ADMINISTRATIVE ASSISTANT 3

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 five consecutive years.

UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals. UW Medicine owns or operates UW Medical Center (UWMC), Harborview Medical Center, Northwest Hospital & Medical Center, Valley Medical Center, UW Medicine Neighborhood Clinics, UW Physicians, UW School of Medicine, Airlift Northwest, and other owned, operated or affiliated entities, interests and networks, including the healthcare components of the University of Washington. In addition, UW Medicine shares in the ownership and governance of Children’s University Medical Group and Seattle Cancer Care Alliance -a partnership among UW Medicine, Fred Hutchinson Cancer Research, and Seattle Children’s (all, the Entities).

UW Medicine Compliance oversees the maintenance, coordination, and development of a central compliance program and Entity compliance programs across a wide range of risk areas, including clinical billing integrity, fraud, waste, and abuse prevention (facility and professional fee clinical documentation/coding/billing, clinical research billing), conflicts of interest, Stark/AntiKickback/False Claims Act, privacy and information security, EMTALA, ethics and professionalism, and industry relations. Program functions include development of governance and policies standards, education and training, auditing and monitoring, reporting mechanisms, investigations, enforcement, risk assessment and mitigation, regulatory monitoring and program modification, and on-going evaluation and reporting of program effectiveness.

UW Medicine Compliance also interfaces with other university compliance offices on issues involving UW Medicine constituents and Entities (e.g., human and animal subject protection programs, research integrity, environmental health and safety, grants and contracts, student information, non-HIPAA privacy).

Under the direct supervision of the Director of Clinical Billing Integrity for facility audits, and in close collaboration with units within the department, UW Medicine Compliance has an outstanding opportunity for an Administrative Assistant 3.

Specific Duties and Responsibilities

Administrative
Exercise independent judgment and initiative to solve complex administrative calls, issues and problems consistent with the objectives and policies of the department, SOM, and the University. Direct individuals to appropriate personnel with extreme professionalism, diplomacy and discretion.
Identify priority issues requiring the executive team and or leadership’s immediate attention. Otherwise identify appropriate solutions to issues, including directing issues to the executive team’s direct reports for resolution.
Handle all scheduling for executive team and his/her direct reports (as requested); assessing identified priorities and using sound judgment in scheduling and re-scheduling appointments and meetings as necessary. Independently manage complex calendar issues consistent with the objectives and policies of the business administration unit.
Organize high-level meetings, committees, and events that involve executive heads of the University, UW Medicine, and its affiliates. Manage meeting planning and staff support for the high-level committees, task forces, workgroups and events as needed. Take on a contributing role as necessary.
Compose correspondence for executive team’s and or the leadership team’s signature. Develop and proof correspondence and reports for executive team and the leadership team; prepare finalized documents as needed. May often include confidential materials.
Research and prepare reports, analysis, letters, and other material on a variety of topics as assigned by the executive team.
Exercise an advanced degree of professional judgment in communicating, verbal and written, with all parties.
Work as a team with other administrative specialists in the unit in order to provide coverage as needed.
Highly advanced Microsoft Office skills to include Excel (formulas, filters, charts, graphs, logic, and scripts), Word (tables, text boxes, shapes, multi-level page actions), and PowerPoint (outline, transitions, toolbars, customization, slide deck management); as well as Adobe Acrobat (forms, PDF security, document creation, video, layering).
Other duties as assigned.

Analysis/Recommendation (for example, intake & triage, compliance training registration and completion data, outreach, system-wide communications, fiscal reports)
Maintain a clear understanding of UW Medicine Compliance programs, policies, initiatives and interfaces (especially those under the unit’s direct purview) in order to provide effective administrative support.
Develop processes that manage and enhance UW Medicine Compliance committees, projects, events, and program activities. Develop and maintain project management tools (including GANTT charts, timelines, workflow), coordinate project activities (e.g., surveys, focus groups, team meetings, public presentations, written publications), monitor action plans, maintain ticklers, and notify project managers of impending deadlines.
Review and analyze administrative operations data for quality control (e.g. consistency in turn-around-times, error identification, etc.); and identify opportunities for improvement.
Prepare quarterly and yearly effort report, to include percentage of time allocated versus spent on administrative functions; identify anomalies, make recommendations for improvements based on data findings.
Lead administrative staff in daily operations, triaging administrative requests and workflows to ensure completion by numerous, and resource competing, timelines.

Fiscal Support
Ensure a process where the unit’s goods, services and supplies are purchased; travel arrangements are coordinated; and that also monitors purchasing rules and notifies Fiscal Coordinator of policy changes.
Perform and maintain budget and asset record keeping, auditing, purchasing and reimbursements using fiscal databases, spreadsheets, systems and financial reports.

Records Management
Ensures unit’s administrative documents, including but not limited to financial, executive committees, case files, and legal documents are accounted for and maintained in accordance with UW/UW Medicine requirements/policies.
Maintain records associated with the unit’s communications, committees, projects, and presentations in accordance with established internal protocols and university retention schedules.

Policy Development
Manage, audit and review administrative processes, analyze and make recommendations standard operating procedure (SOP) recommendations that are in accordance with governing UW/UW Medicine policies.
Identify unit’s administrative policy and procedure gaps to identify and develop, or sunset, SOPs as required by unit’s business practices.
Provide in-depth research and analysis to executive team in matters of system-wide policy development.

Employee Relations
Establish and coordinate onboarding, role-change and exiting timelines; facilitate systems orientations.
Plan and coordinate personnel and unit space assignments.
Assist with processing personnel record keeping and access controls in accordance with UW/UW Medicine requirements and established internal protocols.

Intake & Triage
Analyze and process compliance events in UW/UW Medicine reporting systems as well as identify and triage according to established procedures to appropriate subject matter expert.

The Administrative Assistant to the executive team, and his/her direct reports, is his/her representative as (s)he carries out a wide range of duties and activities. Some duties are day-to-day, while others are unique and require flexibility and depth of knowledge in a variety of areas. The AVPMA/CCO and key members of the leadership team are frequently the UW Medicine’s emissary to other state, local and private institutions. This position must also demonstrate the ability to develop and maintain positive relationships with these constituents.

Inherent to success in this position includes demonstrated professional work experience, knowledge and/or skill in the following areas:
Ability to anticipate the executive team’s (and his/her direct reports) needs and be proactive.
Ability to manage multiple tasks.
Skill providing exceptional client service to propel an organization's mission.

Competencies

ACCOUNTABILITY
Consistently delivers on commitments and promises;
Sets own standards of excellence instead of waiting for standards to be imposed;
Accepts responsibility for outcomes (positive or negative) of one’s judgments or actions; admits mistakes and refocuses efforts when appropriate;
“Owns” organizational and higher level leadership decisions.

EXERCISING GOOD JUDGMENT
Follows established guidelines and policies when making decisions and demonstrates sound judgment in making decisions when there is no precedent/guideline.

JOB KNOWLEDGE
Demonstrates technical/professional mastery of skills and knowledge required for the position.

PROBLEM SOLVING
Considers problems from all perspectives, and thoughtfully and responsibly considers all relevant impacts and implications before making a decision;
Makes effective and timely decisions, even when data are limited and without unnecessarily referring to others;
Recognizes who needs to be involved in decisions and engages them when appropriate.

SERVICE ORIENTATION
Demonstrates a sincere, positive attitude toward helping others and getting things done; doesn’t say “it’s not my job.”

TEAMWORK
Develops and promotes positive working relationships with colleagues;
Seeks out, listens to, and considers the ideas and opinions of others;
Works cooperatively with others to develop and implement programs and ideas;
Shares information and expertise with others to accomplish mutual goals;
Understands the impact of actions/decisions on other individuals/departments/stakeholders.

REQUIRED
Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.
Demonstrated ability to utilize computer software, databases, project management software, communication programs and the Internet to accomplish responsibilities.
Highly developed interpersonal skills, excellent written and oral communication skills.
Demonstrated organizational skills, experience working with minimal supervision, ability to manage multiple and rapidly changing priorities.
Advanced computer and Microsoft Windows, electronic calendar, email, Excel, PowerPoint, and Adobe Acrobat software skills.
Proven ability to handle sensitive situations and work with highly confidential information with excellence, tact and discretion.
Strong organizational skills to include the ability to work efficiently with competing priorities and deadlines.
Exceptional customer service skills.
Flexibility and availability to work evenings and weekends as needed.

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

PREFERRED
Three years-experience providing executive-level support in a university, healthcare or legal environment
Knowledge of and familiarity with UW and UW Medicine and UW SOM policies, procedures, systems and operating environment
Knowledge of compliance requirements in the academic environment

CONDITION OF EMPLOYMENT
UW Medicine Compliance manages a significant volume of audits, inquiries and consultations. Work priorities shift in response to fluctuating demands. A full-time schedule is 40 hours per week, however the individual in this position is expected to remain flexible to accommodate the Compliance Office’s goals and mission by working beyond their normal schedule when necessary. If additional hours are worked, the individual in this position will receive overtime compensation or compensatory time off as stipulated in the SEIU 925 Contract.

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.