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University of Washington ADMINISTRATIVE SPECIALIST in Seattle, Washington

Req #: 212952


Job Location Detail: eligible for hybrid work schedule

Posting Date: 09/23/2022

Closing Info: Open Until Filled

Salary: Salary and benefits are competitive. Salary is commensurate with qualifications and experience.

Shift: First Shift

Notes: 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 website, click here. (

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. UW Medicine Compliance has an outstanding opportunity for an Administrative Specialist to join their team. UW Medicine Compliance oversees the development and coordination of compliance programs across a wide range of risk areas, including clinical documentation/coding/billing, privacy and information security, EMTALA, hospital-related research compliance (including clinical research billing), workplace ethics, industry relations, and conflicts of interest. The program covers all UW Medicine entities, including UW Medical Center Montlake and Northwest Campus’, Harborview Medical Center, UW Medicine Primary Care, Airlift Northwest, Valley Medical Center, UW Physicians, the HIPAA Covered Entity and the UW School of Medicine. Program functions include development of policies and standards, auditing, monitoring, education/outreach, investigations, risk assessment and mitigation, regulatory monitoring and program modification, and on-going evaluation and reporting of program effectiveness. UW Medicine Compliance operates under the strategic guidance of the Chief Compliance Officer, UW Medicine/ Associate Vice President for Medical Affairs, UW (CCO/AVPMA). The Chief Compliance Officer/Associate VP for Medical Affairs (CCO/AVPMA) is accountable to the Clinical Business Regulatory Affairs Officer/Associate VP for Medical Affairs and the CEO/EVPMA/Dean for leadership of UW Medicine’s compliance systems and initiatives and works closely with practice plan and school compliance officers, as well as the UW’s central offices, to coordinate cross-entity and institution-wide compliance issues. The CCO/AVPMA also serves as the Chief HIPAA Officer (CHO) for UW Medicine. The CCO/AVPMA is also responsible for developing and implementing UW Medicine Compliance units POSITION PURPOSE The Administrative Specialist provides professional, executive level assistance and administrative support to the Director, Program Integrity and Director, Patient Privacy. This position also provides overall support of the administrative operations, systems and resources which support the Compliance department. The Administrative Specialist maintains complex calendars, screens unit electronic mail and correspondence and triages time-sensitive information as necessary. Independently requests follow-up and action as warranted and establishes priorities. Ensures obligations are met and materials are prepared to meet professional commitments. Independently delegates incoming correspondence to, and outgoing correspondence on behalf of the CCO/Directors for response and/or action and provides significant support in the implementation and interpretation of UW Medicine policies, programs, goals and objectives. This position will have frequent contact with the offices of the Dean, UW School of Medicine, Health System Vice Presidents, Attorney General’s Office, Risk Management, patients, students, faculty, physicians and staff. Reporting to Director of Program Integrity, the Administrative Specialist also performs a wide range of administrative support activities associated with purchasing, committees, workgroups, projects, initiatives and communications under the CCO and Director’s jurisdiction. DUTIES AND RESPONSIBILITIES ADMINISTRATIVE Exercise independent judgment and initiative to solve complex administrative calls, issues and problems consistent with the objectives and policies of the department, SOM, and the University. Direct individuals to appropriate personnel with extreme professionalism, diplomacy and discretion. Identify priority issues requiring the executive team and or leadership’s immediate attention. Otherwise identify appropriate solutions to issues, including directing issues to the appropriate teams for resolution. Handle all scheduling for Directors supported, assessing identified priorities and using sound judgment in scheduling and re-scheduling appointments and meetings as necessary. Independently manage complex calendar issues consistent with the objectives and policies of the units. Organize high-level meetings, committees, and events that involve executive heads of the University, UW Medicine, and its affiliates. Manage meeting planning and staff support for internal groups and events as needed. Take on a contributing role as necessary. Develop and proof correspondence and reports for Directors; prepare finalized documents as needed. May often include confidential materials. Research and prepare reports, analysis, letters, and other material on a variety of topics as assigned by the executive team. Provide support to other administrative staff in daily operations, administrative requests and workflows. FISCAL/BUDGET SUPPORT Analyze and facilitate purchasing, travel, invoices, and reimbursements for the UW Medicine Compliance program in compliance with UW, State and Federal policies through various UW financial systems. Analyze fiscal reports, and monitor spending, investigate/resolve discrepancies as necessary, identify cost savings and establish and create periodic reporting to ensure no overages at year end. Coordinate program surplus activities in compliance with university policies. Update departmental policies and procedures internally and on the web, incorporating best practices and efficient workflows to maximize customer satisfaction and compliance with SoM/UW regulations. Coordinate annual and biennial department asset inventory efforts. Manage asset record keeping and auditing using databases, spreadsheets, systems and financial reports. Review and analyze fiscal operations, systems, reports, and data for quality control (e.g., system upgrades, etc.); and identify opportunities for improvement. Reconcile monthly pro-card statement, ensuring documentation and purchases have been approved and documentation meets UW requirements. RECORDS MANAGEMENT Oversee unit’s records management, including but not limited to financial, executive committees, case files, and legal documents are accounted for and maintained in accordance with State/UW/UW Medicine requirements/policies. Develop and maintain internal records retention protocols in accordance with State/university retention schedules. PROCEDURE DEVELOPMENT Participate in unit’s cyclical administrative procedures review process. Audit and review administrative processes; analyze and make recommendations that are in accordance with governing UW/UW Medicine policies. Identify unit’s administrative procedure gaps to identify and develop, or sunset, as required by unit’s business practices. EMPLOYEE ENGAGEMENT Coordinate new hire onboarding, staff member role-changes, and exiting activities of departing staff members. Coordinate new personnel facility space assignments, and collaborate with internal and external resources (SLU facilities) Coordinate clinical and non-clinical access controls with Information Management team in accordance with UW/UW Medicine requirements and established internal protocols. OTHER Develop and document procedures as necessary to train back-up as needed. Compose clear and concise correspondence on behalf of the Directors that advances the business goals of the unit. Serve as project management coordinator as requested, facilitating annual policy/procedure process improvement plan. Exercise an advanced degree of professional judgment in communicating, verbal and written, with all parties. Work as a team with other administrative specialists in the unit to provide coverage as needed. Highly advanced Microsoft Office skills to include Excel (formulas, filters, charts, graphs, logic, and scripts), Word (tables, text boxes, shapes, multi-level page actions), and PowerPoint (outline, transitions, toolbars, customization, slide deck management); as well as Adobe Acrobat (forms, PDF security, document creation, video, layering). Other duties as assigned. MINIMUM REQUIREMENTS Bachelor’s degree and at least two years of experience as an executive secretary, administrative assistant, or a comparable position. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS Demonstrated problem-solving and sound judgment to include discretion and initiative in carrying out responsibilities in a confidential manner. Demonstrated ability to utilize computer software, databases, project management software, communication programs and the Internet to accomplish responsibilities Highly developed interpersonal skills, excellent written and oral communication skills. Demonstrated organizational skills, experience working with minimal supervision, ability to manage multiple and rapidly changing priorities Advanced computer and Microsoft Windows, electronic calendar, email, Excel, PowerPoint, and Adobe Acrobat software skills. Proven ability to handle sensitive situations and work with highly confidential information with excellence, tact and discretion. Strong organizational skills to include the ability to work efficiently with competing priorities and deadlines. Exceptional customer service skills. PREFERRED QUALIFICATIONS Three to five years increasingly responsible experience as an executive secretary, administrative assistant, or a comparable position. Three to five years providing executive-level assistance. Three years’ experience providing executive-level support in a university, healthcare, or legal environment Knowledge of and familiarity with UW and UW Medicine and UW SOM policies, procedures, systems, and operating environment Knowledge of compliance requirements in the academic environment WORK ENVIRONMENT This position is currently a hybrid work environment, with some time spent in the office and some working from home. UW Medicine Compliance manages a significant volume of audits, inquiries and consultations. Work priorities shift in response to fluctuating demands. Full time schedules are assumed to be at least 40 hours; however, incumbents are expected to remain flexible to accommodate the unit's goals and mission, and to work beyond their normal schedule when necessary. 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, 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.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.