Education Administrative Assistant 3

Job Description

EDUCATION ADMINISTRATIVE ASSISTANT 3

Req #: 234127 Department: DEPT. OF ANESTHESIOLOGY & PAIN MEDICINE Job Location: Seattle Campus Posting Date: 05/13/2024 Closing Info: Closes On 05/20/2024 Salary: $3557 - $4740 per month Other Compensation: Union Position: Yes Shift: First Shift Benefits: 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. 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 purpose of this position is to provide executive-level administrative support to the Director of Education, other education associate directors, and the Education Division within the Department of Anesthesiology & Pain Medicine (APM). APM currently has a residency education program of 112 residents at learning sites including: The University of Washington Medical Center – Montlake (UWMC-M) and the University of Washington Medical Center – Northwest (UWMC-NW); Harborview Medical Center (HMC), Seattle Children’s Hospital (SCH), and the Veterans Affairs Puget Sound Healthcare System (VAPSHCS). This position reports to the Administrator of the Education Division, but with highly matrixed relationships with the Director and Associate Directors of Education, who will work directly with the Administrative Assistant.
This position will ensure effective administrative support for the Director and Associate Directors, the Administrator and the Education office by providing responsive and efficient administrative support in a confidential and professional manner. The Administrative Assistant requires a high degree of personal initiative, flexibility, strong communication skills as well as the ability to organize and prioritize tasks to ensure smooth work flow. A successful candidate will have excellence of work standards, ability to think critically and problem-solve workflow, and demonstrated strong customer service abilities. Given the extensive administrative needs of the individuals being supported, and the myriad of competing priorities, the individual filling this position must have strong experience and ability in workflow, prioritizing, organizational efficiency and follow-through. They must have considerable experience and expertise in using office management tools, including expert use of Outlook, Word, PowerPoint and Excel.
Duties are performed in a manner that promotes a team concept and reflects the mission, vision and values of the Department of Anesthesiology and Pain Medicine.
Major components of this position:

Executive Administrative Support for faculty Education Program Director, Associate Program Director, Education Site Director and Program Administrator = 50%

Generalized administrative support for the Education Office = 40%

Events Management = 10%
Executive Level support of Program Director (PD), Associate Program Director (APD), and Education Site Director and Program Administrator Support = 50%
Complex Scheduling: Administrative Assistant (AA) will be managing a minimum of 4 calendars, including 3 faculty members who are active clinically, working varying shifts and on varying campuses. Clinical activity must be balanced in a sophisticated way to include educational duties. AA will:

Manage multiple complex calendars, schedule meeting, and provide timely preparation and communication regarding meetings. Meetings include 1:1 and group meetings, both ad hoc and standing. Meeting complexity is the standard, since the AA must take into account clinical commitments and clinical calendars of the faculty, who work varying schedules on all the campuses.

AA must have sensitivity to importance of meetings, be able to, by using their own initiative, prioritize and resolve scheduling conflicts for the PD, APDs and others;

Make arrangements for meetings, including agenda and materials preparation, attendance at meetings, providing comprehensive and well-written summaries, and follow up on action items.

Provide PD, APDs and Administrators with appropriate and well-organized materials, reminders, and alert management of important commitments.

Provide executive level support for projects directly related to the PD and the APDs. Activities might include preparing presentations, drafting complex communications, collecting metrics data and creating reports as requested.

Demonstrate awareness of cyclical or strategic projects that will be necessary; work with Directors and others to initiate, develop and implement.

Generate and provide PD, APDs and Administrator with final drafts of correspondence;

Handle tasks requiring sensitivity and confidentiality, in support of residency training.

Coordinate residency semi-annual meetings.

Be the initial point of contact for the PD and APDs, understanding priorities and providing a welcoming presence for Residents and others needing education office services.
General Education office support 40%
Under the direction of the Education Administrator, act as the HR/Payroll Liaison:

Assist with resident outside work forms and in collaboration with the department payroll unit, process internal payments

Be the liaison for other Departmental functions including the HR Team, by providing necessary information for new residents, transfers/promotions, and terminations (all of which happen on an annual basis as residents begin or complete their training) to the GME office and the department HR Team for entry into Workday
General Program Operations:

Order equipment/supplies for residents

Coordinate and schedule resident semi-annual meetings

Monitor and respond to request for residency verifications
Manage all the administrative logistics of on-boarding residents, examples of tasks include:

Submit and manage requests for pagers, ID badges, Husky Cards, keys, lab coats, etc. for residents

Produce appointment packet for incoming residents and distribute in a timely manner (e.g., day after Main Residency Match for incoming interns).

Coordinate with Department HR to attend orientation for review of payroll and benefits

Monitor and track applications for Washington State Medical Licenses, DEA licenses, and other required certifications
Under the general supervision of the Education Administrator assist with resident off-boarding:

Independently prepare letters of recommendation for graduates

Conduct the resident exit process and ensure all exiting activities have taken place

Manage graduation certificate process in consultation with the GME Office
With general oversight of the Program Director and Education Administrator:

Maintain and organize annual residency calendar

Assist with completion of verification requests for completion of training for current and former residents.

Organize residency presentations (Ground Rounds, orientations, etc.)

Organize and maintain the filing systems for applications, vacation/leave requests, resident portfolios, and resident rotation schedules

Electronically and manually file records regularly to maintain accurate records and ensure no backlog

Organize and maintain central inventory files for archival purposes; Review current files in storage that need to be archived or destroyed in compliance with University records retention schedule.

Comply both the UW retention schedule and ACGME resident file policy
Receive, review and process approved requests for travel, reimbursements, and invoicing for resident’s professional development funds, events, and miscellaneous office supplies:

Process in ARIBA assuring that funds are available and approved; coordinate check requests and other forms of procurement as needed.

Review, create, submit and track resident professional fund reimbursements on a rolling and annual basis

Track minor expenses (pagers, events, etc.) for budget reconciliation

Work with the finance team for reconciliation purposes as needed
Events Management = 10%
Independently coordinate resident events (Graduation, Match day, ACLS, Mock Oral Exams, Resident Specials, Intern Retreats, Orientations, Wellness Events, etc.) including but not limited to:

Arranging for catering

Compose and send invitations

Schedule room/venue reservations

Provide set-up & Break down.

Create agendas/programs for events

Work with the finance team for reconciliation purposes as needed

Set up A/V equipment for trainings, meetings and other office events
MINIMUM REQUIREMENTS

High school/GED or equivalent AND

Four years of office or administrative support experience or equivalent education/experience
ADDITIONAL REQUIREMENTS

Must be able to win confidence of faculty and provide expert administrative support

Must be able to come in early and work late on occasion

Adept at managing large amounts of information, including easy retrieval systems.

Strong customer service orientation and attitude; ability to help customers virtually

Strong ability to prioritize with attention to detail

Ability to work well independently as well as within a team;

Must be able to take initiative in situations and anticipate program needs;

Excellent verbal and written communication skills.

Must be able to organize schedules with ease and confidence

Must be a skilled user of Microsoft suite of products, especially Outlook, Word and Powerpoint and Excel.
DESIRED QUALIFICATIONS

BA or BS in relevant field, including Education, Business, Healthcare management or similar;

Experience working in academic medical center;

Experience with event planning

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.

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

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

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 .

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