Administrative Specialist (NE S 7)

University of Washington Medical Center•Seattle, WA

1d•Onsite

About The Position

The Department of Emergency Medicine has an outstanding opportunity for an Administrative Specialist to join their team. The Department of Emergency Medicine within the School of Medicine at the University of Washington is comprised of core faculty, contracted faculty, courtesy faculty, resident physicians, and fellows spread across three major sites: Harborview Medical Center (HMC), University of Washington Medical Centers (UWMC), and Seattle Children's Hospital (SCH). Emergency Medicine (EM) faculty represents the front line in HMC and UWMCs hospital emergency departments and serve the City of Seattle, King County, and WWAMI (Washington/Wyoming/Alaska/Montana/Idaho). Emergency Medicine has an outstanding opportunity for an Administrative Specialist to fulfill an administrative management role within the Department. The incumbent in this role will partner with senior leadership to lead EM’s administrative office operations at Harborview Medical Center and the University of Washington Medical Center. Success in this role requires a high degree of personal initiative, flexibility, and personal judgment with strong communication skills and an expert ability to organize and prioritize tasks. This position also requires an exemplary ability to adjust to rapid changes and the ability to perform all duties in a manner that promotes a team concept that reflects the mission, vision and values of Emergency Medicine. This position is located in the Harborview Medical Center and reports to the Department Vice Chair of Finance and Administration.

Requirements

Bachelor’s degree in healthcare management, business, or communications and 2-4 years progressively responsible administrative/management experience in a dynamic healthcare, business or university environment OR relevant combination of education/experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Excellent written and verbal communication skills.
Excellent organizational skills and attention to detail.
Ability to multitask, priorities, adapt to change, and work well under pressure.
Strong interpersonal skills, with ability to handle and maintain confidential information.
Proficiency in MS Office applications: MS Word, Excel, PowerPoint, and Outlook.
Ability to work early morning, evening or weekends on occasion may be required to meet department goals.

Nice To Haves

Knowledge of UW systems and policies and procedures.

Responsibilities

Office Management & Oversight
Provide leadership, direction and coordination of Emergency Medicine administrative office staff to facilitate smooth office operations.
Ensure coordinated effort and collaboration on day-to-day operations ranging from routine to urgent and complex.
Improve office operations, decrease turnaround times, streamline work processes, and work cooperatively with faculty and staff to provide quality service.
Develop policies and procedures, oversee the execution and step-in daily on implementation in the areas of facilities, IT, phone support, supplies, mail, badging, parking and keys.
In partnership with the Chair’s Assistants, ensure that the Chair’s priorities and obligations are met by developing and maintaining complex calendars and schedules, meetings and travel arrangements; provide day-to-day operational support; and execute as Chair’s executive assistant when needed.
Complete complex tasks and projects quickly utilizing the right mix of independent judgement and consultation with leadership, react with appropriate urgency and an unyielding sense of calm to situations that require a quick turnaround.
Develop, manage and maintain excellent working relationships within the School of Medicine and the Hospitals, diplomatically and effectively represent Emergency Medicine on all matters internally and externally from across a variety of organizational contexts, areas of expertise, and professional experience.
Confidently and successfully communicate with all individuals, including Emergency Medicine faculty and staff, by representing Emergency Medicine through high-caliber, timely, and considerate written and oral communication.
Conduct work with a high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals.
Independently resolve complex administrative problems and answer questions relating to established policies and procedures.
Serve as a resource for the faculty, staff, students and guests.
Keep Vice Chair apprised of any issues or problems.
Partner with the Vice Chair on the leadership of the Administrative Coordination workgroup meetings, collaborate on strategic planning, utilization of resources, project definition and forecasting alignment of support for Department programs.
Quality Improvement & Project Management
Quality Assurance Program: Design, produce and analyze reports to support data driven executive decisions and strategies for quality of care in medical centers.
Perform quality assurance data review, interpret data and contribute to continually improving reporting processes.
Reporting: Develop monthly statistical reports for the QA/QI Director.
Provide graphical data based on identified criterial that assesses Emergency Room statistics.
APP Program: Lead the Advanced Practice Providers Annual Review process: develop data collection methods from multiple sources and present information gathered to QA/QI Director.
APP Program: Set up complex interview schedules, working directly with Faculty and Advanced Practitioner Provers to establish interviews; involves a high-level of contact with leadership within EM and other specialties.
Faculty Contact Databases: Responsible for maintaining accurate faculty contact information in EM systems, including: Shift Admin, Teleria, and the phone list by conducting a semi-annual validation process; and updating systems as needed.
Space Planning: Assist the Vice Chair with space planning and remodeling projects; providing project management assistance with timelines, communication and implementation of space designs.
Special Projects: Independently manage special projects as requested by the Department Chair, Medical Director and Vice Chairs, including defining project scope, conduct research, analyze and prepare information, reports, correspondence and other materials.
Other duties as assigned.
Medical Director’s Office Operations
Ensure that the Medical Director’s priorities and Quality Assurance initiatives and obligations are met by developing and maintaining complex calendars and schedules, meetings and travel arrangements.
This requires a strong ability to understand strategic priorities and make independent decisions that have a significant impact on the operational effectiveness of the department.
Assist the ED Operations Faculty, QI Director and the Lead Advanced Practitioner Provider with all administrative tasks, including: compiling data, analyzing information, running reports, creating charts and graphs, formatting PowerPoint presentations; and special projects as assigned.
Assist with faculty communication and meetings; including scheduling, independently preparing agendas and material, gathering, synthesizing and disseminating information, including conference room reservations and set-up, attending meetings, drafting and editing comprehensive meeting summaries and managing follow-through on assignments from meetings.
Makes decisions or recommendations policy development and analysis, and Departmental administrative services.