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The Department of Urology has an outstanding opportunity for an Administrative Specialist.
Under the general direction of the HR & Faculty Affairs Manager, the Administrative Specialist will establish and monitor functions for recruitment, training, and record keeping in the School of Medicine’s department of Urology. The Administrative Specialist will coordinate administrative procedures for the administration group within the Department and work to ensure consistency and parallel processes throughout the department. Additionally, the Administrative Specialist will participate as an active and collaborative member of the Urology administrative team and will be instrumental in contributing to the department’s strategic management efforts.
Facilitate the recruitment of staff (professional and classified) positions and academic faculty for the department of Urology to ensure compliance with University, School of Medicine (SOM) and Department policies and procedures. Develop and coordinate position postings such as internet ads, and ads in regional newspapers and occupational publications. May pre-screen resumes and other materials submitted by applicants. May serve on interview panels. Schedule interviews for candidates and conduct reference checks. Communicate with applicants during various phases of the employment process. Facilitate administrative and procedural activities related faculty onboarding to ensure compliance with State (WA Medical Commission), OMSA (office of medical staff appointment), UWP or CUMG (Practice Plan), and UW (SOM & OAP) requirements.
In coordination with managers and supervisors, facilitate employee on-boarding and off-boarding. Ensure that documentation for hiring and separations are complete and that personnel files are completed and maintained according to SOM and department procedures. Communicate with appropriate Urology units to ensure that new hires have access to business services such as badges, UW medicine accounts, access to EPIC, I:drive, and a host of other research and enterprise data systems related to business need; ensure that access is terminated upon separation.
Develop and maintain central records management system for the department, ensuring compliance with UW record retention guidelines; records include financial, compliance, travel, personnel, training, FMLA, disability, labor relations and others. Work with administrative personnel within the department to develop complimentary and parallel filing systems. Work with UW Records Management to refine existing filing systems.
Manage training and licensure records and directly assist faculty to stay current with state or federal law as well as University, School of Medicine and UW Medicine required compliance. While not exhaustive this can include state licensing, DEA licensing, UW Medicine orientation, EMR (electronic Medical Record) training and LMS training (HIPPA, Waste, Fraud, Abuse, and billing compliance). In conjunction with the Campus HR, SOM and Academic Human Resources coordinate leaves (parental, FMLA, WA PFML, etc.) for department staff and faculty to ensure compliance with state and federal laws and regulations and with University policy. Assist with administration of employee recognition and teambuilding activities.
Working with other members of the Administration unit, develop and maintain intranet resources for administrative, operational and staffing information for Urology staff and faculty. Provide for restricted access to administrative section for certain levels within the organization. Link to University and SOM forms, documents, processes and best practices.
Oversee the maintenance, publication and distribution of the Department of Urology Employee Guide and Emergency Response Plan. Coordinate preparation, updating, editing, publication and distribution of Department of Urology policies and procedures.
Analyze, develop and establish procedures and apply administrative policies for the organization within assigned areas of responsibility. Participate as an active and collaborative member of the Department of Urology Administration team to include participation in lean (process improvement) efforts and initiatives. Provide effective leadership of diverse team members and actively support the department’s values, mission and vision. Participate in strategic planning and performance measurement initiatives.
Perform other duties as assigned
CORE COMPETENCIES •Personal integrity and trustworthiness •Manage stressful situations and changing priorities effectively •Anticipate, recognize and resolve problems •Responsible and accountable •Organizational skills and attention to details •Positive, optimistic, success-oriented attitude •Professional demeanor which includes being tactful and courteous •Professional work ethic •Promotes a safe work environment
MINIMUM REQUIREMENTS A Bachelor’s degree AND a minimum of two years of directly related experience. Directly related experience may be substituted for education on a year-by-year basis.
Additional Requirements: •Demonstrated excellent interpersonal and oral/written communication skills; ability to work successfully with people at all levels throughout the organization and with a wide range of constituencies. •Excellent organizational skills; ability to work independently and successfully coordinate multiple tasks within project priorities. •Demonstrated flexibility to meet changing needs and unpredictable deadlines. •Excellent problem-solving skills; ability to analyze complex information, and to define and solve problems. •Demonstrated ability to function effectively within a complex regulatory environment. •Demonstrated ability to interpret policies and procedures. •Strong project management background. •Demonstrated proficiency with standard productivity software include Microsoft Office Suite or equivalent.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal or job requirements such as license, certification or registration.
DESIRED REQUIREMENTS Experience in key SOM and UW business applications and administrative computing systems (AMC, Workday, EHR, etc.).
CONDITIONS OF EMPLOYMENT •Regular and predictable attendance is required. •While usual hours fall within standard business hours, work may be required during hours beyond standard business hours, including weekends. •Work is normally performed in a typical interior/office environment; however, program management may include outdoor or field work with exposure to the elements and variable weather conditions.
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.
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