All across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student and colleague is valued and honored.
UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals.
The UW MEDICINE CONTRACTING DEPARTMENT has an outstanding opportunity for a full time, day shift, ADMINISTRATIVE SPECIALIST. The ADMINISTRATIVE SPECIALIST provides high level administrative assistance to the Chief Contracting Officer and the Contracting department, as well as back up for the Chief Financial Officer and the Finance Administration division in a combination of functional areas including calendar management, executive secretarial support, budget & record management, minutes and report preparation, office management, personnel administration, and public relations.
The ADMINISTRATIVE SPECIALIST will:
Provide complete and complex calendar support for payer meetings, negotiations, Administrative meetings, Director and CCO calendars, and complex multi participant meetings for the entire department
Serve as communication liaison for the department. Screen, direct, and prioritize calls as established by office policy, maintaining confidentiality and professionalism. Investigate and resolve inquiries/ complaints to determine best outcome in assisting staff, vendors, potential position applications, and patient’s, using available UW resources, alerting the Chief Contracting & Payer Relations Officer as warranted
Interface with the HMC/UWMC/UW Medicine and UW Boards of Trustees, governmental agencies’ representatives, senior level management, university staff, outside business entities and patients, as needed. Exercising independent judgment, resolves a wide range of administrative problems within the goals and policies of Contracting & Payer Relations, Finance Administration, Harborview Medical Center, and the University of Washington Medical Center
Maintain calendars for UW Medicine Chief Contracting & Payer Relations Officer. Ensure comprehensive meeting information to facilitate attendance by appropriate persons. Ensure materials are ready and available to the CCO as needed for the appropriate meetings
Contact appropriate persons for building maintenance issues, assists with office machine maintenance, orders and maintains supplies, determining repair versus replacement value
Coordinate travel arrangements when necessary, applying established UW travel policies, inputting into electronic system for reimbursement to staff as needed
Assist with committees chaired by various Directors, the CFO or the CCO. Includes but not limited to scheduling meetings; coordinating agenda setting; production of agendas and materials, prepare & distribute meeting materials; taking and writing minutes executive level meetings. Follow-up on action items as necessary. Maintain the permanent records of the committees
Provide direct support for UW Medicine Chief Contracting & Payer Relations Officer, Contracting Directors, contracting staff, exercising independent judgment to provide timely and efficient results as situations arise. Also provides support for the UW Medicine Chief Financial Officer in the absence of his/her administrative support
Participate in preparing the annual budget, productivity statistics, ODB, rounding and other data for UW Medicine Contracting & Payer Relations providing prospective analysis to assist in budget forecasting. Compile, track and provide analysis of statistical data regarding negotiated rate cases involving confidential patient information. Prepare confidential Facility re-credentialing packet with contracted health plans, compiling and assembling various licensing/certifications, ensuring current status of same. Prepare monthly statements for the Chief contracting officer to track budget to actual status. Prepare monthly ODB statistics for finance
Track all official communications between payers and UW Medicine utilizing tracking tools to record associated events
Organize and maintain required record keeping regarding, but not limited to, the use of University of Washington credit card (ProCard). Complete monthly reconciliation process, ensuring purchases are consistent with University policy
Maintain and oversee the UW Medicine Payer & Contracting intranet pages, including but not limited to editing/creating webpages in SharePoint and uploading and organizing documents for hospital-wide access.
Prepare and/or transcribe correspondence, reports, and presentation materials. Supports research, planning and analysis support for special events and projects, utilizing the internet as necessary
Process sensitive and confidential materials and information. Screen and distribute mail. Input/ track purchases into electronic requisitioning system, monitoring through payment process. Purchase and oversee office supplies for the local department. Organize, maintain and retrieve information/permanent records from a multidisciplinary filing system. Creating and retiring records as necessary
Manage the HBI DB for all front line/PFS and Finance as a resource and manage the contracting workgroups files DB
Bachelor's degree in Business Administration, Healthcare Administration, or other related field
5+ years of progressive responsible experience in fast paced, multi-faceted administrative support role with competing priorities and responsibilities, including at least 2 years’ experience as an executive administrative assistant
Equivalent experience may substitute for degree requirement
Ability to practice effective organizational skills so that workload is prioritized and deadlines are met
Ability to balance multiple projects and priorities and meet deadlines in a fast-paced high stress Environment
Assumes a leadership role in the development of office efficiency and effectiveness
Assists with communication flow to the Chief Financial Officer, UW Medicine Contracting Officer, Director of Contracting, Director of Provider Relations
Coordinates meeting schedule and calendar efficiently and prepares participants for meetings
Facilitates professional and courteous customer service to a broad range of clients
Maintains/improves knowledge and skills related to operations of the office, use of equipment and Technology
Summarizes data and information in both written and verbal form
Knowledge of UW Travel procedures
Demonstrated technology/software skills using PC, Laptop computer, printer, scanner, LCD Projector, MS Word, Excel, PowerPoint, Outlook
POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY:
The Executive Assistant position is an integral unit of support for the on-going operations of Contracting and Finance, and the interaction involved with the various components of UW Medicine. The contracting department serves all 8 entity components of UW Medicine without bias.
CONDITIONS OF EMPLOYMENT:
Strong organizational skills and multitasking are required in this fast paced, high stress environment to manage the pressure of deadlines and changing priorities for multiple managers and directors. Knowledge is required of the financial processes, concepts, and terminology unique to a full service health system, and academic medical center, a public district hospital and a level one trauma center and its governing board.
UW Medicine includes Harborview Medical Center, UW Medical Center - Montlake, UW Medical Center - Northwest, Valley Medical Center, UW Neighborhood Clinics, UW Physicians, UW School of Medicine, and Airlift Northwest.
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.