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The Department of Medicine is the largest department in the School of Medicine with over 4500 staff, faculty, trainees and students and an annual budget of approximately $500,000,000 consisting of patient care revenue, sponsored research funds, endowments and gifts, state funds and affiliated hospital funding associated with the academic programs within the department. The department is made up of thirteen subspecialty divisions: Allergy and Infectious Diseases; Cardiology; Dermatology; Gastroenterology; General Internal Medicine; Gerontology & Geriatric Medicine; Hematology; Medical Genetics; Metabolism, Endocrinology and Nutrition; Nephrology; Oncology; Pulmonary, Critical Care and Sleep Medicine; and Rheumatology. These divisions occupy space at multiple sites including University of Washington Medical Center (UWMC), Harborview Medical Center (HMC), Veterans Administration Puget Sound Health Care System (VAPSHCS), Puget Sound Blood Center (PSBC), Fred Hutchinson Cancer Research Center (FHCRC), Seattle Cancer Care Alliance (SCCA), and other locations in the Seattle area.
The Department of Medicine has an outstanding opportunity for a full-time Executive Assistant.
This position requires a high degree of personal initiative, ability to problem-solve independently, strong communication skills and high computer competency and adaptability. The Executive Assistant will work with the Chief to develop and implement policies and procedures for the newly created position of UWMC Chief of Medicine/Vice Chair. This position must be able to manage a complex workload and to independently and effectively prioritize the varied departmental needs and requirements in the scheduling of the Chief/Vice Chair's workload including researching and preparing materials needed for high-level meetings. This same expert-level support and judgment is also required in the coordination of the workload for the Associate Director.
The Executive Assistant to the Service Chief will provide primary administrative support to an executive head (Chief of Medicine at the University of Washington Medical Center and Vice-Chair of the Department of Medicine), and secondary support to the Associate Director for Clinical Practice. This position will be expected to exercise independent judgment and discretion in work related to Department of Medicine policies and business operations. This position serves as one of the principal designated assistants of the Department of Medicine and its 13 Divisions, locally, nationally, and internationally. In this capacity, the individual serving in this position will assure that all of the Chief/Associate Director’s numerous responsibilities and obligations are met not only to the Department, School and University, but also to the University Medical Center.
DUTIES AND RESPONSIBILITIES:
Executive Assistant Support
This position serves the UWMC Chief of Medicine/Vice Chair (Chief) of the Department of Medicine (DoM) and is the primary administrative contact for this office. Manages all functions and activities for the Chief; this requires a high level of independent judgment, tact and the ability to work in a complex and deadline-driven environment. The person in this position has extensive contact with a number of executives across UW Medicine and represents the Chief’s office on various committees and teams. Develops and fosters partnerships and coordination across organizational boundaries as liaison for the Chief, representing the goals and interests of the Chief to internal and external clients. Serves as contact for Chief’s patients, interacts with clinic staff, pharmacists, and follows up to ensure patients’ questions are addressed.
Manages the Chief’s extremely complex schedule, setting meeting priorities according to urgency of discussion topic. Independently sets meeting agendas, coordinates guest presenter, prepares PowerPoint presentations and handouts for meetings. Develops and maintains tracking systems for visitors, phone calls, and external contacts. Monitors and updates calendars daily to ensure Chief’s commitments and obligations are met.
Responsible for the development of research projects, teaching curricula and meeting materials in connection with the Chief’s local, regional and national responsibilities as Professor of Medicine and Vice-Chair of the DoM, completing complex travel arrangements for the Chief as well as visitors and potential faculty candidates. Responsible for maintaining current memberships for Chief in medical societies, coordinates attendance at national and international conferences. This effort often involves extensive contact with individuals from national and international groups.
Independently develops complex annual UWMC inpatient ward attending schedules for more than 80 DoM physicians for all seven inpatient attending teams at UWMC, considering their clinic schedules, conference travel and divisional obligations.
The Chief of Medicine has oversight of approximately 350 faculty at the UWMC, both as Chief of Medicine and as Associate Medical Director of the UWMC. As part of the ongoing quality improvement efforts within the Medicine service, the assistant continually screens confidential materials, identifying potential issues/concerns and deciding which concerns warrant further review. The assistant serves as the primary liaison between Chief of Medicine/Vice Chair and UWMC Medical Director, Risk Management and Patient Relations offices during related resolution efforts. Prepares and edits correspondence, routinely involving confidential and politically sensitive information.
Independently manages and plans budget expenditures for Chief of Medicine; pre-qualifies and previews all budget transactions. Monitors, analyzes and reconciles financial transactions, processing all invoices related to quality improvement projects, recruitment efforts, professional memberships, travel, catering and supplies.
This position also provides secondary support to the Associate Director for Clinical Practice (Associate Director), coordinating with several other executive offices within the organization to complete this task. This effort routinely involves sensitive information, requiring a high level of professionalism, discretion and confidentiality. This position serves as contact for Associate Director's team of revenue cycle managers and other staff and for internal/external contacts across UW Medicine. Manages the Associate Director's schedule, coordinating meetings, reserving conference rooms and A/V equipment as needed, prepares files, interview materials and handouts as requested.
Develops and maintains tracking systems for visitors, phone calls, and external contacts. Monitors and updates calendars daily to ensure Associate Director's commitments and obligations are met.
Prepares and edits correspondence for the Associate Director, requiring a high degree of discretion and confidentiality.
Responsible for providing administrative support to three UWMC Medicine Chief Residents, to include travel arrangements, seminar registrations, meeting support, budget and expense reimbursements, correspondence and ordering of office supplies.
Faculty Support and Special Projects
The DoM's faculty recruitment and retention efforts are supported by setting meeting itineraries and arranging travel, lodging and transportation for potential candidates. During the selection process to fill Chief Medical Resident, Hospitalist, and Medicine Consult positions at UWMC, this position manages complex interview, travel and team meeting schedules, serving as primary contact for all applicants.
Independently writes letters of support for faculty appointments in all 14 Medicine divisions, ensuring timely completion in accordance with faculty and medical staff appointment deadlines. Independently writes concurrence letters for the Chief for each promotion in the 14 divisions within the DoM.
Ad hoc special projects as assigned by Department leadership and provides training and support of a variety of initiatives and projects.
Medical Staff Appointments and UWMC Credentialing
Manages the medical staff appointments for the Department of Medicine for UWMC. Serves as the subject matter expert for the Department of Medicine’s 13 divisions, overseeing medical staff appointment processes and credentialing for over 350 active DoM faculty based at UWMC.
Responsible for OMSA training and mentoring of new divisional staff in the DoM, conducting periodic training sessions for divisional staff. Independently prepares meeting materials and provides comprehensive resource materials for staff. Manages staff access to MSOW, providing initial training and orientation. Primary liaison between the DoM divisions and the Office of Medical Staff Appointments (OMSA), ensuring compliance with UW Medicine Medical Staff Policies, Medical Staff Bylaws and regulatory requirements at all times. This requires extensive knowledge and interpretation of UW Medicine policies and an extraordinary orchestration effort between the Chief’s office, administrators at the DoM divisions, OMSA, and the Medical Directors’ offices at UWMC, SCCA, and HMC.
Manages and updates existing reference material on the DoM intranet (DoMWeb) for the medical staff appointment section, making sure that accurate information is posted and available for the divisions’ use at all times.
Establishes and monitors tracking system to assure timely completion of documents for the Department, ensuring that deadlines are met and forms completed accurately. Facilitates timely renewals of medical licenses and DEA certificates for faculty who are clinically active at UWMC.
Create management systems for compiling reports for compliance and financial statistics/data and establish complex tracking systems for the office.
Manages the compliance database for the Department of Medicine, maintaining accurate data for all providers who have a medical staff appointment at UWMC or SCCA. Serves as primary contact for the Department, entering compliance data as submitted by faculty, managing the sending of reminder emails and generating reports for a number of stakeholders. Collaborates on an ongoing basis with DoM divisions, Employee Health, the Medical Director’s office, and OHM/IT to keep the database (currently well over 900 listings) updated.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Bachelor's Degree and a minimum of three years of related administrative/management experience.
Must have excellent written and verbal communication skills; the ability to work both independently and as part of a team, and excellent ability to independently manage multiple responsibilities concurrently under deadlines, pressure and highly adaptable to changing priorities; skilled in effectively and efficiently organizing tasks and projects. Consistent in applying sound professional judgment and critical thinking skills to address complex issues and solve problems.
Must have strong writing skills for composing correspondence and editing documents.
Must be proficient in Microsoft Word, Excel, PowerPoint and Access; good working knowledge of Internet and web-based applications.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience in project management and financial analysis.
CONDITIONS OF EMPLOYMENT
Requires a flexible work schedule to meet unexpected deadlines.
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 Workforce 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.