ADMINISTRATIVE ASSISTANT 2

University of Washington   Seattle, WA   Full-time     Administration / Clerical
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Posted on July 5, 2020
Req #: 176551
Department: UW PHYSICIANS
Job Location: Downtown Seattle
Job Location Detail: 701 5th Avenue Seattle, WA 98104 
Posting Date: 06/05/2020 
Closing Info: Open Until Filled 
Salary: $2,965.00 - $3,935.00 per month ($17.11 - $22.70 hourly) 
Union Position: Yes
Shift: First Shift 
Notes: For detailed information on Benefits for this position click here.  

University of Washington Physicians (UWP) is the practice group for more than 1,800 physicians and other healthcare professionals associated with UW Medicine. In addition to UWP, UW Medicine includes Harborview Medical Center, UW Medical Center, UW Neighborhood Clinics, Northwest Hospital, the UW School of Medicine, Valley Medical Center, and Airlift Northwest. UWP members also practice at the Seattle Cancer Care Alliance, a partnership of UW Medicine, Fred Hutchinson Cancer Research Center, and Seattle Children’s Hospital.

The Administrative Assistant 2 provides professional administrative oversight and support for two or more directors and their associated department(s) within UW Medicine Faculty Practice Plan Services.  The employee will communicate with a broad range of contacts within the UW Medicine community and the general public as a whole and must represent the department professionally and effectively at all times. Additionally, the employee will coordinate travel, meetings, and expense reporting; prepare correspondence, presentations, and reports as directed; provide day to day administrative support; and may have project management and reporting responsibilities.

ESSENTIAL DUTIES & RESPONSIBILITIES:
• Maintain departmental leaderships’ calendars. Assists other departmental staff with calendars and meeting schedules, as requested.
• Organize meetings; prepare background materials as necessary, identify meeting rooms and ensures all required technology and other meeting logistics are addressed.
• Screen incoming telephone calls and responds consistent with departmental leadership’s current activities and priorities.
• Attend meetings, draft meeting minutes and coordinate review and completion of minutes.
• Prepare and coordinate travel arrangements for Directors, supervisors, and/or staff, including travel itinerary, meeting schedules, and reservations.  Compile and submits final travel expense vouchers and reports.
• Complete data entry and maintenance of departmental databases.
• Gather and coordinate a variety of data maintained in spreadsheet and/or database format for special projects and/or statistical reports at the request of department leadership, staff, or other departments within UWP; develops ways to report information to best serve business request for information.
• Participate in drafting department specific policies and procedures and prepares them for publication, in accordance with UW Physicians standards and procedures.
• Manage files and serves as department point of coordination with General Services  regarding records retention activities including bringing the Department up-to-date on archiving and purging, and monitoring archived records.
• Prepare expense reimbursement reports for departmental leadership.
• As requested, compose letters and memoranda to respond to correspondence from insurance companies, vendors, or other outside agencies; follows through with the request until there is resolution.
• Coordinates schedule and takes minutes for the following monthly committees: Finance and Audit, Clinical Practice Committee, Meaningful Use Finance and Registration, and New Practice Sites.
• Responsible for registration and coordination of Medical Staff Onboarding including registration of providers in appropriate trainings, gathering necessary information about the provider’s appointment from others throughout UW Medicine, and coordinate with others working on member onboarding throughout the system.
• Assist with managing files, tracking data, and submission process for various Pay for Performance programs.
• Assist with Administration of internal member portal including management of provider permissions and site maintenance.
• Assist the Application Management Team with managing project and technical documents via “SharePoint Documental Central”
• Serve as coordination point for UW Medicine ITS and UWP IT requests.
• Function as SharePoint site administrator for AM Management and PMO teams
• Coordinate compilation, editing and distribution the UWP Consolidated Project Portfolio
• Assist the UWP PMO in managing project and process improvement intake/requests. REQUIREMENTS: Minimum Qualifications
Requires High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience.

Preferred Qualifications
Associate’s/Bachelor’s degree.
Experience providing simultaneous support to multiple senior leaders or for large departments.
Experience working in a complex organization.
Experience in an academic healthcare environment.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.