A remarkable team of nearly 30,000 caring professionals comes together each day at UW Medicine to improve the health of the public. For us, working here is not just a job—it’s a calling. As providers, faculty, scientists, staff and administrators from diverse backgrounds, we are united by our dedication to excellence in providing patient-centered care, conducting innovative research and teaching the next generation of healthcare professionals.
UW Medicine Faculty Practice Plan Services (FPPS) supports UW Physicians (UWP), a practice group for more than 1,800 physicians and other healthcare professionals associated with UW Medicine. UW Medicine includes Harborview Medical Center, UW Medical Center - Montlake, UW Neighborhood Clinics, UW Medical Center - Northwest, the UW School of Medicine, Valley Medical Center, and Airlift Northwest. UWP members also practice at the Seattle Cancer Care Alliance, a partnership of UW Medicine, Fred Hutchinson Cancer Research Center, and Seattle Children’s Hospital.
The UWP Administrator has an outstanding opportunity for a full-time, day shift, ADMINISTRATIVE PROGRAM MANAGER (Administrative Specialist). This role is responsible to the UWP President and Executive Director for specific executive level support activities. This position will oversee common functions performed by the chief administrative support position in a large, University-affiliated group medical practice. This position serves as coordination liaison between the UWP President and Executive Director and UW Medicine leadership and takes lead on significant projects and initiatives. This position will supervise administrative assistant staff supporting Executive Director or other leaders within the organization.
RESPONSIBILITIES Executive Liaison:
Direct and manage a variety of administrative & project/program activities for the President and Executive Director and their staff; effectively facilitate relationships, meetings and communication.
Serve as Administrative Specialist for the Leadership Evaluation Manager (LEM tool) and attend monthly LEM meetings, ensuring communication of all goal development deadlines (including 90-day plans) for UWP.
Maintain knowledge of UWP bylaws and Articles of Incorporation and assist UWP President, Executive Director and General Counsel in ensuring requirements are met.
In conjunction with UW Medicine Contracting & Payer Relations, assist with processes related to Medicaid Promoting Interoperability (formerly EHR Meaningful Use) for UWP providers and hospital-employed providers for whom UWP is the billing agent. Includes, but not limited to, research, developing policies, gaining provider proxies, registration, attestation, eligibility and audits.
Support leadership priorities in continual development of services provided to UWP providers for the organization. Includes coordinating with PMO Change, Communications and Learning Project Manager on the UWP Strategic Plan.
Executive Level Support:
Organize meetings; prepare background materials for Executive Director. As necessary, identify meeting rooms and ensure all required technology and other meeting logistics are addressed.
Coordinate development of executive level meeting agendas, including Board of Trustees and Executive Committee. Attend meetings, draft agendas and meeting minutes; coordinate review and completion of minutes and action items.
Attend Leadership team meetings. Coordinate preparation of meeting summary and task lists.
Participate in drafting and updating administrative policies and procedures and prepare them for publication (upload to intranet). Ensure all policies and procedures are formatted consistently and in accordance with developed guidelines. Track policies for expiration dates to ensure updates, accordingly.
Coordinate monthly Finance and Operations Report and monthly Rounding reports to circulate to the UWP Board and UW Medicine/School of Medicine leadership
Format and send e-mail communications to all members and staff using established distribution protocol.
Supervision of Administrative Staff
Management of administrative support team including training, planning and assigning workload, approving work schedules and leave requests, establishing performance expectations, and professional development.
Oversee maintenance of confidential calendars for several directors, including Executive Director's confidential calendar performed by an administrative assistant.
Oversee the management of confidential contract files. This includes vendor contracts, payer contracts, and in cooperation with UWP legal assistants, all UW Medicine entity agreements.
Oversee the preparation and coordination of travel arrangements for Executive Director, including travel itinerary, meeting schedules and reservations including compiling and submitting final travel expense vouchers and reports.
Supervise coordination of Medical Staff Onboarding (MSO) program, including identifying and proposing content changes as needed, registration of providers, collaborating with internal and external stakeholders, and track and enter completion status in various databases.
Bachelor's degree or equivalent combination of experience/education may be considered.
5 years of experience working as an administrative assistant/coordinator, with a minimum of 3 of those years supporting a senior level/executive individual
Experience working in a complex organization
Experience providing analytical, data management and/or reporting experience, including project, initiative, or process-related work.
Supervisory experience preferred
Experience in an academic healthcare environment preferred
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.