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The Department of Radiology has an outstanding opportunity for an Assistant to the Director.
The Assistant to the Director helps the UWMC Chief of Service/Medical Director of Radiology contribute to the growth and success of the Radiology department by supporting all operational duties of the Chief of Radiology. Using independent judgment, the Assistant to the Director provides executive level support and manages all administrative functions. A major component of this position is to manage the day-to-day activities and ensure the operational efficiency for the UWMC Chief of Radiology/Vice Chair of Clinical Operations in his clinical and administrative roles.
The Assistant to the Director supports the UWMC Chief of Radiology through regular contact with faculty and staff within the Department of Radiology, as well as other UW Medicine departments, international radiological industry organizations and forming relationships with key individuals in both UW and external organizations in healthcare, academia, and business are also key functions of this position.
The Assistant to the Director will manage the flow of activity, work, and communication to and from the UWMC Chief of Radiology, thus enabling him to reach a high level of productivity and impact on the department. This position also frequently interacts with other Departments and sites.
ESSENTIAL DUTIES & RESPONSIBILITIES (Other duties may be assigned to meet business needs.)
•Act as a liaison between the Chief of Radiology and faculty regarding departmental policies, schedules, deadlines, communiques, etc. •Act as Chief of Radiology/Vice Chair's liaison with the UW Radiology Chair, School of Medicine, and Other Site Directors, Clinical Vice Chairs in several departments, and other senior administrators. •Interact with outside institutions regarding academic medicine and research (such as ACR, RSNA). •Support Chief of Radiology’s UW-Montlake and UW-Northwest (hospital) responsibilities, in enabling the effective, profitable, and patient-centered clinical operations at the UW Radiology site of practice – this involves interactions with all levels of hospital administration, Radiology department administration, department clinical staff, equipment manufacturers, other clinical department personnel, medical staff administration, and numerous hospital committees; this function centers on clinical operations of Radiology, including patient safety, customer satisfaction, quality of care, and financial success of the clinical department. •Support Chief of Radiology’s clinical compliance efforts utilizing such tools as compliance analysis and tracking for all MD-level personnel working at the UW Radiology site of practice. This is accomplished through regular communication with the UWMC Medical Director’s office. •Support Chief of Radiology's role in leading Joint Commission audits /initiatives, supporting ACR certification activities, and managing review and action on Patient Safety Net reports (PSN). This is accomplished through collaboration with the Radiology Department’s Physics Section Chief (accreditation) and the UWMC Director of Radiology (PSN). •Participate with the Chief of Radiology in his work for UW Medicine clinical and committee activities for the Department at UW-Montlake and UW-Northwest, Roosevelt, and Eastside Specialty Clinic; this includes managing logistics for meetings, coordinating schedules, maintaining membership/contact lists, securing documents and information, developing agendas, sending out meeting reminders, securing audio-visual support where needed, attending committee meetings to take minutes of meeting proceedings, providing meeting minutes in digital format, and uploading minutes to the website where needed. Contribute content of Committee meeting agendas as appropriate as well as track and follow up on progress of Committee activities and present data to the Committee members. •Act as Project Manager for projects as assigned by the Vice Chair; complete needed project paperwork using best practices and coordinate projects using Project Management principles with varying levels of management detail according to complexity of project. •Provide complete executive-level administrative leadership which includes managing the business operations of the Chief of Radiology's office; compose and track correspondence, independently maintain the Chief of Radiology's digital calendar, schedule meetings as requested, and keep track of all upcoming meetings and accompanying paperwork to ensure all official obligations are met; review and screen incoming mail and distribute outgoing mail; answer the phone, screen calls, and facilitate conference calls and international calls; receive visitors, faculty, fellows, residents, medical students, hospital personnel, vendors, and faculty candidates. •Keep Vice Chair's Curriculum Vitae (CV) and other documentation current (this function may be performed in conjunction with the section’s program coordinator). •Prepare lecture slides, lecture notes, and visual aids for the Vice Chair as requested. •Develop and administer special projects when needed. •Complete related duties as needed or assigned.
ADDITIONAL JOB DUTIES
Fiscal Responsibilities: •Maintain the Vice Chair’s DEA budget, with careful attention to departmental purchasing guidelines. Track all purchases (including Pro Card and UW budget purchases) in Purchase Path and reconcile JP Morgan Commercial Card account on a weekly basis. Respond to all inquiries regarding purchases in a timely manner; maintain all required documentation.
UW Medicine Demonstration Site Educational Services (Show-Sites): •Serve as the main point of contact for vendors (GE Healthcare and Philips Healthcare) requesting demonstration of UW Medicine’s use of installed equipment (GE Revolution CT scanners, SPECT/CT scanners, MRI scanners) to non-UW healthcare professionals. •This includes scheduling requested Show Site meeting dates/times in accordance with UW Radiologists and technologists’ schedules, greeting visitors upon arrival at the hospital and escorting them to the clinical areas, procuring signed Observer forms, introducing visitors to clinical staff and ensuring proper attendance of all visitors by UW staff before departing the clinical area. •Upon completion of the Site Visit, prepare Record of Completion, obtain all required signatures, and route to fiscal team for invoicing. Check on status of paid invoices and follow up as necessary on unpaid services. Reconcile Vice Chair’s revenue account quarterly to ensure all income and expenditures are accounted for properly.
Support Department of Radiology Operations Meetings (hospital side): •CT Operations •MR Operations •Ultrasound Operations •Nuclear Medicine Operations •Body Procedures/Imaging-Guided Services •IR Local Practice Council (LPC)
Communications Displays in UW Radiology Waiting Rooms: •Editor and content creator for all waiting room monitors in the Department of Radiology: five in the main waiting area, one in the CT waiting room, one at Roosevelt, and one at ESC. •Keep abreast of new content to prepare updated slides in PowerPoint, in collaboration with modality technologist supervisors in CT, MR, US, IR, NM, and Body Procedures, as well as Nursing Manager and Education Coordinator. •Upload and convert slides into the Xhibit signage program media library, add to playlists, schedule and publish for continuous loop playback on the communications monitors. •Prepare new content and code subtitles for videos. •Maintain contact with UWMC Teleservices Technology Project Manager, for all hospital-related digital signage requests.
MINIMUM REQUIREMENTS •BA degree in Business, Public Administration, Health Care Administration or related field. A minimum of 3 years of experience supporting a high-level Executive.
Additional Skills: •Excellent communication skills and ability to prioritize and reprioritize multiple projects, informed judgment and maintenance of a high level of confidentiality. •Facility in standard Microsoft Office software and Internet applications and flexibility/desire to learn new technologies. •Demonstrated initiative in resolving complex problems. •Ability to maintain attention to detail while remaining flexible in working with multiple faculty, senior administrators, and university officials. •Outstanding verbal, writing, reading, and communication skills. •Proficiency with the use of personal computers. •Facility with the use of E-mail for communication. •Facility with internet usage and online applications (or willingness to learn). •Facility with a spreadsheet program preferably Excel, a word processing/editing program preferably Word, presentation/drawing/slide program such as PowerPoint, and basic understanding of data base program such as Access. •Experience creating and carrying out digital surveys (e.g.: Catalyst, or other types).
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
DESIRED REQUIRMENTS •Knowledge of and experience with an academic or healthcare environment. •Skills in project management. •Knowledge of and experience with the University of Washington systems.
MISSION AND VALUES
Mission: To meet the clinical needs of patients and families we serve, to train the practitioners and leaders of tomorrow, and to advance imaging sciences to improve the human condition.
Physical Demands: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
While performing the duties of this position, the employee is regularly required to speak or hear. The employee frequently is required to sit; stand; walk; use hands to write, finger, handle or feel; and reach with hands and arms. The employee must occasionally lift and/or carry up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, depth perception, and the ability to adjust focus
Work Environment: •Schedule is normally 8a to 5p, M-F, but is not always fixed and workload does vary. The employee must be available to attend meetings that may be scheduled to end later than 5:00 pm on occasion. The incumbent’s first responsibility is to complete tasks rather than keep to a fixed schedule. Flexibility in schedule and intensity of work is necessary. •Some travel between sites will be necessary by UW Health Services shuttles or others.
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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