As the region's only Level I Trauma center, Harborview Medical Center (HMC) is well known for innovations and excellence in trauma care and its centers of emphasis: Trauma, Burn, Neurosciences, AIDS/STD CARER, and mentally-and medically- vulnerable populations. In addition to the centers of emphasis, HMC serves a mission population for King County. Harborview employees are committed to the vital role the institution plays in the immediate community, as well as the entire Northwest region. HMC is owned by King County and managed by the University of Washington (UW) and serves as a training site for UW’s School of Medicine. The UW is proud to be one of the nation’s premier
educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
Our Patient Care Services Department has an outstanding opportunity for a temporary/hourly, full-time Administrative Assistant B . This individual will provide high level support to the administrator and will coordinate daily operation of the Patient Care Service Department including functions such as budget and space management/analysis, records management, and personnel administration.
Job Responsibilities Include:
Support and Coordination of Operations and Reception Functions
Maintains Administrator’s schedule and calendar. Identifies scheduling conflicts and resolves proactively.
Provides high-level project support for administrator.
Coordinates and prioritizes project workload to meet timelines and deadlines.
Manages mail, forms, correspondence, projects, etc.
Submits assigned projects, statistics, reports and/or other paperwork according to agreed upon timelines.
Establishes and maintains reasonable par levels and organization of office supplies.
Collaborates with other clerical resources when necessary to obtain assistance in meeting peak workloads.
Provides paper flow management for administrator--mail sort,prioritize, file, signatures, etc.
Documents and tracks requisitions for purchases orders, capital equipment, continuing education, leave of absences, personnel and reimbursement requests.
Receives messages and relays information accurately and in a timely manner.
Knowledge of PCS staff members and supervisors, able to deliver mail or find appropriate unit location.
Maintains a well-organized and stocked desk area, which facilitates efficient department operation.
Supports staff by sharing knowledge of HMC operations and assisting them with appropriate requisitions and protocol.
Identifies organizational system improvements to streamline operations.
Responsible for travel arrangements, including itinerary preparation and processing travel reimbursement.
Assists in the coordination of special events and projects.
Job Knowledge and Skills
Performs complex word processing tasks such as merging and sorting,integrating text with graphics, spreadsheets and data base files, uploading/downloading and creating footnotes and outlines.
Uses spreadsheets and database software to develop and maintain records.
Prepares spreadsheets involving the development of formulas; combines files to create reports.
Proficient with graphics software and makes recommendations regarding the appropriate graphic display of information.
Demonstrates innovation in use of graphics, formatting, and design for projects.
Performs format transcription from rough draft, shorthand/speedwriting or recording equipment, takes minutes of meetings, composes and types letters, meeting notices, and agendas; compiles and types reports,manuscripts, grant applications, financial statements, schedules, test
materials, evaluations, and other documentation.
Demonstrates ability to keyboard at least 60 wpm and transcribe from dictation machine (if applicable).
Create and maintain files (manual and/or electronic) in an accurate and timely manner.
Ability to efficiently retrieve office communications, papers, correspondence and pertinent project data.
Proofs work, corrects spelling, grammar, punctuation and format, and
organizes pages for ease of review before returning to requestor.
Demonstrates proficiency in the use of communication devices in the department (e.g., fax, email, telephones, paging system).
Aware of our payroll system and their role in completion. Advocacy and Customer Service
Maintains awareness of others and greets patients, families, visitors,managers, and staff in a manner that conveys a positive reception.
Demonstrates an atmosphere/attitude of respect for human dignity and the uniqueness of each patient, visitor and staff member.
Protects confidentiality of written and verbal information according to policy and procedure.
Follows appropriate channels to resolve concerns.
Demonstrates courteous and professional communication skills with
administrator, co-workers, visitors, patients and families.
Receive and refer patient inquiries, compliments and complaints to appropriate department(s).
High school graduation or equivalent AND five years of
progressively responsible experience in office,secretarial, bookkeeping, accounting, or general administrative work OR equivalent education/experience.
Additional Departmental Requirements:
Highly proficient with Microsoft Office Suite Products: PowerPoint,Word, Excel Spreadsheets, Visio, and Publisher.
Knowledge of Medical Terminology.
Prior experience as an Administrative Assistant to an Executive Position.
Bachelor's Degree in healthcare administration, business, or a related field.
Effective communication and service excellence skills.
Demonstrated management/leadership skills including office organization, time and project management.
Ability to successfully multi-task.
Works well under tight deadlines.
Strong skills in Microsoft Word office (including visio, publisher and powerpoint.) Strong typing and grammer skills.
Team work experience a must!
Condition of Employment:
A writing example will be requested at interview.
The University of Washington is a leader in environmental stewardship & sustainability , and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or email@example.com .