Administrative Operations Manager

Job Description

ADMINISTRATIVE OPERATIONS MANAGER

Req #: 199204 Department: ENTERPRISE ACCESS AND INNOVATION Posting Date: 11/09/2021 Closing Info: Open Until Filled Salary: Salary is commensurate with education and experience Shift: First Shift Notes: As an employee you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here. UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals. UW Medicine owns or operates Harborview Medical Center, UW Medical Center (Montlake & Northwest campuses), Valley Medical Center, a network of UW Medicine Neighborhood Clinics that provide primary care, UW Physicians, UW School of Medicine, Airlift Northwest, and other owned, operated or affiliated entities as appropriate. In addition, UW Medicine shares in the ownership and governance of Children’s University Medical Group and Seattle Cancer Care Alliance a partnership among UW Medicine, Fred Hutchinson Cancer Research, and Seattle Children’s.
The Department of Enterprise Access and Innovation currently has an outstanding opportunity for an ADMINISTRATIVE OPERATIONS MANAGER .
The Administrative Operations Manager (AOM) is responsible for managing the operations for the UW Medicine Office of Enterprise Access and Innovation(EA&I) and the Contact Center(CC). The Administrative Operations Manager will be responsible for establishing administrative standards, guidelines, and optimizing performance. The AOM will manage the Contact Center space, supplies, and equipment. The AOM will manage special projects and lead the coordination of deliverables and meeting deadlines. Coordinate the business operations, executive administration, and programmatic expense management.
The AOM plays a critical role in maximizing the efficiency and effectiveness of the Enterprise Access leaders and Contact Center leaders. Assumes responsibility for a wide-range of complex and confidential administrative and operational tasks, frequently communicating with a variety of internal and external constituencies. Be able to anticipate requests; provides fast, accurate, and thoughtful replies to requests, following up on action items on behalf of the executive as appropriate. Exercises good judgment, a professional demeanor, and takes the appropriate initiative and discretion within the scope of the position. Position also manages projects, acting with the delegated authority of executive leaders to ensure completion of objectives in a timely fashion. Demonstrates high ethical standards and personal integrity, strategic, yet detail-oriented thinking, resourceful and results-oriented mindset, and excellent interpersonal and communication skills.
RESPONSIBILITIES:
Operations Administration: 35%

Serves as the administrative liaison for the SDEAI, DCT, and DCC and assist with all points of contact for the their offices. Maintains thorough understanding of UW Medicine's departments, leadership structure, and key contacts. Ensures organizational charts and other resources are regularly maintained and updated. Develops and implements departmental administrative procedures and policies.

Develops and designs improved administrative procedures to promote the timely processing and submission of administrative deliverables. Brings a continuous quality improvement and continuous process improvement mindset to this body of work.

Serves as a subject matter expert for administrative and department operations for Office of Enterprise Access and Innovation. Provides guidance and decision-making on behalf of UW Medicine and engages the appropriate internal and external resources.

Demonstrates a sense of ownership in all efforts, focusing and driving crticial issues to closure.

Serves others with compassion. Seeks to understand current and future needs of the office of the SDEAI, DCT, and DCC, their direct reports, and other relevant stakeholders; customizes services to better address each audience's needs and commitments.

Tracks and monitors pending business issues for follow-up and execution.

Maintain equipment and spaces at the Contact Center, monitor supply inventory and process orders as needed.

Request required tech equipment for staff as part of the onboarding process, coordinating delivery to remote worksites as needed.

Serve as the administrative point person with Contact Center building management, including submission and monitoring of work orders.

Oversee staff badges, activating, deactivating and collaborating with UW Medicine badging office as necessary.

Maintains DEAI Sharepoint site, updating materials in a timely manner
Calendar Support: 30%

Organizes requests for the SDEAI, DCT, and DCC and their direct reports; allocates executives' time appropriately to enable optimal prioritization of work. Responds appropriately and makes commitments on behalf of the SDEAI, DCT, and DCC and other executives.

Assists with committees chaired by the SDEAI or others as delegated. This includes, but not limited to, creating relevant documentation and deliverables associated with market research, current state analysis, and future state design; manages the analysis of operational metrics; explores the future state alternatives; coordinates the scheduling of meetings; facilitates the setting of agenda; prepares meeting materials and supporting documentation/action items; follows up on action items as necessary; maintains the permanent records of the committees.

Manages priorities and calendars for the SDEAI, DCT, and DCC. Ensures the SDEAI, DCT, and DCC are prepared with comprehensive meeting information to facilitate attendance by the the SDEAI, DCT, and DCC and other attendees. Proactively identifies information to integrate into both routine and non-routine correspondence, reports, documents, and presentations.

Partners with other administrative staff to create and maintain a professional, welcoming environment for colleagues and customers. Collaborate with and provide backup to the adminstrative team within the Office of the President, H&C.
Budget & Finance: 25%

Serve as the primary contact for purchasing and contracting for the office of Enterprise Access and Innovation. Manage contracting process, draft purchase orders, provide sole source justification as needed, manage shared purchases, and routing contracts for UW procurement review and approval.

Receive, review, approve process invoices.

Compiles and provides analysis of statistical budgetary or financial data, including monthly reconciliation and variance tracking.

Participates in preparing for the annual budget process for the department, providing prospective analysis to assist in budget forecasting.

Provides analysis and recommendations to the Senior Director of EAI, Director of Communication Technologies, and the Director of the Contact Center for resource allocations; coordinates approvals as needed.

Stewards organizational resources and find opportunities to introduce innovation or efficiency.

Investigates and advises on ways to help reduce costs and improve efficiency.
HR Support: 10%

Coordinates the hiring and selection process on behalf of the teams of the SDEAI, DCT, and DCC.

Coordinates the annual and ongoing staff performance management process for the SDEAI, DCT, and DCC including employee change activities (e.g., FTE change, separation/terminations).

Confers with SDEAI, DCT, and DCC. and leadership to ensure recommended and implemented changes are working; course corrects or adjusts as needed.

Provide administrative support for annual performance evaluation process for DSPCI.

Provide oversight for the onboarding and separation of direct reports to the DSPCI.
Minimum Requirements:

Bachelor's Degree and 4-5 years of progressively responsible experience in a fast-paced, multi-faceted administrative operations role with competing priorities and responsibilities.

Demonstrated competencies using PC, laptop, printer, scanner, LCD projector, conference phone.

Demonstrated competencies with MS Office suite, including Word, Excel, PowerPoint, Visio, and Outlook.

Ability to practice effective organizational skills so that workload is prioritized and deadlines are met.

Demonstrated ability to assume a leadership role in the development of office efficiency and effectiveness.

Demonstrated ability to lead and streamline timely communication flow from CCSTO and their direct reports, with Office of President of UW Medicine Hospitals & Clinics, etc.

Demonstrated ability to coordinate meeting schedules and calendars efficiently.

Track record of facilitating professional and courteous customer service to a broad range of clients.

Demonstrated ability to maintain and improve knowledge and skills related to operations of the office, use of equipment, and technology.

Tactful in summarizing data and information in both written and verbal form.
An equivalent combination of education and experience may substitute for stated requirements.

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.

The University of Washington is a leader in environmental stewardship & sustainability , and committed to becoming climate neutral.

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] .

COVID-19 VACCINATION REQUIREMENT

Governor Inslee's Proclamation 21-14.2 requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.

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