Work in Washington Veterans Jobs

Req #: 239136

Department: SCHOOL OF MEDICINE: EMERGENCY MEDICINE

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

Job Location Detail: UW Medical Center - Montlake

Posting Date: 09/23/2024

Closing Info: Closes On 09/30/2024

Salary: $5,800- $6,300 per month

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/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_a11y.pdf)

Work location: Harborview. Rotate to UWMC - Montlake 1 day/week as needed.

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 (SOM) 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.

We have an outstanding opportunity for an Administrative Specialist to provide oversight and support for the Department Chair and Director. The position is responsible for managing activities, disseminating policies and procedures, developing content and plans and advising faculty and staff on a variety of issues. The Department of Emergency Medicine operates across three campuses and the Administrative Specialist will provide executive assistance and perform a wide range of highly confidential, complex, executive-level administrative support activities for all campuses. This position will work solely with the Director to ensure UW policies and procedures are being followed.

Duties & Responsibilities

Faculty Support & Office Administration – 40%

• Manage and oversee the laundry services for all EM physicians at UWMC-Montlake campus. This includes: working with HMC and NW administrators to manage account with the outside vendor, ensuring process is up to date, tracking timely orders, pick-up and replacements of items. • Independently manage special projects as assigned by the Department Chair and Vice Chair of Finance and Administration; including conducting research, preparing data and reporting and mass correspondence materials. • Independently resolve complex administrative issues answering questions related to established policies and procedures; serve as a resource for faculty, staff, students and guests keeping Director apprised of any problems. • Provide executive level administrative support for department faculty as assigned • Support departmental operations meetings as assigned. This includes procuring space, creating invitation in calendar system, reserving zoom room, preparing agenda, sending meeting invitations, sending meeting reminders, disseminating agenda, managing and tracking meeting attendance, completing meeting minutes, and disseminating approved meeting minutes to committee/attendees. • Independently resolve complex administrative issues answering questions related to established policies and procedures; serve as a resource for faculty, staff, students and guests keeping Director apprised of any problems. • Develop policies and procedures for office needs; oversee the execution and step-in daily on implementation in the areas of facilities, IT and department parking.

Department Facilities Oversight – 35%

• This position will be responsible for monitoring and planning the Department’s utilization of space and equipment across all sites: HMC, UWMC, and UWMC-NWH. The individual will collaborate with the Vice Chair of Finance and Administration in identifying new space and equipment for all new faculty and staff. The SIMS application will be used to identify utilized and un-utilized space. • The Administrative Specialist will disseminate all space configurations to department faculty and staff ensuring space equity. • Manage and provide oversight for all ordered and current department equipment. Ensure department assets are tracked, reported and accounted for. Disseminate policies regarding equipment to new faculty and staff. • Collaborate with the finance team on the ordering and tracking of all equipment ensuring that department protocol regarding budgets.

Department Staff Support – 25%

Event Support: • Assist in planning and organizing important events, such as faculty recruitment, medical residency events, and various accreditation duties • Coordinate event logistics, including venue arrangements, catering, audiovisual equipment, and other necessary resources. • Communicate with event participants, such as faculty members, residents, and external stakeholders, to ensure their needs are met and expectations are managed. • Prepare event materials, such as agendas, presentations, and handouts. • Provide on-site support during events, including setup, registration, and troubleshooting.

Team Support: • Collaborate with other administrative staff to ensure efficient office operations. • Support colleagues with administrative tasks, as needed. • Foster a positive and professional work environment through effective communication and teamwork. • Coverage for the executive assistant of the Department Chair as well as the executive assistants for each of the assistants of the Section Heads.

Requirements include:

• Bachelor's Degree in Healthcare Management, Business, Communications, or a related field and at least 2 years of relevant experience.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Desired:

• Demonstrated excellent interpersonal and oral/written communication skills; ability to work successfully with people at all levels throughout the organization and with a wide range of constituencies. • Excellent organizational skills; ability to work independently and successfully coordinate multiple tasks within project priorities. • Demonstrated flexibility to meet changing needs and unpredictable deadlines. • Excellent problem-solving skills; ability to analyze complex information, and to define and solve problems. • Demonstrated ability to function effectively within a complex regulatory environment. • Demonstrated ability to interpret policies and procedures. • Strong project management background. • Demonstrated proficiency with standard productivity software include Microsoft Office Suite or equivalent.

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 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.