the transformation of clinical practice to achieve the national goals for healthcare reform known as the Triple Aim: better patient experience, better health outcomes, and better value of care.
Through the Transforming Clinical Practice Initiative, the federal government will invest $840 million over the next four years to support 150,000 clinicians. With a combination of incentives, tools, and information, the initiative will encourage doctors to team with their peers and others to move from volume-driven systems to value-based, patient- centered, and coordinated health care services. Successful applicants will demonstrate the ability to achieve progress toward measurable goals, such as improving clinical outcomes, reducing unnecessary testing, achieving cost savings and avoiding unnecessary hospitalizations. The awards are part of a comprehensive strategy advanced by the Affordable Care Act to enable new levels of coordination, continuity and integration of care, while transitioning volume-driven systems to value-based, patient-centered, healthcare services. It builds on successful models and programs such as the Hospital Value-Based Purchasing Organization Program, Partnership for Patients with Hospital Engagement Networks, and Accountable Care Organizations.
UW Medicine is one of 39 healthcare collaborative networks that will participate in the Transforming Clinical Practice Initiative. As a Practice Transformation Network, UW Medicine will support more than 6,700 clinicians, with potential impact to more than 1.9 million patients.
The areas of responsibility of this position fall into these categories:
1. Executive Office Operations (60%)
2. Information Management and Technical Editing and Publication (25%)
3. Administrative Leadership (15%)
Executive Office Operations
Provide professional executive support to the CMO/VPMA Office Operations and work closely with the Assistant to the CMO/VPMA. Serve as the primary administrative communications liaison for the Associate Chief Medical Officer (ACMO). Regularly represent the CMO/VPMA Office and the ACMO manage projects, communications, reports, master calendar, records, and project/committee support. Prepare the executive for meetings and appointments: manage schedule and flow of documents and meeting materials. This will include identifying and researching information for meetings; preparing electronic presentations; confirming calendar commitments; drafting notes and correspondence. Establish procedures and unit standards for department efficiency and effectiveness. Interpret and apply UW Medicine administrative policies to CMO/VPMA office.
Management skills for this position are complex, encompassing a wide range of activities and interactions with UW Medicine leadership, faculty, staff, on- and off-campus vendors, content experts, and WWAMI collaborative partners. Regular responsibilities include:
- Acting as subject matter expert and primary point of contact. Includes reviewing, analyzing and interpreting policies and procedures, planning and projecting future program needs, meeting the program goals, and identifying and implementing programmatic areas of improvement
- Managing a detailed, transparent, shared communications management infrastructure, database, and document management system
- Responsible for evidence-based data modeling in support continuous improvement
- Special administrative projects, as assigned
- Serve as a project coordinator as needed to develop, plan and manage special projects.
-There will be externally imposed deadlines and the need to respond immediately to operational needs. This position is critical and will support programs and projects related to excellence in patient care, compliance, and enhancing best practices in a timely and efficient manner.
Information Management and Technical Editing and Publication
Skillfully refer internal and external inquiries, comments, and/or complaints to the appropriate UW Medicine program, service, or resources. Prepare and transcribe incoming/outgoing correspondence. Screen and process highly confidential internal and external inquiries, comments, and email/mail. Based on a broad knowledge of the CHM/VPMA office operations, route technical matters to appropriate individuals for action. Use excellent verbal and written communication skills including demonstrated competency in preparation of correspondence, written reports and minute taking. Apply sophisticated copy-editing and technical publication skills to polish and finalize materials. Significant editing, publishing and proof-reading skills required to create and format materials for submission. Direct and manage multiple priorities, quickly analyze situations and make sound decisions utilizing effective time management skills.
Act as the administrative lead for the UW Medicine Accountable Care Medical Leadership and Care Management and Population Health teams. Coordinate and manage the team meetings and support the Director, Care Management and Population Health. This will include research and retrieving information pertinent to the engagement team meetings; analyzing data and compiling metrics; preparing reports; following up on action items as delegated. Provide special assistance for other special events/projects as needed.
Bachelor's Degree in social sciences, health sciences, public health, health administration, public administration business, or similar or equivalent experience
3 years increasingly responsible program operations or executive administrative support positions
Excellent problem-solving and critical thinking skills, and ability to act independently and adeptly manage multiple and competing priorities and timelines without close supervision
Excellent verbal, written, and interpersonal communication skills
Impeccably detail oriented
Solid critical thinking skills and ability to independently determine appropriate and effective communications and procedures and to collaborate with other team members
Exceptional customer service skills
Expert user of Microsoft Office Suite and presentation software
Demonstrated ability to handle executive level confidential information with a high level of tact, discretion, and diplomacy.
Professional demeanor and demonstrated competency in preparation of professional reports.
Demonstrated track record of exercising good judgment and taking the appropriate initiative, discretion within the scope of the position.
Must be able to attend early morning or late afternoon appointments or meetings on occasion
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Work experience in an academic institution
Familiarity with UW systems, policies, and procedures