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The Department of Medicine has an outstanding opportunity for a full-time Administrative Specialist.
The purpose of this position is to provide primary executive assistance the UWMC Chief of Medicine/Vice Chair, secondary support to the Director of Business Planning (DBP) and be the main administrative contact for their shared office. S/he will also manage the medical staff appointments within the Department of Medicine for UWMC, serve as the subject matter expert and oversee medical staff appointment processes and credentialing for over 350 active DoM faculty based at UWMC. Develop and maintain a compliance database for financial statistics/data and generate reports as needed. This position also supports faculty recruitment/retention within the Department of Medicine and any special projects that arise. These different areas require a high level of independent judgment, tact, professionalism, discretion, confidentiality and the ability to work in a complex and deadline-driven environment.
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.
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 Director of Business Planning. S/he will have extensive contact with a number of executives across UW Medicine and individuals from national and international groups. These credentialing processes require 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.
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 (30%)
Develop and foster partnerships/coordination across organizational boundaries as liaison for the Chief
Represent the goals and interests of the Chief to internal and external clients
Serve as the point of contact for Chief’s patients, interact with clinic staff, pharmacists, and follow up to ensure patients’ questions are addressed
Manage the Chief’s and DPB’s extremely complex schedules, setting meeting priorities according to urgency of discussion topic and ensuring commitments and obligations are met
Independently set meeting agendas, reserve conference rooms, A/V equipment as needed, coordinate guest presenter, prepare files and PowerPoint presentations, interview materials and handouts for meetings for the Chief and DBP
Develop and maintain tracking systems for visitors, phone calls, and external contacts
Develop 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
Complete complex travel arrangements for the Chief, visitors and potential faculty candidates
Maintain current memberships for Chief in medical societies, coordinates attendance at national and international conferences.
Independently develop the on-call scheduling of the Medication Stewardship Team and the scheduling of the three panelists/speakers for the weekly UWMC Chief of Medicine rounds
Continually screen confidential materials (from the 350+ faculty the Chief oversees), identify potential issues/concerns and decide which concerns warrant further review as part of the ongoing quality improvement efforts within the Medicine service
Liaise between the Chief of Medicine/VC and UWMC Medical Director, Risk Management and Patient
Relations offices during related resolution efforts
Prepare and edit correspondences, routinely involving confidential and politically sensitive information
Independently manage and plan budget expenditures for Chief of Medicine; pre-qualifies and previews all budget transactions
Monitor, analyze and reconcile financial transactions, process all invoices related to quality improvement projects, recruitment efforts, professional memberships, travel, catering and supplies
Point of contact for DBP’s team of revenue cycle managers and other staff and for internal/external contacts across UW Medicine
Provide administrative support to three UWMC Medicine Chief Residents including but not limited to: travel arrangements, seminar registrations, meeting support, budget and expense reimbursements, correspondence and ordering of office supplies
Provide secondary support for the Department of Medicine Chair’s Office as needed
Provide backup coverage for Chair’s Office and other ad-hoc projects in conjunction with the Chief’s office
Faculty Support and Special Projects (30%)
Manage complex interview, travel, and team meeting schedules, serving as primary contact for all applicants during the selection process for Chief Medical Resident, Hospitalist, and Medicine Consult positions at UWMC
Independently write letters of support for faculty appointments in all 13 Medicine divisions, ensuring timely completion in accordance with faculty and medical staff appointment deadlines
Independently writes concurrence letters for the Chief during each promotion in the 13 divisions within the DoM
Ad hoc special projects as assigned by Department leadership
Provide training and support of a variety of initiatives and projects
Medical Staff Appointments and UWMC Credentialing (20%)
Lead OMSA training and mentoring of new divisional staff in the Department of Medicine
Conduct periodic training sessions for divisional staff
Independently prepare meeting materials and provide comprehensive resource materials for staff
Manage staff access to MSOW and provide initial training and orientation
Liaise between the Department of Medicine 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
Manage and update existing reference material on the DoM intranet for the medical staff appointment section, making sure that accurate information is posted and available for the divisions’ use at all times.
Establish tracking system, monitor to ensure timely completion of documents for the Department and that they are accurately completed by the deadlines
Facilitate timely renewals of medical licenses and DEA certificates for faculty who are clinically active at UWMC.
Compliance Database (20%)
Develop and maintain a management system for compiling reports for compliance and financial statistics/data
Establish complex tracking systems for the office
Manage the compliance database for the Department of Medicine
Maintain accurate data for all providers who have a medical staff appointment at UWMC or SCCA
Enter compliance data as submitted by faculty
Manage the sending of reminder emails and serve as the primary contact for the Department
Generating reports for stakeholders as requested
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 a complete description of our benefits for this position, please visit our website, click here.
Bachelor's Degree in a related field and three years of related administrative/management experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Demonstrated dedication to equity, diversity and inclusion
Must have excellent written and verbal communication skills
Ability to work both independently and as part of a team
Excellent ability to independently manage multiple responsibilities concurrently under deadlines, pressure and highly adaptable to changing priorities
Effectively and efficiently organizing tasks and projects
Consistently applying sound professional judgment and critical thinking skills to address complex issues and solve problems
Strong writing skills for composing correspondence and editing documents
Proficient in Microsoft Word, Excel, PowerPoint and Access; good working knowledge of Internet and web-based applications
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.