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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 six consecutive years.
The Department of Ophthalmology has an outstanding opportunity for an Administrative Assistant 2.
The Department of Ophthalmology at the University of Washington School of Medicine is a medium-sized clinical department within the School of Medicine with 50 regular faculty, 5 fellows, 15 residents, and approximately 75 staff. The Department is spread over multiple campuses with a strong presence at Harborview Medical Center, UW Medical Center, Northwest Hospital, UW Neighborhood Clinics, Seattle Children’s Hospital, and the VA Puget Sound Health Care System.
The Administrative Assistant 2 will provide support to four Vice Chairs of the Department. The person in this position will assist in the coordination of the day-to-day clerical and administrative support needs of the Department, perform day-to-day reception and general office support functions. 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.
The person in this position will report to the Executive Assistant to the Chair.
Administrative Support to four Vice Chairs of the Department:
- Meet with Vice Chairs regularly to coordinate workload and schedules.
- Coordinate complex meetings. Support Vice Chair and Clinical Care Council meetings providing material preparation, agenda, minutes, and follow-up for post meeting tasks.
- Under general supervision or independently as appropriate, establish procedures to enhance efficiency, set priorities, and ensure workload deadlines are met.
- Assist with process measures tracking.
- Process dictated messages and/or email correspondence and/or prepare correspondence for physician’s signature.
- Coordinate travel both domestic and international. Create detailed itineraries. Process travel reimbursement requests with the department or outside reimbursing entity.
- Assist with miscellaneous electronic documents and paperwork as needed.
- Coordinate meetings at HMC and off-site.
- Perform complex word processing tasks using Word, Excel, and PowerPoint.
- Process expense reports.
- Other duties and special projects as assigned.
General Office Support:
- Respond to legal inquiries. Send procedures and fee schedule, receive documents and check for accuracy. Work closely with UW Risk Management Legal Consultant to ensure compliance with UW, State, and federal laws. Send invoices and process payments.
- Arrange legal conferences and processes legal billing while adhering to State and Federal laws. Regularly audit and enforce that all mandatory compliance training is complete and up-to-date.
- Communicate with the faculty on a regular basis re: HIPAA, Compliance training and updates; track certification for all new faculty members.
- Act as liaison with UWP Compliance and Regulatory offices; coordinate mandatory compliance training for all faculty and medical fellows, including scheduling training for onsite participants, monitoring online module completions and ensuring compliance is completed.
- Manage regular surveys: prepare requests and follow up for semi-annual Medicare Survey ensuring that faculty take part and complete the survey in a timely manner; complete annual AAMC survey, etc.
- Coordinate public disclosure requests ensuring appropriate parties are contacted.
- Receive and respond to departmental mail, e-mail, and voice mail (to the main line)
- Take and distribute meeting minutes during the monthly administrative staff meetings. File meeting minutes, maintain the meeting schedule and file documentation as needed.
- Organize and maintain mailroom/copy room and printers.
- Maintain an organized electronic filing system that complies with UW Records Retention Policies and department policies.
- Submit work orders to facilities.
- 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 with daily use of PC desktop computer and/or laptop.
- Extensive experience in Microsoft Word, Excel, and Outlook.
- Knowledge of UW’s travel, ARIBA, and reimbursement process.
- Experience in making website changes.
- Bachelor’s Degree.
- Knowledge of UW and Ophthalmology Department procedures and processes.
- Flexibility and openness to change.
- Ability to work outside assigned work hours.
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 email@example.com.