Administrative Assistant

University of Washington Medical Center•Seattle, WA

1d•Hybrid

About The Position

The Department of Emergency Medicine has an outstanding opportunity for a Administrative Assistant 2 to join their team. Position Overview: We are seeking a highly organized and detail-oriented individual to join our medical residency program as an Administrative Assistant. In this role, you will provide comprehensive administrative support to the program, ensuring efficient and effective operations. You will be responsible for a wide range of tasks, including scheduling appointments, coordinating meetings, managing correspondence, performing clerical work, and assisting with special projects or events. The ideal candidate will have excellent communication skills, strong attention to detail, and the ability to work independently in a fast-paced environment. This position supports the University of Washington’s Emergency Medicine Residency Program and is eligible for 2–3 days of telework per week. Early morning, in-person availability on Thursdays is required, with workdays beginning as early as 6:00 a.m. The role includes exposure to medical content in an educational and academic context. The position is primarily based at Harborview Medical Center but requires occasional travel to the University of Washington main campus or to event locations within the city of Seattle.

Requirements

Requires High School/ GED AND two 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

Bachelor's degree preferred.
Proven experience in an administrative support role, preferably in a healthcare or educational setting.
Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
Strong written and verbal communication skills, including the ability to compose professional letters and memos.
Proficiency in using office equipment and software applications, including word processing, spreadsheets, and online calendars.
Ability to exercise sound judgment and make decisions independently when necessary.
Attention to detail and accuracy in all work performed.
Flexibility to adapt to changing priorities and handle multiple tasks simultaneously.
Professional and friendly demeanor with the ability to work collaboratively in a team environment.
Discretion in handling sensitive and confidential information.
Knowledge of medical residency programs and Graduate Medical Education (GME) regulations is a plus.

Responsibilities

Schedule appointments and meetings for the medical residency program, ensuring all necessary participants are available and meeting areas are prepared with equipment and food as required.
Send correspondences, including letters and memos related to the normal operations of the Graduate Medical Education (GME) Program.
Take minutes during meetings, prepare agendas, and distribute materials to meeting participants.
Engage in telephone correspondence, answer and deliver phone messages promptly and accurately.
Perform various clerical tasks such as word processing, copying, typing, filing, and record keeping.
Engage in routine decision making and consult with appropriate individuals as necessary.
Manage departmental supplies and ensure their availability by monitoring inventory and placing orders as needed.
Make conference and travel arrangements for department members as directed.
Open and distribute mail within the department.
Assist in planning and organizing special projects or events, both departmental and corporate-specific, ensuring smooth execution.
Serve as a liaison between the medical residency program and other departments within the organization.
Utilize advanced computer skills to perform tasks such as database data entry, spreadsheet management, and online calendar maintenance, tailored to departmental needs.
Undertake regular or ad-hoc projects assigned by the department or other corporate task forces.