Administrative Specialist (NE S 7)

Job Description

TheDepartment of Emergency Medicinehas an outstanding opportunity for anAdministrative Specialistto join their team.

The Department of Emergency Medicine within the School of Medicine at the University of Washington is comprised of core faculty contracted faculty courtesy faculty resident physicians and fellows spread across three major sites: Harborview Medical Center (HMC) University of Washington Medical Centers (UWMC) and Seattle Childrens Hospital (SCH). Emergency Medicine (EM) faculty represents the front line in HMC and UWMCs hospital emergency departments and serve the City of Seattle King County and WWAMI (Washington/Wyoming/Alaska/Montana/Idaho).

Emergency Medicine has an outstanding opportunity for an Administrative Specialist to fulfill an administrative management role within the Department. The incumbent in this role will partner with senior leadership to lead EMs administrative office operations at Harborview Medical Center and the University of Washington Medical Center. Success in this role requires a high degree of personal initiative flexibility and personal judgment with strong communication skills and an expert ability to organize and prioritize tasks. This position also requires an exemplary ability to adjust to rapid changes and the ability to perform all duties in a manner that promotes a team concept that reflects the mission vision and values of Emergency Medicine. This position is located in the Harborview Medical Center and reports to the Department Vice Chair of Finance and Administration.

DUTIES AND RESPONSIBILITIES

Office Management & Oversight

• This position has delegated authority to perform professional level administration and management of programmatic or administrative functions within the Department of Emergency this capacity he/she leads and executes office administrative operations for the Department of Emergency Medicine; comprised of 4 administrative office spaces across Harborview Medical Center and the University of Washington Medical Center.
• Provide leadership direction and coordination of Emergency Medicine administrative office staff to facilitate smooth office operations. Ensure coordinated effort and collaboration on day-to-day operations ranging from routine to urgent and complex.
• Improve office operations decrease turnaround times streamline work processes and work cooperatively with faculty and staff to provide quality service. Develop policies and procedures oversee the execution and step-in daily on implementation in the areas of facilities IT phone support supplies mail badging parking and keys.
• In partnership with the Chairs Assistants ensure that the Chairs priorities and obligations are met by developing and maintaining complex calendars and schedules meetings and travel arrangements; provide day-to-day operational support; and execute as Chairs executive assistant when needed.
• Complete complex tasks and projects quickly utilizing the right mix of independent judgement and consultation with leadership react with appropriate urgency and an unyielding sense of calm to situations that require a quick turnaround.
• Develop manage and maintain excellent working relationships within the School of Medicine and the Hospitals diplomatically and effectively represent Emergency Medicine on all matters internally and externally from across a variety of organizational contexts areas of expertise and professional experience.
• Confidently and successfully communicate with all individuals including Emergency Medicine faculty and staff by representing Emergency Medicine through high-caliber timely and considerate written and oral communication.
• Conduct work with a high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals.
• Independently resolve complex administrative problems and answer questions relating to established policies and procedures. Serve as a resource for the faculty staff students and guests. Keep Vice Chair apprised of any issues or problems.
• Partner with the Vice Chair on the leadership of the Administrative Coordination workgroup meetings collaborate on strategic planning utilization of resources project definition and forecasting alignment of support for Department programs.

Quality Improvement & Project Management

• Quality Assurance Program: Design produce and analyze reports to support data driven executive decisions and strategies for quality of care in medical centers. Perform quality assurance data review interpret data and contribute to continually improving reporting processes.
• Reporting: Develop monthly statistical reports for the QA/QI Director. Provide graphical data based on identified criterial that assesses Emergency Room statistics.
• APP Program: Lead the Advanced Practice Providers Annual Review process: develop data collection methods from multiple sources and present information gathered to QA/QI Director.
• APP Program: Set up complex interview schedules working directly with Faculty and Advanced Practitioner Provers to establish interviews; involves a high-level of contact with leadership within EM and other specialties.
• Faculty Contact Databases: Responsible for maintaining accurate faculty contact information in EM systems including: Shift Admin Teleria and the phone list by conducting a semi-annual validation process; and updating systems as needed.
• Space Planning: Assist the Vice Chair with space planning and remodeling projects; providing project management assistance with timelines communication and implementation of space designs.
• Special Projects: Independently manage special projects as requested by the Department Chair Medical Director and Vice Chairs including defining project scope conduct research analyze and prepare information reports correspondence and other materials.
• Other duties as assigned.

Medical Directors Office Operations

• Ensure that the Medical Directors priorities and Quality Assurance initiatives and obligations are met by developing and maintaining complex calendars and schedules meetings and travel arrangements. This requires a strong ability to understand strategic priorities and make independent decisions that have a significant impact on the operational effectiveness of the department.
• Assist the ED Operations Faculty QI Director and the Lead Advanced Practitioner Provider with all administrative tasks including: compiling data analyzing information running reports creating charts and graphs formatting PowerPoint presentations; and special projects as assigned.
• Assist with faculty communication and meetings; including scheduling independently preparing agendas and material gathering synthesizing and disseminating information including conference room reservations and set-up attending meetings drafting and editing comprehensive meeting summaries and managing follow-through on assignments from meetings.
• Makes decisions or recommendations policy development and analysis and Departmental administrative services.

MINIMUM REQUIREMENTS

• Bachelors degree in healthcare management business or communications and 2-4 years progressively responsible administrative/management experience in a dynamic healthcare business or university environment OR relevant combination of education/experience.

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

ADDITIONAL REQUIREMENTS

• Excellent written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to multitask priorities adapt to change and work well under pressure.
• Strong interpersonal skills with ability to handle and maintain confidential information.
• Proficiency in MS Office applications: MS Word Excel PowerPoint and Outlook.
• Ability to work early morning evening or weekends on occasion may be required to meet department goals.

DESIRED QUALIFICATIONS

• Knowledge of UW systems and policies and procedures.

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.