Administrative Assistant 3

Job Description

Under general direction this position will independently perform complex administrative support functions with delegated authority from the Assistant Director of Operations of the Department of Radiation Oncology. This position will exercise judgment to solve unusual administrative problems in a way consistent with the objectives and policies of the Department School of Medicine and University. This position will be responsible for providing support to department faculty clinicians.

Responsibilities

• Using Microsoft Outlook including Teams Epic and QGenda manage the physician calendars and schedules and coordinate meetings.

• Without supervision perform a wide range of highly confidential tasks and ensure that priorities and deadlines are met. This requires a strong ability to understand and strategically prioritize tasks.

• Serve as first point of contact for Faculty. Maintain a high level of professionalism and customer service in managing inquiries and coordinating responses.

• Communicate effectively on matters involving the Department employing tact and diplomacy and interpreting departmental policies and procedures.

• Handle sensitive and urgent matters in a thoroughly professional and timely manner with careful attention to detail and confidentiality.

• Have frequent contact with individuals such as senior management staff faculty external faculty and administrative officers as it relates to the department administrative office.

• Perform difficult complex technical and/or specialized office support work which requires the exercise of independent judgement and a detailed knowledge of the activities and procedures specific to the department.

• Compose prepare and transmit confidential and sensitive written and verbal communication on behalf of the faculty in the Department Radiation Oncology.

• Prepares correspondence reports forms work orders meeting notes and specialized documents related to the organizational unit; proofreads materials for accuracy completeness and in compliance with departmental policies.

• Perform advanced level word processing development of templates and tables charts and graphs for use with but not limited to department reports and staff/academic personnel mailings.

• Provide assistance with the annual review process in coordination with the Admin and HR teams.

• Provide support with leave requests conference/meeting travel arrangements and reimbursement requests.

• Under the supervision of the QGenda admin team provide support for faculty using the QGenda software tool answer basic questions

• With delegated authority and using independent judgement identify and organize processes to enable complex administrative support across UW Medicine and FHCC facilities for physicians.

• Develop new administrative procedures and improve processes.

• Establish and maintain records/databases

• Independently manage other special projects and events as requested by department Associate Director of Operations

• Provide direct or back-up support for the other team administrative staff as needed and coordinate with other staff to accomplish the overall mission of the unit.

• Proactively coordinate workload within the office to ensure adequate team coverage at all times.

Minimum Requirements:

• Requires High School/ GED AND three years of office or administrative support experience

Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements such as a license certification and/or registration.

Desired:

• We are seeking a positive reliable and self-motivated individual who is able to multi-task in order to support the faculty within the Department of Radiation Oncology. The role requires dedication to an inclusive work style superior attention to detail great organizational skills and the ability to juggle multiple competing requests with very little guidance. Confidentiality and discretion are critical as well as the ability to switch gears at a moments notice.

• Strong interpersonal teamwork and customer service is a must.

• Excellent written and verbal communication skills.

• Strong organizational skills

• Proficient with computer using the following programs: MS Office Suite (Outlook Word Excel PowerPoint etc.).

• Commitment to working in an environment in which diversity is appreciated.

• Ability to work with minimal supervision in a hybrid working model.

• Familiarity with academic and clinical practices

• Demonstrated interpersonal skills that enhance communication

• Proven ability to take initiative and implement ideas.

• Willingness to work in a diversified team setting.

• Familiarity with Epic scheduling system

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.