Work in Washington Veterans Jobs

Req #: 238788

Department: DEPARTMENT OF EMERGENCY MEDICINE

Appointing Department Web Address: https://em.uw.edu/

Job Location Detail: UW Medical Center - Montlake/Hybrid eligible; three days per week on-site

Posting Date: 09/13/2024

Closing Info: Closes On 09/19/2024

Salary: $6,500 - $7,000 per month

Limited Recruitment: Open to UW Employees only

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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf )

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.

The University of Washington’s Department of Emergency Medicine within the School of Medicine has a workforce of over 180, with 90+ faculty members who are known for their outstanding research, teaching, and patient care. The Department conducts its activities at the Harborview Medical Center (HMC), UW Medical Center-Montlake, UW Medical Center-Northwest, with research sites located at multiple sites across Seattle.

The Department of Emergency Medicine has an outstanding opportunity for a full-time Administrative Specialist (E S 8) to work with administrative and business operations units within the department. As Lead Administrative Specialist, this critical role will support the facilitation, development, and implementation of Department of Emergency Medicine operations activities. Reporting to the Vice Chair of Finance and Administration, this role will be responsible for supporting both internal and external communications, addressing business operations and department support needs, and leading key department committees. The specific duties will include triaging and troubleshooting reported issues related to department administration operations, analyzing operations data, reporting metrics, contributing to the development and implementation of department process and procedures, and collaborating with department leadership to handle escalated inquiries and operations needs. Additionally, as a proactive team member focused on continuous improvement, the incumbent will be expected to identify process issues, evaluate opportunities for enhancement, and contribute to the implementation of recommended solutions to support ongoing department processes and business operations.

DUTIES AND RESPONSIBILITIES Program Development & Management (75%)

• Assess, triage, and manage administrative support request intake to include addressing stakeholder needs and escalating problems where appropriate

• Assist in the development and execution of training initiatives to support standardized business operations; create tracking documents, coordinate trainings, and more

• Works with a diverse group of individuals to identify process improvement opportunities; create action plans and work timelines for identified opportunities

• Maintains operational data; supports data analyzation and partners with department leadership to develop reports

• Manage high volume workloads by multitasking, coordinating, and communicating with peers and stakeholders and disseminating work as appropriate

• Monitor and evaluate the effectiveness of operational, assignment, and routing over time and incorporate improvements

• Creates innovative strategies using new techniques and technology; present strategies to leadership, provide necessary training to staff, and assess effectiveness of implemented changes

• Stays informed about market trends and disseminates best practices

• Oversee space assignments for faculty and staff; update space reporting systemsCampus Leadership (15%)

• Collaborate, communicate, and coordinate across the department operating units, UW Medicine clinical departments and units, and across the university

• Balance complex and competing priorities in a deadline driven environment

• Successfully navigate the complex structure of a central/decentral systems at the University

• Build and maintain trusted relationships with internal partners and external partnersCommittee Leadership and Facilitation (10%)

• Lead and facilitate DEI committee meetings, draft and maintain records of meeting agendas and meeting minutes, facilitate effective discussions, and help identify actionable outcomes for the works that comes from the faculty and staff committees

• Collaborate with the department’s faculty DEI committee to develop and implement strategic plans that align with both the department and organization's overall DEI goals; document identify goals and facilitate follow up action items

• Coordinate and deliver DEI training and workshops for department employees at all levels in partnership with department leadership and SoM leadership

• Develop an Employee Engagement Committee for the department; lead and coordinate the Employee Engagement Committee to foster a positive workplace culture through event planning, professional development sessions, and other identified opportunities

• Ensure that the committee's activities are aligned with organizational goals and values by referencing the department’s mission, vision, and values as well as the department’s strategic goals; work closely with the Chair and Vice Chair(s) to gather feedback and recommendations to report back to the committees MINIMUM REQUIREMENTS

• Bachelor's degree and three years of experience relevant experience working in administrative operations Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED QUALIFICATIONS

• Experience interacting with stakeholders, including resolution of complex inquiries and efficient performance during high-volume timeframes

• Ability to communicate effectively with diverse stakeholders

• Excellent written and verbal communication skills, with a strong focus on clarity and conciseness

• Demonstrated experience in working on diverse groups and teams; respects, values, and contributes to the Department of Emergency Medicine and UW’s commitment to diversity, inclusion, and equity

• Experience using a proactive continual service improvement/iterative approach to meet operational needs

• Experience using Workday Application Process: The application process 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 access 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.