ADMINISTRATIVE SPECIALIST
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Job Title : ADMINISTRATIVE SPECIALIST
NORMALIZED JOB TITLE* : Database Administrator
Job Display Categories : Administrative / Clerical,Education,Customer Service,Healthcare,Engineering
Category :
Matched Category : administrative_clerical,education_training,customer_service,healthcare_medical,engineering
ADID : 217035
Job ID : 133649314
Job Code :
Job Source : direct_employer
Job Summary : ADMINISTRATIVE SPECIALISTReq #:217035Department:DEPARTMENT OF MEDICINE: NEPHROLOGYJob Location:...
Work Status :
Work Shift :
Work Type :
Work From Home : 0
Parse ID : 3df5239043d073
Posting Date : 2023-01-13T09:00:00Z
Modified Date : 2023-01-13T09:00:00Z
Posting Company : Harborview Medical Center
Posting Company ID : 0
Remote Details URL :
Search Networks : Array
Assigned Category :
*a normalized job title is a standardized version of a job title that has been modified to conform to a specific format or set of conventions, Grouping similar titles together,The goal of normalizing job titles is to make it easier to search, sort and compare job titles across different sources
Job SPECIFICATIONS
Job Specification
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| 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. Department of Medicine: Nephrology has an outstanding opportunity for Administrative Specialist. Position Purpose: The Administrative Specialist will serve as principal assistant/administrative support to the Head of the Division of Nephrology in the Department of Medicine. Under minimal supervision, the Executive Assistant to the Division Head will direct and manage a wide range of highly confidential, complex, executive-level administrative support activities, representing the Division Head to internal and external clients and serve as a communication liaison representing the goals and interests of the Division. This position has delegated authority to act on their behalf with regard to communications management (relationship management, office coordination) and is responsible for divisional medical education administration S/he will routinely exercise independent judgment and decision-making skills, set his/her own work priorities, develop, interpret and implement divisional policies, and provide direction, expertise, and assistance to Nephrology faculty, fellows and staff located on all the campuses to meet divisional priorities. Additionally, this position will support the UWMC- Montlake and Northwest section heads, the Transplant Director, and the Division Administrator. Position Complexities: The Administrative Specialist will provide confidential, senior level executive support to the Division Head and act as a liaison communicating on the Division Heads behalf with senior management, faculty, staff, and colleagues of other agencies and institutions. This position leads administrative efforts on behalf of the Division Head. This position must be able to coordinate across programs, disciplines and institutions to manage competing priorities and ensure cohesive programs. The Administrative Specialist collaborates with NPH leadership, Division and Department administration and must work independently and take initiative to prioritize the workload and accomplish a broad volume of work. Position Dimensions and Impact to the University: The Division Head represents the University of Washington in many capacities regionally, nationally, and internationally. The Administrative Specialist works with the Division Head to ensure policy compliance in a variety of areas, and has a direct impact on the integrity and quality of the Division's programs. The Division shares the University's missions of teaching, research and service. A fundamental part of fulfilling those missions is communicating with numerous constituencies. The Administrative Specialist ensures that this is done in a manner that is consistent with the University's mission of maintaining integrity, veracity, accuracy, and honesty. The Administrative Specialist shares responsibility for ensuring that the reputation of the Division and University are maintained to the highest standard. RESPONSIBILITIES: This position supports and manages all functions and activities for the Division Head; this position also provides secondary support to the Section Heads at our Montlake & Northwest campuses as well as the Transplant Director. Additionally, this position independently oversees the Continuing Medical Education for the Division of Nephrology and is on point for office support and additional special projects. This support requires a high level of independent judgment, tact and the ability to work in a complex and deadline-driven environment. Executive Assistant to the Division Head (35%) Serve as principal assistant to the DH. Perform a wide range of highly confidential, complex, executive-level administrative support activities Ensures that the DH priorities and obligations are met by developing and maintaining complex calendars and schedules, meetings and travel arrangements. This requires a strong ability to understand the strategic priorities of the DH and their work and make independent decisions that have a significant impact on the operational effectiveness of the entire division Assists DH with faculty communication and meetings; including independently preparing agendas and material, gathering, synthesizing and disseminating information, attending meetings, drafting and editing comprehensive meeting summaries and managing follow-through on assignments flowing from the meeting For the DH, Section Heads and Director manage and complete complex travel arrangements. Secure and verify reservations, tickets, hotel accommodations, and registration for national and international society meetings and conferences. Prepare travel reimbursements for both administrative and research related travel Manage Attending Call Schedules Manages Divisions After Hours On-call faculty schedule. Responsible for ensuring the schedule is assigned and responsible for coordinating requests to switch schedules Independently manages other projects as assigned. In partnership with Division Administrator, manage complicated space and resources projects. Medical Education Administrative Management (35%) Be the point of contact and collaborate with medicine student programs and the internal medicine residency program in relation to the NPH students/fellows (e.g. program updates, changes, implement new policies, etc.) Create and manage the schedule for the faculty preceptor program for residents/medical students in the nephrology outpatient clinic Develop educational and scheduling material Proctor exams; document and track results Development and edit syllabus Develop and disseminate rosters and schedules Develop inpatient/outpatient blocks for resident rotations, interns, and medical students Represent the division in communications with residents, medical students, and outside entities With the Fellowship Program Manager & fellows, conduct candidate interviews, orientation and other tasks at UWMC as needed Independently manage all aspects of Nephrology Grand Rounds, Glomerular Conference, Professor Rounds at UWMC, HLA Renal Pathology Conference, Internal Medicine Resident Reports Coordination and travel arrangements and support for Visiting Professor Rounds. Pre- American Society of Nephrology (ASN) conference coordination and support. Faculty Affairs Support / Appointments and Promotions (20%) In collaboration with the HR Manager, guide the Division Head with the annual administrative tasks related to the review and evaluation of faculty, including annual review meetings with appropriate faculty members In conjunction with the Division Administrator and DH, manage Division Faculty Meetings and Retreats including coordination, agenda preparation, notes and follow-up reminders. Lead contact for Faculty recruitment and scheduling and other key positions within the Division as needed In conjunction with Division Administrator and HR Manager, develop policies related to faculty annual reviews to ensure compliance with UW Faculty Code and Department of Medicine guidelines. In conjunction with Division Administrator and HR Manager, ensure that faculty on annual appointments are reviewed and renewed according to School of Medicine policy, advise DH as appropriate of any appointment renewal issues. General Office Support & Other Projects As Assigned (10%) Manage and process all invoices and reimbursements for events and travel In conjunction with payroll, reconcile the Pro-Card and invoices for charges related to events Establish procedures and interpret and apply administrative policies to the work of the unit; Manage divisional space (SIMS) and key inventory; coordinate facilities-related issues; submit work/repair orders General administrative support to the Division Administrator, including but not limited to: meeting scheduling and special projects as needed Serve as liaison between Division Head and other staff members, departments, organizations, patients, vendors, and/or executive management transmitting assignments and requesting status information. Oversee mail delivery and distribution at UWMC-Montlake Ensure general office supplies are stocked Other projects as assigned MINIMUM REQUIREMENTS: Bachelor's Degree in a related field At least 2 years of progressively increasing responsibility in an executive assistant role or work experience that demonstrates the abilities described Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS: Proficiency in the use of MS Office Technologies & Adobe Acrobat Pro and technical aptitude for learning additional software programs as required. Attention to detail, logic, and accuracy Excellent demonstrated professional level written and verbal communication skills. Highly organized and flexible in order to effectively manage rapidly changing priorities and demands, often with frequent interruptions. Proven ability to work independently, manage priorities, handle multiple projects, problem solve and exercise judgment in a highly dynamic environment. Able to independently determine appropriate communications and procedures. Solid critical thinking skills and the ability to collaborate closely with others. Experience working effectively with senior administrators and professionals, including sensitivity to handling confidential information and urgent matters in a thoroughly professional and timely manner. Proven customer service orientation with demonstrated interpersonal communication skills. DESIRED: Experience in an academic or medical setting Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select Apply to this position. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your My Jobs page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed. | ||||||||||||||||||||
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law. | ||||||||||||||||||||
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming. | ||||||||||||||||||||
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Organization Overview
Company Profile Description of Harborview Medical Center
Company Name : Harborview Medical Center
Company Industry :
Company ID : 1758948
Company Type :
Company Profile URL :
Company Country : US
Company City : Seattle / Seattle
State : WA
Zip : 98104
Company Confidential :
Company Size :
Client ID : careercast
Latitude : 47.6018
Longitude : -122.32907
Location : Seattle, WA 98104
Formatted City State :Seattle, WA
Formatted City State Country : Seattle, WA US
Normalized Country: US
Normalized State: WA
Source Job Details :
URL Source : https://www.careercast.com/jobs/administrative-specialist-seattle-wa-98104-133649314-d?widget=1&type=job&
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