Administrative Assistant 3

University of Washington•Seattle, WA

6d•Hybrid

About The Position

Under general direction, this position will independently perform complex administrative support functions with delegated authority from the Assistant Director of Operations of the Department of Radiation Oncology. This position will exercise judgment to solve unusual administrative problems in a way consistent with the objectives and policies of the Department, School of Medicine, and University. This position will be responsible for providing support to department faculty clinicians.

Requirements

Requires High School/ GED AND three years of office or administrative support experience
Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Nice To Haves

We are seeking a positive, reliable, and self-motivated individual who is able to multi-task in order to support the faculty within the Department of Radiation Oncology.
The role requires dedication to an inclusive work style, superior attention to detail, great organizational skills, and the ability to juggle multiple competing requests with very little guidance.
Confidentiality and discretion are critical as well as the ability to switch gears at a moment’s notice.
Strong interpersonal, teamwork, and customer service is a must.
Excellent written and verbal communication skills.
Strong organizational skills
Proficient with computer using the following programs: MS Office Suite (Outlook, Word, Excel, PowerPoint, etc.).
Commitment to working in an environment in which diversity is appreciated.
Ability to work with minimal supervision in a hybrid working model.
Familiarity with academic and clinical practices
Demonstrated interpersonal skills that enhance communication
Proven ability to take initiative and implement ideas.
Willingness to work in a diversified team setting.
Familiarity with Epic scheduling system

Responsibilities

Using Microsoft Outlook including Teams, Epic, and QGenda manage the physician calendars and schedules and coordinate meetings.
Without supervision, perform a wide range of highly confidential tasks and ensure that priorities and deadlines are met. This requires a strong ability to understand and strategically prioritize tasks.
Serve as first point of contact for Faculty.
Maintain a high level of professionalism and customer service in managing inquiries and coordinating responses.
Communicate effectively on matters involving the Department, employing tact and diplomacy and interpreting departmental policies and procedures.
Handle sensitive and urgent matters in a thoroughly professional and timely manner with careful attention to detail and confidentiality.
Have frequent contact with individuals such as senior management staff, faculty, external faculty and administrative officers as it relates to the department administrative office.
Perform difficult, complex, technical, and/or specialized office support work, which requires the exercise of independent judgement, and a detailed knowledge of the activities and procedures specific to the department.
Compose, prepare and transmit confidential and sensitive written and verbal communication on behalf of the faculty in the Department Radiation Oncology.
Prepares correspondence, reports, forms, work orders, meeting notes, and specialized documents related to the organizational unit; proofreads materials for accuracy, completeness, and in compliance with departmental policies.
Perform advanced level word processing, development of templates, and tables, charts and graphs for use with, but not limited to department reports and staff/academic personnel mailings.
Provide assistance with the annual review process in coordination with the Admin and HR teams.
Provide support with leave requests, conference/meeting travel arrangements and reimbursement requests.
Under the supervision of the QGenda admin team, provide support for faculty using the QGenda software tool, answer basic questions
With delegated authority and using independent judgement, identify and organize processes to enable complex administrative support across UW Medicine and FHCC facilities for physicians.
Develop new administrative procedures and improve processes.
Establish and maintain records/databases
Independently manage other special projects and events as requested by department Associate Director of Operations
Provide direct or back-up support for the other team administrative staff as needed and coordinate with other staff to accomplish the overall mission of the unit.
Proactively coordinate workload within the office to ensure adequate team coverage at all times.