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The Department of Orthopaedics and Sports Medicine at Harborview Medical Center is a highly-specialized service, involving academic, clinical, research, and training activities. HMC Orthopaedics and Sports Medicine is comprised of eighteen faculty members, fifteen fellows, twenty-two residents, and twenty-one staff members. The Administrative Assistant 2 is instrumental to these efforts by coordinating the day-to-day clerical and administrative support needs of four orthopaedic surgeons as well performing day-to-day reception and general office support functions. The person in this position is also responsible for providing fiscal administrative support to all HMC based faculty and staff.
The Department of Orthopaedics and Sports Medicine currently has an outstanding opportunity for an ADMINISTRATIVE ASSISTANT 2.
Under the general supervision of the Manager, HMC Administration, the Administrative Assistant 2 will serve as the primary executive assistant to several HMC based Orthopaedics & Sports Medicine faculty. Responsibilities will include, but are not limited to, scheduling meetings, maintaining multiple calendars, coordinating venues for events, and taking minutes. The Administrative Assistant 2 will also serve as the records retention and observership coordinator for the HMC 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.
Administrative Support to Faculty: Assist several faculty with all administrative needs including:
Meet with physicians 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.
Process dictated messages and/or email correspondence for physicians. Compose correspondence for physician’s signature.
Arrange legal conferences and processes legal billing while adhering to State and Federal laws.
Maintain and balance faculty department funds and budgets.
Coordinate travel both domestic and international. Create detailed itineraries. Process travel reimbursement requests with the department or outside reimbursing entity.
Update CV’s on a regular basis
Renew medical and DEA licenses
Assist with and processes ABOS recertification and promotion paperwork
Assist with miscellaneous electronic documents and paperwork as needed.
Coordinate meetings at HMC and off-site.
Maintain faculty calendars.
Maintain and provides faculty 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.
Conduct literature searches and obtains articles via the University of Washington Library system.
Provide back-up administrative support for other orthopaedic faculty members when their primary administrative support person is out.
Respond to legal inquiries. Send procedures and fee schedule, receive documents and check for accuracy. Work closely with UW Risk Management Legal Consultant in order to ensure compliance with UW, State, and Federal laws. Send invoices and process payments.
Create and submit internal POs to pay for faculty business expenses directly from their UW budget.
Records Retention Lead:
Instruct staff on UW records retention policies and act as a departmental records retention lead. This includes checking the work of staff for compliance with records retention policies.
Establish departmental procedures to comply with records retention policies and continually improve informational tools for staff.
Maintain department scanning policy and update departmental destruction log.
Coordinate and help facilitate observations opportunities for undergraduates, medical students, vendors, and physicians from around the world.
Inform potential observers of HMC observer policies, send and collect required documentation and work with the HMC Medical Director’s Office and HMC Employee Health to get approval for the observation.
Work with faculty to arrange observation dates and observation faculty supervisors.
Meet observers on their first day to get their badge and be a resource for the observers during their entire observation period.
General Office Support:
Help cover the main reception phone when needed.
Take and distribute meeting minutes during the monthly ortho administrative staff meetings. File meeting minutes, maintain the meeting schedule and file documentation as needed.
Maintain an organized electronic filing system that complies with UW Records Retention Policies and department policies.
Help coordinate special events to recognize employees (birthdays and service awards)
May be asked to support additional faculty and/or provide cross coverage for other administrative support staff as needed. Miscellaneous duties as assigned. •Update job manual as needed.
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
Knowledge of UW and Orthopaedic Department procedures and processes.
Flexibility and openness to change.
Knowledge of UW’s travel, ARIBA, and reimbursement process. Previous fiscal experience.
Conditions of Employment:
Ability to work during assigned work hours.
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.