ADMINISTRATIVE ASSISTANT 2

University of Washington - Seattle, WA

Full-time
Notes: As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, 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 Department of Rehabilitation Medicine, ranked #3 in US News & World Report, is a complex academic and clinical department in the School of Medicine and Affiliated Hospitals, which include the UW Medical Center, Harborview Medical Center, VA Hospitals, and Children’s Hospital. The Department includes Physical Therapy, Occupational Therapy,Prosthetics & Orthotics, Neuropsychology, and Vocational Rehabilitation units, as well as four undergraduate and graduate degree programs. In addition the department hosts six federally funded Centers and attracts more than $13 million in grants from various funding sources.

The Department of Rehabilitation Medicine currently has an outstanding opportunity for an ADMINISTRATIVE ASSISTANT 2.

This Administrative Assistant 2 position provides excellent administrative and clerical support to select department faculty and staff primarily based at the Sports Medicine Center at Husky Stadium and the department offices located in the Magnuson Health Sciences Building BB Tower. Reporting to the Department Administrator, with dotted-line reporting to the Medical Director of the Sports Medicine Center at Husky Stadium, the Administrative Assistant supports the administrative needs of the Seattle Marathon and the Rehabilitation Medicine Sports Medicine Fellowship, as well as those of the department’s business office. May handle confidential or sensitive information. This position does not supervise others.

General Duties:
Administrative Support of General Operations: (35%)
Provide general and calendar management support for Department faculty at Husky Stadium and the Magnuson Health Sciences Building/UWMC. May include managing calendars, scheduling and arranging meetings, reserving meeting rooms or conference line resources, processing mail, drafting responses and gathering background information, updating CVs, proofreading documents, ordering business cards, submitting reimbursement requests, obtaining requested articles from publications or research databases. Apply brand standards to documents. Review, prepare and organize materials as directed, which can include presentations, mailings, agendas, minutes, instructional materials, orientation materials, fellowship documentation, and items of similar nature.
Schedules complex or outward-facing meetings for department personnel (management level or higher).
Under the direction of the Administrator, Medical Director, or Program Directors arranges department events such as interview days or participation in external events such as the Seattle Marathon. May include booking venues, arranging catering, updating print materials, sending invitations for medical volunteers and collecting RSVPs, onsite event management activities, etc.
Maintain current email distribution lists for SMC Medical Director
Provide support to Medical Director Stadium Medical Center, directors of the Rehabilitation Medicine Sports Medicine and the Brain Injury Medicine fellowships, UWMC Associate Chief of Service.
Liaise with the Administrator of Residency & Fellowship Programs, Program Coordinator of Medical Education Programs, SMC Clinic Manager.
Run cyclical reports from designated business systems and post/distribute as directed, such as monthly CSR and GAR reports
Manage department office supplies inventory and submit orders
Manage department listserv memberships and moderate list submissions
Maintain department personnel directory and contact information and distribute/post as needed, including to physical and web-based locations
Maintain an efficient filing/record system for the faculty, staff, and department. Organize/Maintain file inventory, etc. Coordinate timely and accurate archiving of documents with records management.
Coordinate and/or complete the preparation of documents such as those related to travel, purchasing, reimbursements, payroll, budget and event coordination
Conduct and/or respond to simple surveys
Daily mail pick-up and distribution, mailbox assignments and maintenance
Liaise with department’s legal coordinator in facilitating requests for PM&R faculty scheduling and report responses to incoming legal expert requests for depositions, testimonies, meetings, etc.
Manage copies of licenses and certificates for clinicians
Process observerships
Participates actively in administrative work from the department’s central business office.

Schedules/Meetings/Conference Room Reservations: (15%)
SMC Schedule: Work with physicians to track and communicate Away Dates for clinic coverage, email to distribution lists.
Resident rotation schedules in Stadium clinic: communicate resident rotations schedules and schedule changes, including away dates, to Stadium clinic personnel.
SMC Clinic Meeting Schedule: Prepare recurring meeting schedules. Reserve conference rooms. Arrange remote call-in options. Distribute agendas and collect RSVPs.
Support preparation of on-call, rounding, and weekend/holiday schedules and post to department intranet.
Reserve conference rooms.
Ensure that all standing meeting reservations for or led by the Sports Medicine Center Medical Director are continuous. May include SMC’s All-Provider meetings, Stadium PM&R Meetings, Sports Medicine Fellowship Journal Club, Orthopedics/Sports Med Specialty Workgroup, Sports Medicine Grand Rounds, Precept Fellow’s Clinic (Stadium), Faculty meetings, Clinical Competency Meetings, etc.
Create Doodle Polls and/or assist with setting up meetings
Manage calendar for Medical Director-Sports Medicine Center at Husky Stadium

Service Requests: (UW) (10%)
Routine service requests through UW IT Technology (telephone), and Environmental Services (facility maintenance).
Routine service request from UW Medicine IT, work with and provide information to IT Techs, as needed
Work with personnel to assist/ensure that service is complete.
Go-to-person for sending faxes, troubleshooting copy machine jams/error, etc

Mail/Email: (10%)
Drop off outgoing mail; Pick up incoming mail and distribute to staff mailboxes
Merge, print, stuff, seal correspondences, as needed
Triage Shared UW NetID: rmsports@uw.edu

Administrative Support of Sports Medicine Fellowship: (20%)
Maintain Fellow’s files, process and documentation manual, rotation schedule, and annual calendar of activities. Verify fellowship documentation as needed, requests to participate in medical volunteer activities, requests for radiation dosimetry, etc.
Participate in the Fellow’s onboarding
Provide general administrative support for the Fellow,
Respond to Fellowship program inquiries, invite applicants to interview and maintain correspondence in support of their interview participation, draft and distribute interview day schedule, confirm all applicant and faculty attendees, create interview day program information folders, book interview venues, and catering, provide day-of interview support.

Administrative Support of Seattle Mariners Medical Staff Volunteers: (10%)
Assistance with medical staff volunteer recruitment, registration, scheduling, materials and identification gathering, preparatory communications, and orientation
Maintain medical supply inventory
Arrange equipment procurement/donation (such as AEDs) and pick-up
Update and print signage for medical staff volunteers

Other Duties as Assigned:
Core Competencies:
Proactive self-starter who works well independently with minimal supervision and also responds well to the pressures of busy offices with requests coming from many different people.
Practices strong prioritization skills and accountability in following through on commitments and meeting deadlines.
Maintains a high quality of work, accuracy, and detail orientation.
Communicates effectively with individuals in person, in writing, and over the phone.
Expresses ideas clearly and concisely in writing. Uses punctuation correctly, writes grammatically, uses an appropriate business writing style.
Systems oriented and technologically confident.
Confidently troubleshoots common issues with standard office equipment.
Quickly and effectively solves problems.
Resourceful in getting tasks done through multi-tasking and creative thinking skills
Checks the accuracy of their own and others’ work, including information in work reports provided by management or others. Verifies information.
Uses systems to organize and keep track of information or work progress.
Carefully prepares for meetings.
Presents self crisply and professionally, with a cheerful, positive, confident manner.
Approaches challenging tasks and situations with calm and a “can-do” attitude.
Can effectively handle several problems or tasks at once.
Works cooperatively with others to produce timely and innovative solutions.
Respects the confidentiality of sensitive information.
Takes responsibility for own mistakes; does not blame others.
Conveys a command of the relevant facts and information.
Demonstrates openness to new organizational structures, procedures, and technology.
Switches strategies when an initially selected one is unsuccessful.
Proposes better, faster, or less expensive ways to do things.

Minimum Requirements:
High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience.
Reliable in-person attendance is required for this position. (Telework is not an option.)
Must be willing and able to work alternate schedules – possibly including evenings or weekend hours – during the 1-2 weeks immediately surrounding the Seattle Marathon and fellowship interview days.
Occasional (<10x/year) driving required for time-sensitive pick-ups or deliveries.

Required Systems Experience:
Microsoft Office Suite, specifically Outlook, Word and Excel (intermediate)
Outlook, managing own calendar, shared resources, and calendars for others
UW’s Catalyst survey system or other online or SharePoint-based forms / survey-style collection tools
Doodle or other scheduling aids
Database experience

Desired Systems Experience:
SharePoint
Wordpress, Dreamweaver
EPIC/ORCA (non-clinical access)
Business Objects Enterprise (BOE)
MedHub
ERAS

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.
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.