Join our award-winning team at UW Medical Center - Montlake. Among the top medical centers in the United States as rated by U.S. News & World Report 2019-2020 "America's Best Hospitals", UW Medical Center - Montlake prides itself on compassionate patient care as well as its pioneering medical advances. UW Medical Center - Montlake has again earned U.S. News & World Report’s No. 1 hospital ranking in Washington State and in the Seattle metropolitan area. It is the seventh consecutive year that UW Medical Center - Montlake has achieved both distinctions.
UWMC - MONTLAKE – PATIENT CARE SERVICES ADMINISTRATION > has an outstanding opportunity for an ADMINISTRATIVE SPECIALIST
The ADMINISTRATIVE SPECIALIST position is responsible for coordinating and facilitating executive level support activities and special projects for several Hospital- Administrators in Patient Care Services. This position will ensure effective department operations by providing responsive, independent, and effective administrative support in a highly confidential and professional manner.
The position requires a high degree of personal initiative, flexibility, and personal judgment in all assignments, strong communication skills, ability to organize and prioritize tasks to ensure smooth work flow, excellence of work standards, and an active interest in providing strong customer service. The position requires an above average ability to adjust to rapid changes, all of which are continuing challenges. Performs all duties in a manner that promotes a team concept and reflects the mission, vision and values of UW Medical Center.
Serves as principal assistant and liaison to a minimum of three Administrators in Patient Care Services. Maintains calendars and coordinates day-to-day activities. Scheduling is accomplished with sensitivity to the issues within the organization, the time required for a specific meeting, and advance preparation time required by management. Executives are kept apprised of meeting dates and appointments and provided necessary supporting materials on a timely basis. Issues reminders, and alerts management of important commitments. Ensures that all official obligations are met.
Manages requests from multiple sources through effective prioritization and time management.
Serves as communication liaison for three Administrators in Patient Care Services. The information conveyed may concern hospital policy, human resource management, strategic initiatives, and value management.
Effectively and sensitively screens phone calls, and interfaces with a high level of clientele. Messages are presented in a logical and well-organized manner. Calls are routed to appropriate departments or handled directly when not specifically requiring the attention of the Administrators.
Coordinates and handles highly confidential information pertaining to personnel performance matters, labor relations, salary information and negotiations, and medical-legal privileged communications. Communications on these issues must be handled with the highest degree of professional skill and strict confidentiality.
Independently arranges and coordinates events. Schedules appropriate room accommodations, makes equipment requests, and orders catering for functions as needed.
Anticipates and takes responsibility for customer satisfaction. Behaves professionally and ethically in interactions with others. Treats individuals including patients, co-workers, supervisors, management, patient families, physicians, volunteers, visitors and others with respect, dignity and fairness.
Incoming correspondence (including mail, fax, email, voicemail) is screened, highlighted, and annotated for appropriate activity in a timely manner. Develops well-written responses to routine correspondence for Administrator’s approval. Accuracy of work, timely processing and tracking of materials is important as it reflects on the public relations image of the Administrators and medical center as a whole.
Manages systems, processes, and resources as assigned that support the functions of the Administrator’s division.
Assures completion of surveys and reports by appropriate internal personnel for external constituencies. Takes responsibility for becoming knowledgeable and in compliance with applicable requirements of such regulatory agencies as the Joint Commission on Accreditation of Healthcare Organizations (JCAHO), the Department of Health (DOH), etc.
Records, composes and edits minutes of meetings as requested by the Administrators as requested. Assures maintenance of original minutes. Meets agenda preparation/mailing requirements in a timely manner.
Prepares purchase requisitions, pays invoices, and prepares accounting spreadsheets as required for the Administrators as requested.
Makes travel arrangements, working independently with travel agencies and other organizations to assure that necessary registrations and confirmations are completed in a timely manner for the Administrators as requested.
Responsible for organizing, maintaining and retrieving from a multi-disciplinary filing system. This includes preserving and archiving historical documents.
Effectively utilizes assigned programs and software. Strives to learn new features and uses for software that improves the quality and quantity of work in the department. Examples include Zoom and MS Teams.
Supports and promotes new or evolving procedures and routines. Participates actively in the change process and offers suggestions for new approaches to improve efficiency and productivity.
Encourages team cooperation and fosters the development of trust. Actively facilitates and supports team decisions. Goes beyond responsibilities to help team accomplish tasks and goals. Takes initiative to resolve conflict. Is sensitive to the impact of decisions on others. Serves as a role model in professional behavior for medical center administration.
Performs challenging tasks effectively. Anticipates problems and independently takes corrective action prior to completing the task. Strives at continuous quality improvement to achieve quality work the first time every time. Takes initiative to ensure procedures are continually meeting required customer needs.
Performs reconciler duties for ProCard purchases as requested.
Completes special projects or assignments as required by senior leadership and/or supervision. Assists with outside board/committee obligations, community presentations, and professional membership requirements.
Bachelor’s degree in Business Administration, Communications, Public Health or related field AND at least four to five years of progressively responsible administrative/management experience in a large, complex organization.
Basic computer knowledge. Ability to handle executive level confidential information with high level of tact, discretion and diplomacy. Ability to work under pressure of frequent deadlines, constant interruption, and changing priorities in a high volume academic setting. Excellent oral and written communication skills, including demonstrated competency in preparation of correspondence, written reports, and minute taking. Proficiency with MS Word for Windows, Electronic Calendar (MS Outlook preferred), Email, Excel, and PowerPoint (or comparable graphics software). Video conferencing experience with Zoom preferred.
An equivalent combination of education and experience may substitute for stated requirements.
Two years of EXECUTIVE ASSISTANT experience providing executive-level support in a health care/higher education setting 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.