Req #: 238012

Department: DEPARTMENT OF NEUROLOGY

Appointing Department Web Address: https://neurology.uw.edu/

Job Location Detail: Harborview Medical Center & UWMC-ML

Posting Date: 11/27/2024

Closing Info: Closes On 12/04/2024

Salary: $3664 - $4882 per month

Limited Recruitment: Open to UW Employees only

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908_a11y.pdf)

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.

The Department of Neurology has an outstanding opportunity for an Administrative Assistant 3 to join their team!

This is a full-time classified position within the Department of Neurology, supporting the Neurology Medical Directors of both the Harborview Medical Center and the University of Washington Medical Center. This position is also expected to support events which the department hosts, and responding to legal or observation requests.

This position is expected to work at two different locations every week and on-site work is required up to 3 days/week. Work location will be at Harborview Medical Center and the University of Washington Medical Center Montlake.

UW Medicine Medical Directors and Faculty Administrative Support

• Support the administrative needs of the Medical Directors at Harborview Medical Center and the University of Washington Medical Center campuses.

• Responsibilities include setting up appointments/managing calendars, processing time-sensitive medical staff re-appointments, managing and updating faculty and trainee rotation schedules, and inputting data into Qgenda and hospital call schedule systems.

• Maintain a deep understanding of UW Medicine’s departmental structure and leadership, keeping organizational resources updated regularly.

• Independently prepare meeting agendas, reserve conference rooms, coordinate guest presenters, and prepare necessary files and materials for meetings.

• Coordinate all details for meetings led or organized by the Chief or Med Director- agendas, reserve meeting spaces, manage invites, file necessary permits, etc.

• Draft confidential correspondence on behalf of faculty concerning sensitive medical/legal issues.

• Manage updates to the Chief and Medical Directors CV in the School of Medicine format; update publications, conferences, talks and other information promptly

• Oversee, reconcile, and archive expense reports and reimbursements, and manage the Neurology Education budget.

• Liaise with department personnel to request, and track facility requests, computer/equipment and website/social media requests, maintenance, and updates.

• Provide backup support for the Department Chair's calendar management, ensuring professionalism and high-quality customer service. Legal and Observation Requests

• Manage the department observers’ program for UWMC and HMC observation requests.

• Work closely with applicants, faculty, and the Medical Director’s office on program requirements and applications to schedule observational learning opportunities; ensure the department is compliant.

• Manage the onboarding process for observers; ensure all paperwork is completed and facilitate a successful learning opportunity.

• Process badging requests and other onboarding materials for observers.

• Oversee all department legal inquiries and requests for our medical doctors.

• Work with the attorney’s office and physicians to schedule legal appointments.

• Submit and track all legal billing payments to UW Physicians (UWP). Event Management

• Manage and execute administrative and planning functions for non-educational department events.

• Facilitate event execution by booking venues, ensuring A/V requirements are met, preparing agendas, budgets, and timelines, assembling meeting materials, and arranging catering.

• Establish timelines for events, ensuring adherence to deadlines, budget, and UW and department policies.

• Manage and track any special program accreditation for Continuing Medical Education (CME) events, troubleshoot any issues with the CME Office.

• Create event budgets and ensure expenses are managed appropriately.

• Adhere to and enforce all UW and SOM policies regarding external support, donations, and educational grants.

• Market and promote department events through social media posts, flyers, and email blasts. Other Duties as Assigned

• Handle special projects as assigned by Department leadership and support a variety of initiatives and projects.

• Develop, implement, and update standard operating procedures for process improvement and standardization initiatives. MINIMUM QUALIFICATIONS

• High School/GED AND four years of office or administrative support experience OR equivalent education/experience. Desirable Qualifications

• Strong organizational skills with the ability to manage multiple priorities and projects, including scheduling and calendar management tools such as Qgenda and hospital call schedule systems.

• Excellent written and verbal communication skills, with experience drafting confidential correspondence.

• Demonstrated ability to prepare meeting agendas, coordinate logistics, and manage all aspects of event planning.

• Experience managing budgets, reconciling expense reports, and processing reimbursements.

• Familiarity with the structure and leadership of academic medical centers.

• Ability to maintain a high level of professionalism and provide excellent customer service.

• Strong attention to detail and accuracy in data entry and document preparation.

• Experience with social media and website management for event promotion.

• Ability to work independently and as part of a team, with strong problem-solving skills.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.