ADMINISTRATIVE ASSISTANT 2
University of Washington
Seattle, WA
Full-time
Administration / Clerical
Posted on January 28, 2019
ADMINISTRATIVE ASSISTANT 2 Req #: 164010 Department: RADIOLOGY Job Location: Other Location Posting Date: 01/25/2019 Closing Info: Closes On 02/08/2019 Salary: $2,907.00 to $3,858.00 monthly Union Position: Yes 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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for four consecutive years.
The UW Department of Radiology is internationally recognized as dynamic, progressive, with high impact on the present and future of the field of Diagnostic Imaging. As a ³Top Ten² Radiology Department in a US News and World Report ³Top Ten Hospital², the academic Radiology enterprise complements the clinical, teaching and research activities of one of the nation's leading Medical Schools. The broad strength of the University of Washington is reflected in its recurring rank among the top two recipients of federal research grants.
The Department of Radiology currently has an outstanding opportunity for an ADMINISTRATIVE ASSISTANT 2. The Administrative Assistant 2 contributes to the growth and success of the Department of Radiology by executing the mission and vision.
Under the general supervision of the Assistant Director of Operations, the Administrative Assistant 2 will serve as the primary executive assistant to the Department Director and the Assistant Director of Operations. Responsibilities will include, but are not limited to, scheduling meetings, maintaining multiple calendars, collaborating with section coordinators on faculty clinical schedules at various sites, maintaining reports, and taking minutes. The Administrative Assistant 2 will also serve as the records retention for the Department of Radiology administrative team and is responsible for establishing and maintaining record keeping/filing systems and or data base files for these functions. The person in the position should keep abreast of Departmental, School of Medicine (SOM), and UW policies and procedures related to these responsibilities. This position will also assist other support staff and faculty as needed.
The Administrative Assistant 2 must be able to work both independently and on a team, be professional, diplomatic, flexible and committed to accuracy and customer service while performing their duties.
Position Duties:
Administrative Support to Director and Assistant Director of Operations:
•Meet with Assistant Director of Operations regularly to coordinate workload and schedules.
•Under general supervision or independently as appropriate, establish procedures to enhance efficiency, set priorities, and ensure workload deadlines are met.
•Coordinate travel, both domestic and international, creating detailed itineraries, and process travel reimbursement requests with the department or outside reimbursing entity.
•Assist with miscellaneous electronic documents and paperwork as needed.
•Coordinate meetings at UDB and associated sites.
•Maintain Director and Assistant Director calendars.
•Maintain and provides away dates to personnel as necessary.
•Perform complex word processing tasks using Word, Excel, and PowerPoint.
•Receive and responds to mail, e-mail, and voice mail.
•Provide back-up administrative support for managers in the core admin group as needed.
NWH Clinical Schedule Coordinator:
•Coordinate clinical coverage at NWH.
•Collaborate with section chiefs and/or coordinators on the monthly schedules.
•Arrange credentialing and onboarding with NWH Medical Staff Office for new providers.
•Track faculty and fellow locum pay monthly and confirm with section chiefs and/or coordinators.
•Report final monthly locum pay report to payroll for processing and tracking of payments.
•Occasional travel to NWH to meet the needs of the faculty practice.
•Coordinate meetings between NWH leadership and the Department of Radiology.
Operations Support:
•Collate, distribute and upload various department reports to Sharepoint site (Lightbox) in a timely manner.
•Delegate view access based on various roles.
•Collate quarterly stats from section chiefs and/or coordinators in preparation for milestone report; distribute quarterly standings to directors and section chiefs. Final bi-annual report distributed to directors and finance manager.
•Collaborate with SOM Rad IT to improve Operations site; provide updates to SOM Department of Radiology website based on periodic reviews or updated information.
•Provide reports (electronic and/or paper) as requested.
•Request/create ad hoc reports as needed.
•Create bi-annual teaching attestation Catalyst survey, distribute and track faculty participation; report to UWP.
•Collaborate with UWP Compliance and section coordinators to arrange annual compliance training sessions; track faculty completion.
General Office Support:
•Schedule monthly operations and administrative staff meetings, take meeting minutes, distribute and file online.
•Maintain an organized electronic filing system that complies with UW Records Retention Policies and department policies.
•Shuttle documents to/from various sites
Other:
•May be asked to support various sections and/or provide cross coverage for other administrative support staff as needed. Miscellaneous duties as assigned.
•Update job manual as needed
Minimum Requirements:
•High School graduation or equivalent AND two years of office or administrative support experience OR equivalent education/experience
•Ability to work independently and prioritize products, demonstrating strong organizational skills.
•Attention to accuracy, thoroughness, and following procedures carefully.
•Excellent interpersonal skills working with the public, faculty, staff, students and in a small team environment.
•Excellent communication skills, demonstrating tact and professionalism.
•Experience in Microsoft Word, Excel, and Outlook
Desired:
•Bachelor’s Degree
•Flexibility and openness to change.
•Knowledge of UW’s travel, ARIBA, and reimbursement process. Previous fiscal experience.
Work Environment:
•Ability to work during assigned work hours, Monday through Friday.
•Some travel between sites will be necessary by UW Health Services or other shuttles.
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.
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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for four consecutive years.
The UW Department of Radiology is internationally recognized as dynamic, progressive, with high impact on the present and future of the field of Diagnostic Imaging. As a ³Top Ten² Radiology Department in a US News and World Report ³Top Ten Hospital², the academic Radiology enterprise complements the clinical, teaching and research activities of one of the nation's leading Medical Schools. The broad strength of the University of Washington is reflected in its recurring rank among the top two recipients of federal research grants.
The Department of Radiology currently has an outstanding opportunity for an ADMINISTRATIVE ASSISTANT 2. The Administrative Assistant 2 contributes to the growth and success of the Department of Radiology by executing the mission and vision.
Under the general supervision of the Assistant Director of Operations, the Administrative Assistant 2 will serve as the primary executive assistant to the Department Director and the Assistant Director of Operations. Responsibilities will include, but are not limited to, scheduling meetings, maintaining multiple calendars, collaborating with section coordinators on faculty clinical schedules at various sites, maintaining reports, and taking minutes. The Administrative Assistant 2 will also serve as the records retention for the Department of Radiology administrative team and is responsible for establishing and maintaining record keeping/filing systems and or data base files for these functions. The person in the position should keep abreast of Departmental, School of Medicine (SOM), and UW policies and procedures related to these responsibilities. This position will also assist other support staff and faculty as needed.
The Administrative Assistant 2 must be able to work both independently and on a team, be professional, diplomatic, flexible and committed to accuracy and customer service while performing their duties.
Position Duties:
Administrative Support to Director and Assistant Director of Operations:
•Meet with Assistant Director of Operations regularly to coordinate workload and schedules.
•Under general supervision or independently as appropriate, establish procedures to enhance efficiency, set priorities, and ensure workload deadlines are met.
•Coordinate travel, both domestic and international, creating detailed itineraries, and process travel reimbursement requests with the department or outside reimbursing entity.
•Assist with miscellaneous electronic documents and paperwork as needed.
•Coordinate meetings at UDB and associated sites.
•Maintain Director and Assistant Director calendars.
•Maintain and provides away dates to personnel as necessary.
•Perform complex word processing tasks using Word, Excel, and PowerPoint.
•Receive and responds to mail, e-mail, and voice mail.
•Provide back-up administrative support for managers in the core admin group as needed.
NWH Clinical Schedule Coordinator:
•Coordinate clinical coverage at NWH.
•Collaborate with section chiefs and/or coordinators on the monthly schedules.
•Arrange credentialing and onboarding with NWH Medical Staff Office for new providers.
•Track faculty and fellow locum pay monthly and confirm with section chiefs and/or coordinators.
•Report final monthly locum pay report to payroll for processing and tracking of payments.
•Occasional travel to NWH to meet the needs of the faculty practice.
•Coordinate meetings between NWH leadership and the Department of Radiology.
Operations Support:
•Collate, distribute and upload various department reports to Sharepoint site (Lightbox) in a timely manner.
•Delegate view access based on various roles.
•Collate quarterly stats from section chiefs and/or coordinators in preparation for milestone report; distribute quarterly standings to directors and section chiefs. Final bi-annual report distributed to directors and finance manager.
•Collaborate with SOM Rad IT to improve Operations site; provide updates to SOM Department of Radiology website based on periodic reviews or updated information.
•Provide reports (electronic and/or paper) as requested.
•Request/create ad hoc reports as needed.
•Create bi-annual teaching attestation Catalyst survey, distribute and track faculty participation; report to UWP.
•Collaborate with UWP Compliance and section coordinators to arrange annual compliance training sessions; track faculty completion.
General Office Support:
•Schedule monthly operations and administrative staff meetings, take meeting minutes, distribute and file online.
•Maintain an organized electronic filing system that complies with UW Records Retention Policies and department policies.
•Shuttle documents to/from various sites
Other:
•May be asked to support various sections and/or provide cross coverage for other administrative support staff as needed. Miscellaneous duties as assigned.
•Update job manual as needed
Minimum Requirements:
•High School graduation or equivalent AND two years of office or administrative support experience OR equivalent education/experience
•Ability to work independently and prioritize products, demonstrating strong organizational skills.
•Attention to accuracy, thoroughness, and following procedures carefully.
•Excellent interpersonal skills working with the public, faculty, staff, students and in a small team environment.
•Excellent communication skills, demonstrating tact and professionalism.
•Experience in Microsoft Word, Excel, and Outlook
Desired:
•Bachelor’s Degree
•Flexibility and openness to change.
•Knowledge of UW’s travel, ARIBA, and reimbursement process. Previous fiscal experience.
Work Environment:
•Ability to work during assigned work hours, Monday through Friday.
•Some travel between sites will be necessary by UW Health Services or other shuttles.
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.
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.
Apply for this job