Easter Seals Jobs

Req #: 241931

Department: Orthopaedic Surgery & Sports Medicine

Appointing Department Web Address: http://www.orthop.washington.edu

Job Location Detail: hybrid available

Posting Date: 12/16/2024

Closing Info: Closes On 12/23/2024

Salary: $3,492 - $4,428 per month

Shift: First Shift

Notes: 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908_a11y.pdf)

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 Department of Orthopaedic Surgery and Sports Medicine at Harborview Medical Center (HMC) is a highly specialized service, involving academic, clinical, research, and training activities. HMC Orthopaedic Surgery and Sports Medicine is comprised of twenty-two faculty members, fifteen fellows, twenty-two residents, and thirteen staff.

The Administrative Assistant 2 position is based within the HMC Orthopaedics academic, administrative office. This is not a patient or clinical setting.

The Administrative Assistant 2 is instrumental to the Orthopaedic Admin Office by coordinating the day-to-day clerical and administrative support needs of nine busy orthopaedic surgeons as well as performing reception and general office support functions. Note that this position does not do any clinical/patient scheduling. This position is also responsible for coordinating all observations and visitors that our department hosts. Our observers come from around the world to observer with our facility and doctors. It is the Administrative Assistant 2 position’s responsibility to ensure a smooth observation process that leaves the visitor with a positive experience of our institution.

The HMC Orthopaedic Admin Office is a hybrid in-office/remote workplace so this position will have varying degrees of in-person interactions with other staff. The Administrative Assistant 2 position has the potential for a hybrid in-office/remote schedule (3 days in office and 2 days remote) dependent on business needs and individual responsibility level.

POSITION PURPOSE Under the general supervision of the HMC Administrative Manager, the Administrative Assistant 2 will perform clerical assignments of increasing variety and complexity while adhering to policies and procedures. The Administrative Assistant 2 must be professional, diplomatic, flexible, and be able to work self-directed while prioritizing job tasks, managing time efficiently and problem solving to find solutions. In addition, the Administrative Assistant 2 must be able to work well in a small team environment, communicate effectively, both orally and in writing, and have excellent editing and grammar skills. This position requires the ability to interact with people of varying backgrounds with a high degree of cultural sensitivity and awareness. Lastly, this position requires an ability to navigate ambiguity and take initiative.

DUTIES AND RESPONSIBILITIES Administrative Support to Faculty: Assist nine Faculty members with all administrative needs including:

• Meet with physicians regularly to coordinate workload and schedules.

• Under general supervision or independently as appropriate, establish procedures to enhance efficiency, set priorities, and ensure workload deadlines are met.

• Process dictated messages and/or email correspondence for physicians. Compose correspondence for physician’s signature. Edit correspondence for faculty.

• Maintain and balance faculty department funds and budgets.

• Coordinate travel both domestic and international. Create detailed itineraries. Process travel reimbursement requests with the department or outside reimbursing entity.

• Update doctor CV’s on a regular basis.

• Renew Medical, DEA and other licenses and make sure doctors meet the requirements for renewal.

• Assist with and processes ABOS recertification and promotion paperwork.

• Assist with miscellaneous electronic documents and paperwork as needed.

• Coordinate meetings at HMC and off-site. Event plan as needed.

• Maintain faculty calendars (non-clinical).

• Maintain and provide faculty away dates to personnel as necessary.

• Perform complex tasks using Word, Excel, and Outlook.

• Receive, responds to, and organize mail, e-mail, and voice mail.

• Conduct literature searches and obtain articles via the University of Washington Library system.

• Provide back-up administrative support for other orthopaedic faculty members when their primary administrative support person is out.

• Arrange legal conferences and processes legal billing while adhering to State and Federal Laws and following department procedures.

• Create and submit internal POs to pay for faculty business expenses directly from their UW budget.

• Schedule and send out reminder notices for weekly didactic education meeting.Reception/General Office Support:

• Triage office mainline by taking messages or forwarding as appropriate.

• Respond to inquiries regarding departmental procedures and services, receive and refer visitors.

• Pick up, sort and distribute mail for all faculty, staff & clinics.

• Receive, sort, distribute and return radiation badges.

• Maintain reception area organization and cleanliness.

• Place orders for office supplies and business cards. Be responsible for keeping office supplies neat and organized.

• Sort incoming faxes and assist with scanning and faxing when needed.

• Receive requests and submit environmental services/engineering/key work orders.

• Complete and process lab coat orders and distribute clean or new coats when they come in.

• Order UW/HMC forms as needed for the department.

• Maintain and update directory information and reference materials as needed.

• Inventory and surplus items as needed.

• Send out information regarding HMC Orthopaedic conferences/meetings and reserve space for standing meetings.

• Maintain an organized electronic filing system that complies with UW Records Retention Policies and department policies.Observation/Visitor Coordinator:

• Coordinate all observers/visitors while following department and hospital rules. Receive requests for observation, inform observers of policies, obtain faculty approval for observation, facilitate observer paperwork for Medical Director approval and act as point-of-contact to help observers while they are observing at our facility.

• Communicate with international observers that may have limited English skills with respect and tact.

• Maintain and update observer files and observer procedures/instructions as needed.

• Meet with observers onsite to help get badges and show observers where to go.

• Communicate with HMC Medical Director’s Office to get approvals and be informed of observer policies/procedures.Other:

• Act as the HMC based UW Orthopaedics Combined Fund Drive Coordinator and facilitate fundraising activities.

• May be asked to support additional faculty and/or provide cross coverage for other administrative support staff as needed.

• Miscellaneous duties as assigned.

• Update job manual as needed. MINIMUM REQUIREMENTS

• High School/GED AND two years of office or administrative experience OR an equivalent combination of education and experience. ADDITIONAL REQUIREMENTS

• Experience providing administrative support.

• Ability to work independently and prioritize workload, demonstrating strong organizational skills.

• Attention to accuracy, thoroughness, and ability to follow procedures carefully.

• Excellent interpersonal skills.

• Excellent communication skills, demonstrating tact, professionalism, and grammar skills.

• Experience with Microsoft Word, Excel, and Outlook.

• Cultural sensitivity and awareness.

• Flexibility and openness to change. DESIRED QUALIFICATIONS

• Bachelor’s Degree CONDITIONS OF EMPLOYMENT

• Ability to work during reception hours, which are Monday to Friday, 8:00AM - 4:30PM.

• A hybrid in-office/remote schedule (3 days in office and 2 days remote) may be available dependent on business needs and individual responsibility level.

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