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.HMC Patient Care Services has an outstanding opportunity for a full time day shift Administrative Assistant 3. The Administrative Assistant 3 will provide support to a Patient Care Services Hospital Assistant Administrator and Director of Rehab Outpatient Services. Represent the Administrator and the associated business unit's goals/interests which include approximately 285 classified and professional staff positions. Direct collaboration with Director and Managers in multiple departments including: Rehabilitation Medicine / Services / Clinics, ADA Paratransit Program, NVSU, Cardiology Diagnostics, Respiratory Care, UW Medicine Prosthetics and Orthotics, UW Medicine Sleep Center and UW Regional Heart Center. Responsible for budget reconciliation, process improvement projects, space management/analysis, maintaining confidential records, revising policy and procedures, performing complex personnel administration, payroll reconciliation, human resources and leave administration.SUPPORT AND COORDINATION OF OPERATIONS1.Act as liaison communicating on supervisor's behalf with senior management, faculty, staff, colleagues at other agencies/institutions, representatives of funding agencies and officials from professional organizations and interpreting policies and making decisions which facilitate progress of projects.2.Coordinate with senior management staff, administrative officers, community leaders and local or state officials. Represent the administrator or director in situations requiring a high level of tact and diplomacy where the effect of an error in judgment may have significant impact.3.Gather, analyze and present data such as process improvement initiatives, dashboards, staff and patient rounding stats, stoplight summaries, accountability reports, quality improvement measures and case reviews. Create Surveys and Training with Catalyst software and Webinars with Adobe Connect.4.Coordinate the preparation of documents related to travel, purchasing, payroll, budget, employment, performance evaluations, HR documentation and event planning.5.Direct and/or coordinate special projects of major importance to supervisor's organization or professional involvements. Develop agendas for conferences including topics to be covered, order of speakers and length of presentations.6.Establish procedures and interpret and apply administrative policies within the department(s)7.Contribute to the department intranet websites by coordinating with content owners and development teamFINANCIAL RESPONSIBILITY (under general direction)1.Prepare financial reports for budget reconciliation using HBI and ProCard documentation.2.Coordinate administrative standards and procedures for independent yet interrelated department or units.3.Develop, plan and coordinate special projects such as coordinating move of facilities/office, production of annual report and conducting surveys of major importance to the department.4.Delegated decision making authority is exercised in areas such as approval of expenditures, which require changes in budgetary plans, determination of depreciation and/or fee schedules, assignment of work to office support staff and development of procedures to facilitate adherence to institution or funding agency policies. Exercise judgment to solve unusual administrative problems consistent with the objectives and policies of the department. 5.Monitor, control and develop budget estimates for activities funded from a variety of sources such as state, grant, contract and cost center accounts. In concert with administrator, establish short- and long-term fiscal plans and performance goals. PROFESSIONAL ACCOUNTABILITY1.Demonstrates awareness of and functions within PCS policies, procedures, and guidelines, safety, infection control, emergency, and equipment guidelines.2.Meets attendance standard. Consistently wears identification badger per hospital policy.3.Ensures mandatory certification and training competencies are completed within initial time frame.4.Responsible for remaining current with information disseminated through email, voice mail, memorandums, and posted notices.5.Assists with monitoring ongoing compliance. Complies with guidelines for use of state resources, including appropriate use of internet and appropriate use of personal cell phone.6.Performs related duties as required.JOB KNOWLEDGE AND SKILLS1.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.2.Uses spreadsheets and database software to develop and maintain records. 3.Prepares spreadsheets involving the development of formulas; combines files to create reports.4.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.5.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. 6.Demonstrates ability to keyboard at least 60 wpm and transcribe from dictation machine (if applicable). 7.Create and maintain files (manual or electronic) in an accurate and timely manner.8.Ability to efficiently retrieve office communications, papers, correspondence and pertinent project data. 9.Proofs work, corrects spelling, grammar, punctuation and format, and organizes pages for ease of review before returning to requestor.10.Demonstrates proficiency in the use of communication devices in the department (e.g., fax, email, telephones, paging system).11.Aware of our payroll system and their role in completion.ADVOCACY AND CUSTOMER SERVICE1.Maintains awareness of others and greets patients, families, visitors, managers, and staff in a manner that conveys a positive reception2.Demonstrates an atmosphere/attitude of respect for human dignity and the uniqueness of each patient, visitor and staff member.3.Protects confidentiality of written and verbal information according to policy and procedure. 4.Reports when illegal/unethical/unprofessional practice of another member of the health care team occurs. 5.Follows appropriate channels to resolve concerns.6.Demonstrates courteous and professional communication skills with administrator, co-workers, visitors, patients and families.7.Receive and refer patient inquiries, compliments and complaints to appropriate department(s).PROFESSIONAL GROWTH AND BEHAVIOR1.Attends and participates in departmental meetings, committees and/or projects; reads minutes or seeks follow-up if unable to attend, as applicable.2.Demonstrates reliability in work attendance.3.Consistently wears identification badge.4.Contributes to group problem solving and is respectful of the comments of others.5.Gives and accepts feedback in a constructive and courteous manner.6.Promotes positive image of self, the PCS Administrative Department and HMC.7.Apprises supervisor of actual and/or potential problems in a timely manner. 8.Is able to resolve conflicts and/or direct to appropriate staff/department for resolution.9.Completes annual competency validation requirements. 10.Identifies own learning needs and seeks direction for growth.11.Attends and participates in continuing education programs and in-services which directly affect and improve department operations.SAFETY AND RESPONSE TO EMERGENCIES1.Participates in interdepartmental efforts to facilitate a safe environment.2.Understands and follows hospital and departmental protocol for emergencies and disasters.3.Takes immediate action to address environmental, equipment or engineering issues that present a potential safety risk. 4.Functions within safety, infection control, emergency and equipment guidelines.QUALITY ASSESSMENT AND IMPROVEMENT1.Recommends and assists with implementing, as appropriate, solutions for resolving procedural system causes for incidents/risks.2.Develops clerical organization tools or systems that prevent errors/increase efficiency and accuracy; seeks cost-effective alternatives for routine and specialized office supplies and equipment. 3.Participates in QA/QI activities of the office through the participation in committees, implementation of process improvement initiatives and contribution of suggestions for improvement in patient care delivery. STANDARDS OF DAILY PRACTICE1.Seeks opportunities to help others.2.Aware of department needs and responds appropriately.3.Completes work in a timely manner, or asks for assistance.4.Quality of work at expected level.5.Follows through on delegated tasks.6.Able to prioritize workload requests appropriately.7.Demonstrates respect for patients, visitors and staff members entering the department.8.Works well as part of the team.As an employee you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please view this page.Minimum Qualifications:1.High school graduate or equivalent- AND -2.Three (3) years of increasingly responsible administrative office experience.-OR-3.Equivalent education/experience may be substituted.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.