University of Washington - Seattle, WA4.1

UW Medicine’s IT Services department is looking for an outstanding Administrative Assistant 2 for the Destination:One Program!

This position is in a bargaining unit and has a duration not anticipated to last beyond 12/31/2020. The salary range for this position is $2,907 - $3,858/mo dependent upon education/experience and cannot be negotiated outside of this range.

What are we looking for?
Patients Are First focus
Customer service mindset
Interpersonal skills and teamwork
Results-oriented attitude
Adaptability and flexibility

What are the perks?
Medical insurance at reasonable rates with TEN plans to choose from!
Dental Insurance at no cost to you OR your dependents…AND we have three plans for you to choose from!
10 paid holidays AND one personal holiday every year!
Generous amounts of vacation and sick leave that you can feel good about taking!
TWO Retirement plans to choose from!
Voluntary Investment program to save more towards your retirement!
Deferred Compensation program to save even MORE towards your retirement!
Dependent Care Assistance program!
On-site Childcare Centers!
Flexible Spending Accounts!
Long Term Disability insurance!
Life and Accidental Death and Dismemberment insurance!
U-PASS transportation program and discounted parking!
Tuition Exemption program!
Housing Resources and home buying options!
Auto, home, renter, and boat group insurance!
Valuable membership and merchandise discounts!
Federal student loan forgiveness under the Public Service Loan Forgiveness (PSLF) program!

For all of the specific details on these benefits and more, please click here.

UW Medicine’s Information Technology Services (ITS) department is a shared services organization that supports all of UW Medicine. UW Medicine is comprised of Harborview Medical Center (HMC), Northwest Hospital & Medical Center (NWH), Valley Medical Center (VMC), UW Medical Center (UWMC), UW Neighborhood Clinics (UWNC), UW Physicians (UWP), UW School of Medicine (SOM) and Airlift Northwest (ALNW). In addition, UW Medicine shares in the ownership and governance of Children’s University Medical Group and Seattle Cancer Care Alliance (a partnership between UW Medicine, Fred Hutchinson Cancer Research and Seattle Children’s). ITS is responsible for the ongoing support and maintenance of the infrastructure and applications which support all of these institutions, along with the implementation of new services and applications that are used to support and further the UW Medicine mission.

The Destination:One (D:1) Program is a high-profile, multi-year project at UW Medicine. The project kicked off in October 2018 and is projected to end December 2020. The outcome of the project will be highly visible at all levels within UW Medicine from a clinical and financial perspective as well as the public. This position is a key resource for the project and tantamount to a successful outcome. This position is focused on support of the D:1 project only and is anticipated to be needed through December 20, 2020.

Under general supervision, the D:1 Administrative Assistant 2 (‘Admin Asst 2’) will independently perform administrative assignments of increasing variety and complexity that require knowledge of ITS policies and guidelines, and will use judgment in non-routine matters, such as scheduling meetings, coordinating venues, editing and summarizing documents and data for distribution, and arranging D:1 related events.

Under general supervision, the Admin Asst 2 will also independently perform a variety of complex clerical projects and assignments such as preparing reports, preparing, reviewing, verifying and processing fiscal documents and/or financial records related to D:1, composing D:1 related correspondence, establishing and maintaining manual or electronic recordkeeping/filing systems/processes, and responding to inquiries requiring substantive knowledge of ITS D:1 administrative and operational policies and procedures.

Across UW Medicine we are united in a single mission: to improve the health of the public. In today's complex health care environment, we know that to achieve our mission we must provide high quality, safe, service-centered care to all patients and families while controlling the rising cost of healthcare.
One way we are achieving our mission is through the Clinical Transformation Program. Led by our clinical and business leaders, and enabled by technology, this program will create a connected care experience that improves workflows and simplifies our foundational systems. It includes the expansion to an enterprise-wide single Epic electronic health record (EHR).

Our intent of simplifying foundational clinical and business systems is best summarized by our program goal of - One Patient, One Record, One Story. This goal is realized through our program outcomes:
Improved patient engagement – Creates one record, giving patients easy online access to their information and care team at home or at any of our care settings
Enhanced physician and clinician experience – Supports consistent and predictable care, minimizing rework; gives clinicians access to complete patient information across the continuum.
Creation of business and operating efficiencies – Simplifies and streamlines functions, including creating improved revenue cycle processes.

Duties and responsibilities include, but are not limited to:
Serve as a liaison on behalf of ITS to staff, management, and external organizations to explain and apply guidelines of the current D:1 project.
Establish and manage departmental files and record keeping systems in accordance to established record retention cycles;
Review and assess content of documents and data for accuracy following University of Washington and departmental guidelines and policies, initiate corrections as necessary.
Create reports as requested; receive, process, and allocate incoming departmental materials based on departmental knowledge.
Act as primary contact for staff and external vendors, responding to a variety of questions based on ongoing contracts and services.
May handle sensitive and confidential documents or materials.
Assist with miscellaneous electronic documents and paperwork as needed.
Coordinate meetings at D:1 project location, HMC and other UW Medicine locations.
Maintain assigned calendars.
Perform complex word processing tasks using Word, Excel, and PowerPoint.
Receive and respond to mail, e-mail, and voicemail.
Coordinate office supply purchases.
Maintain and stock D:1 supply areas.
Facilitate and coordinate Direction/Adoption Sessions.
Access provisioning for D:1 project space
Interact with D:1 project space reception and security to address issues/questions
Greet visitors and new staff; answer questions and provide directions
Handle incoming and outgoing and interoffice mail.
Coordinate and process deliveries.
Monitor supplies, assist users, and troubleshoot copiers (i.e. paper, toner, scanning, repair, etc.)
Transmit inquiries and requests for facility maintenance issues to D:1 project space building management.
Maintain ITS D:1 listserv.
Maintain D:1 SharePoint contact list.
Update D:1 MS Visio floor maps and MS Excel room mapping information lists.
Assist with NJB operations transfers of information, equipment, and people.
Facilitate D:1 project team room reservations.
Assist with coordination of facility moves related to D:1.
Receive and coordinate WorkPointe movers.
May perform executive secretarial support to D:1 executive leadership as requested.
May provide work direction to lower level staff and assist in orienting and training new staff.
Perform duties of Administrative Assistant 1.
Perform other duties as assigned.

What you’ll bring to the table: (minimum requirements)
Requires High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience.

Ideally, you’ll also have: (desired skills and experience)
Some college education or equivalent experience.
At least 1 year of professional experience in a medical environment requiring the manipulation and analysis of sensitive data.
Healthcare industry experience.
Demonstrated experience utilizing Web based applications and tools, e.g., MS SharePoint.
Demonstrated organizational skills.
Excellent interpersonal communications skills.
Strong written communications skills.
Demonstrated attention to detail.
Demonstrated initiative, follow-up and the ability to prioritize effectively.
Proven customer service orientation with a history of delivering high quality service/products on time.

What are some of the other tidbits that you might want to know?
This position is in a bargaining unit.
Ability to communicate clearly in English, both verbally and in writing.
This advertised job posting may not include the complete official job description for the role.
The application process for UW Medicine positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process (i.e. Work Authorization, Criminal Conviction History, 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 applying for a position, all assessments must be completed at that time. Please note that your application shows up in our system as ready to review regardless of whether or not all assessments have been completed. If the assigned Recruiter happens to review applications prior to all of your assessments being completed, there is a chance you could be 'Not Selected' due to an incomplete application. For this reason, we strongly encourage all applicants to ensure there is plenty of time to complete all of the assessments prior to clicking on “Apply to this position”.

Who are we and what do we do?
UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, to provide outstanding primary and specialty care to the people of the region, and to prepare tomorrow’s physicians, scientists and other health professionals. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or click here to send an email.

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

See above.
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.