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ADMINISTRATIVE ASSISTANT 3
Req #:
224460
Department:
DEPT. OF RADIOLOGY ONCOLOGY
Job Location:
Seattle Campus
Posting Date:
07/17/2023
Closing Info:
Closes On 07/24/2023
Salary:
$3,557 - $4,740 per month
Other Compensation:
Union Position:
Yes
Shift:
First Shift
Benefits:
As a UW employee, you will enjoy generous benefits and work/life programs.
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 UW department of Radiation Oncology is hiring for 2 Administrative Assistants.
POSITION PURPOSE
Under general direction, this position will independently perform complex administrative support functions with delegated authority from the Assistant Director of Operations of the Department of Radiation Oncology. This position will exercise judgment to solve unusual administrative problems in a way consistent with the objectives and policies of the Department, School of Medicine, and University. This position will be responsible for providing support to department faculty physicians at UWMC-Montlake.
DUTIES AND RESPONSIBILITIES
Using Microsoft Outlook including Teams, Epic, and Qgenda manage the physician calendars and schedules; coordinate meetings, draft and process confidential time sensitive correspondence, coordinate travel, maintain directories, and process mail.
With delegated authority and using independent judgement, identify and organize processes to enable complex administrative support across UW Medicine and FHCC facilities for physicians.
Develop new administrative procedures and improving processes.
Interpreting departmental policies and procedures.
Without supervision, perform a wide range of highly confidential tasks and ensures that priorities and deadlines are met by developing and maintaining complex calendars and schedules. This requires strong ability to understand and strategically prioritize tasks.
Independently manage other special projects and events as requested by department Assistant Director of Operations
Maintain faculty investigators’ CVs and biosketches and assist with publications database.
Provide assistance with annual merit and promotion review process in coordination with the Faculty Affairs & HR Specialist and physicians.
Serve as first point of contact for Physicians at UWMC-ML. Maintain a high level of professionalism and customer service in managing inquiries and coordinating responses.
Provide support with leave requests, conference/meeting travel arrangement and reimbursement requests.
Perform difficult, complex, technical, and/or specialized office support work, which requires the exercise of independent judgement, and a detailed knowledge of the activities and procedures specific to the department.
Prepares correspondence, reports, forms, work orders, and specialized documents related to the organizational unit; proofreads materials for accuracy, completeness, and in compliance with departmental policies.
Communicate effectively on matters involving the Department, employing tact and diplomacy.
Handle sensitive and urgent matters in a thoroughly professional and timely manner with careful attention to detail and confidentiality.
Have frequent contact with individuals such as senior management staff, faculty and external physicians and administrative officers as it relates to the department administrative office.
Compose, prepare and transmit confidential and sensitive written and verbal communication on behalf of the physicians at UWMC-ML Radiation Oncology; draft letters, meeting notes and other correspondence for the physicians.
Perform advanced level word processing, development of templates, and tables, charts and graphs for use with, but not limited to department reports and staff/academic personnel mailings.
Establish and maintain records/databases
Provide direct or back-up support for the other team administrative staff as needed and coordinate with other staff to accomplish the overall mission of the unit.
Proactively coordinate workload within the office to ensure adequate team coverage at all times.
Assist with other administrative duties as assigned
MINIMUM REQUIREMENTS
Requires High School/ GED AND four years of office or administrative support experience OR an equivalent combination of education and/or experience.
ADDITIONAL REQUIREMENTS
We are seeking a positive, reliable, and self-motivated individual who is able to multi-task in order to support the physicians within the Department of Radiation Oncology.
The role requires dedication to an inclusive work style, superior attention to detail, great organizational skills, and the ability to juggle multiple competing requests with very little guidance.
Confidentiality and discretion are critical as well as the ability to switch gears at a moment’s notice.
Strong interpersonal, teamwork, and customer service a must.
Excellent written and verbal communication skills.
Strong organizational skills
Proficient with computer using the following programs: MS Office Suite (Outlook, Word, Excel, PowerPoint, etc.).
Commitment to working in an environment in which diversity is appreciated.
Ability to work with minimal supervision in a hybrid working model.
DESIRED QUALIFICATIONS
Familiarity with academic and clinical practices
Demonstrated interpersonal skills that enhance communication
Proven ability to take initiative and implement ideas.
Willingness to work in a diversified team setting.
Familiarity with Epic scheduling system
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 UW department of Radiation Oncology is hiring for 2 Administrative Assistants.
POSITION PURPOSE
Under general direction, this position will independently perform complex administrative support functions with delegated authority from the Assistant Director of Operations of the Department of Radiation Oncology. This position will exercise judgment to solve unusual administrative problems in a way consistent with the objectives and policies of the Department, School of Medicine, and University. This position will be responsible for providing support to department faculty physicians at UWMC-Montlake.
DUTIES AND RESPONSIBILITIES
MINIMUM REQUIREMENTS
Requires High School/ GED AND four years of office or administrative support experience OR an equivalent combination of education and/or experience.
ADDITIONAL REQUIREMENTS
DESIRED QUALIFICATIONS
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 dso@uw.edu.
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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