As the region's only Level I Trauma center, Harborview Medical Center (HMC) is well known for innovations and excellence in trauma care and its centers of emphasis: Trauma, Burn, Neurosciences, AIDS/STD CARER, and mentally-and medically- vulnerable populations. In addition to the centers of emphasis, HMC serves a mission population for King County. Harborview employees are committed to the vital role the institution plays in the immediate community, as well as the entire Northwest region. HMC is owned by King County and managed by the University of Washington (UW) and serves as a training site for UW’s School of Medicine. The UW is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. 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.
Under general supervision, the Administrative Assistant 3 provides complex administrative support and coordination for daily operations of the Patient Care Services department. Key functions include:
• Providing comprehensive meeting support for division leaders and their direct reports.
• Developing and maintaining calendars, travel itineraries, and overseeing event planning and coordination.
• Overseeing process improvement projects, maintaining confidential records, revising policies and procedures, and performing human resources and leave administration. Performing high-level clerical functions including advanced and complex word processing, graphics, spreadsheets and relational database tasks.
• Suggesting and implementing process improvement via feedback, documentation, clerical tools, and participation in committees and initiatives.
• Coordinating office operations and reception functions
Support and Coordination of Operations
Maintains administrator/director schedules. Identifies scheduling conflicts and resolves proactively. Provides high-level meeting support for division leaders and their direct reports, including room scheduling, agenda planning, catering coordination, AV setup, and taking minutes. Provides project and initiative support for leaders and their direct reports. Coordinates and prioritizes workload to meet timelines and deadlines. Gathers, analyzes and presents data such as process improvement initiatives, dashboards, staff and patient rounding statistics, stoplight summaries, variance reports, quality improvement measures and case reviews. Submits assigned projects, statistics, reports and/or other paperwork according to agreed-upon timelines. Establishes and maintains reasonable par levels and organization for office supplies. Maintains a well-organized and stocked desk area, which facilitates efficient department operation.
Collaborates with other clerical resources when necessary to obtain assistance in meeting peak workloads. Provides paper flow management for administrator/director – sorts mail, assigns priority to documents, files, collects signatures, etc. Documents and tracks requisitions for purchases orders, and capital equipment, continuing education, leave of absences, personnel and reimbursement requests. Possesses knowledge of PCS staff members and supervisors; is able to deliver mail and messages or find appropriate unit location. Receives messages and relays information accurately and in a timely manner. Acts as liaison communicating on supervisor’s behalf with senior management, faculty, staff, colleagues at other agencies/institutions, representatives of funding agencies and officials from professional organizations and interpreting policies and making decisions which facilitate progress of projects. Coordinates with senior hospital leadership, administrative officers, community leaders and local or state officials. Represents the administrator or director in situations requiring a high level of tact and diplomacy where the effect of an error in judgment may have significant impact. Establishes procedures and interprets and applies administrative policies within the division. Identifies and implements organizational system improvements to streamline operations. Creates documentation for processes and tasks. Assumes responsibility for travel arrangements, including itinerary preparation and processing travel reimbursement. Assists in the coordination of special events and projects. Contributes to relevant intranet websites. Audits site content regularly. Coordinates with supervisor and content management team when necessary.
Demonstrates awareness of and functions within PCS policies, procedures, and guidelines, safety, infection control, emergency, and equipment guidelines. Complies with guidelines for use of state resources, including appropriate use of internet and appropriate use of personal cell phone. Demonstrates a positive approach to problem solving: identifies inefficiencies and actively works to improve processes.
Ensures mandatory certification and training competencies are completed within provided time frame.
Remains current with information disseminated through email, voice mail, memorandums, and posted notices.
Attends and participates in departmental meetings, committees and/or projects as applicable; reads minutes or seeks follow-up if unable to attend. Demonstrates reliability in work attendance. Consistently wears identification badge. Contributes to group problem solving and is respectful of the comments of others. Gives and accepts feedback in a constructive and courteous manner. Promotes positive image of self, PCS Administration and departments, and Harborview. Apprises supervisor of actual and/or potential problems in a timely manner. Is able to resolve conflicts and/or direct to appropriate staff/department for resolution.
Performs complex word processing tasks such as merging and sorting; integrating text with graphics, spreadsheets and database files; uploading/downloading; and creating footnotes and outlines. Uses spreadsheets and database software to develop and maintain records. Prepares spreadsheets involving the development of formulas. Combines files to create reports.
Demonstrates proficiency with graphics software and makes recommendations regarding the appropriate graphic display of information. Demonstrates innovation in use of graphics, formatting, and design for projects. Performs transcription from rough draft or recording equipment, takes minutes of meetings, composes messages, meeting notices, and agendas; compiles and drafts reports, manuscripts, grant applications, financial statements, schedules, test materials, evaluations, and other documentation. Demonstrates ability to keyboard at least 60 wpm and transcribe from recorder (if applicable). Creates and maintains files (manual or electronic) in an accurate and timely manner. Efficiently retrieves office communications, papers, correspondence and pertinent project data. Proofs work, corrects spelling, grammar, punctuation and format, and organizes pages for ease of review before returning to requestor. Demonstrates proficiency in the use of communication tools in the department (e.g., fax, email, telephones, paging system). Uses office equipment (computer, copy/fax/scan machine, telephone, etc.) effectively and can direct others in appropriate use. Possesses knowledge of payroll system and administrative staff’s role in completion. Demonstrates proficiency in the intranet software platform. Possesses skills to make updates to intranet sites as needed.
KNOWLEDGE, SKILLS AND ABILITIES
Effective communication and service excellence skills. Complex clerical and database knowledge/skill using a variety of different software. Basic audiovisual equipment operation expertise. Knowledge of medical terminology. Demonstrated management/leadership skills including office organization, time and project management. Positive approach to problem solving: identifies inefficiencies and actively works to improve processes.
Advocacy and Customer Service
Maintains awareness of others and greets patients, families, visitors, managers, and staff in a manner that conveys a positive reception. Demonstrates an atmosphere/attitude of respect for human dignity and the uniqueness of each patient, visitor and staff member. Protects confidentiality of written and verbal information according to policy and procedure. Reports when illegal/unethical/unprofessional practice of another member of the health care team occurs. Follows appropriate channels to resolve concerns. Demonstrates courteous and professional communication skills with administrator, co-workers, visitors, patients and families. Receives and refers patient inquiries, compliments and complaints to appropriate department(s). Takes initiative for finding solutions to workplace inefficiencies and challenges.
Safety and Response to Emergencies
Participates in interdepartmental efforts to facilitate a safe environment. Understands and follows hospital and departmental protocol for emergencies and disasters. Takes immediate action to address environmental, equipment or engineering issues that present a potential safety risk. Functions within safety, infection control, emergency and equipment guidelines.
Quality Assessment and Improvement
Recommends and assists with implementing, as appropriate, solutions for resolving procedural system causes for incidents/risks. Develops clerical organization tools or systems that prevent errors/increase efficiency and accuracy; seeks cost-effective alternatives for routine and specialized office supplies and equipment.
Participates in QA/QI activities of the office through the participation in committees, implementation of process improvement initiatives and contribution of suggestions for improvement in patient care delivery.
Standards of Daily Practice
Seeks opportunities to help others. Aware of department needs and responds appropriately. Completes work in a timely manner, or asks for assistance. Quality of work at expected level. Follows through on delegated tasks. Able to prioritize workload requests appropriately. Demonstrates respect for patients, visitors and staff members entering the department. Works well as part of the team.
High School/GED AND four years of office or administrative support experience OR equivalent education/experience
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.