Administrative Specialist, Patient Care Services

University of Washington•Seattle, WA

2d•Onsite

About The Position

Harborview Medical Center’s Patient Care Services has an outstanding opportunity for an Administrative Specialist. This position reports to the Associate Chief Nursing Officer over Ambulatory clinics and the Administrator over Behavioral Health. In partnership with the leadership team, this individual takes a dynamic role in supporting duties integral to the daily operations of the Patient Care & Ambulatory divisions, and which promote the Chief Nursing Officer’s initiatives.

Requirements

Bachelor’s degree
At least 4-5 years of progressively responsible administrative experience in a large, complex organization
A minimum of two years’ experience providing executive-level support in a health care/higher education setting preferred
Strong written and verbal communication
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

Basic familiarity with medical terminology

Responsibilities

Provide high‑level administrative support, including advanced word processing, spreadsheets, graphics, databases, Teams/SharePoint updates, and limited Kronos timekeeping
Manage Outlook calendars for Assistant Administrators and Clinical Director; schedule in‑person and Zoom meetings and respond on behalf of leadership
Prepare and distribute meeting invitations, agendas, reminders, and minutes for senior‑level meetings
Communicate professionally and clearly in writing; summarize recordings, type 45+ wpm, and maintain confidentiality (HIPAA)
Stay current on email communications and relay information accurately and promptly
Work independently and collaborate effectively with internal departments on behalf of administrators
Assist with onboarding of new staff; demonstrate basic familiarity with medical terminology
Demonstrate advanced proficiency in Microsoft Office and eagerness to learn new systems
Ensure compliance with PCS policies, safety standards, and regulatory requirements
Take initiative to support department needs, promote equity, and assist during peak workloads
Recommend and support process improvements through documentation, data tracking, and participation in initiatives
Prioritize workload, meet deadlines, maintain reliable attendance, and deliver high‑quality work
Demonstrate positive problem‑solving, professional communication, and respectful interactions with patients, visitors, and staff