ADMINISTRATIVE ASSISTANT 3

Req #: 240762 Department: NEUROLOGICAL SURGERY Appointing Department Web Address: Posting Date: 11/12/2024 Closing Info: Closes On 11/26/2024 Salary: $3,664 - $4,882 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. (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 Neurological Surgery has an outstanding opportunity for a highly motivated Administrative Assistant 3 (NE S SEIU 925 Non Supv). This role is essential in administering and managing the day-to-day administrative functions for clinical neurosurgeons at the University of Washington Medical Center - Montlake and Northwest Campus (UWMC-ML and NW). This position requires an independent self-starter with excellent time management and communication skills, as well as the ability to prioritize effectively in a dynamic, fast-paced environment. The Administrative Assistant will manage the busy and often complex schedules of operating neurosurgeons, ensuring flawless execution of all administrative needs and facilitating efficient clinical operations. From scheduling appointments and coordinating meetings to organizing travel and CME requirements, this role demands a high level of attention to detail and proactive planning. This position will be located in the department offices on the UWMC- Montlake campus while supporting neurosurgeons at UWMC- Northwest. DUTIES AND RESPONSIBILITIES Key Responsibilities Day-to-Day Management: Handle the busy and intricate schedules of neurosurgeons including administrative scheduling and communication with clinical teams and staff, meeting coordination, and prioritization of time-sensitive tasks. Administrative Support: Provide full-service administrative support for faculty, including managing communications, drafting correspondence, updating faculty CVs, managing travel logistics, and handling confidential information. Project Coordination: Administer special projects and initiatives as assigned, managing timelines, deliverables, and collaborating with various internal and external stakeholders to ensure successful outcomes. Interdepartmental Liaison: Serve as the point of contact between the Department of Neurological Surgery and various UW Medicine entities, including six hospitals, multiple clinics, and national and international research partners. Navigate these structures with professionalism and tact, representing the Department in a variety of executive and administrative settings. Independent Judgment: Utilize independent judgment to make decisions on behalf of the faculty in relation to scheduling conflicts, operational issues, and administrative inquiries, ensuring efficiency and optimal outcomes in a deadline-driven environment.Faculty Administrative Support Provide comprehensive administrative support to the neurological surgery faculty, including calendar management, meeting scheduling, and facilitating communication with faculty, School of Medicine leadership, and hospital partners. Ensure all pertinent documentation is safeguarded and maintained, including regular updates to faculty CVs and Annual Reports. Manage faculty allotments and budgets related to travel, conferences, Continuing Medical Education (CME), and board re-certification. Track and facilitate the medical license renewal process and communication with OMSA. Track and correspond with publication editors, managing reviews and deadlines for manuscripts, abstracts, and publications. Prepare, format, and submit manuscripts and abstracts while ensuring deadlines are met. Handle appointment requests, communications, and other administrative tasks on behalf of neurosurgeons. Ensure all required trainings, tasks, and requests are completed promptly. Maintain a thorough understanding of UW Medicine's departmental structure and leadership, updating organizational resources regularly. Manage meeting requests for faculty, including preparing meeting agendas, reserving conference rooms, ensuring AV is tested and works, preparing any agendas or necessary materials for meetings. Update and maintain faculty CVs in the School of Medicine format, ensuring prompt updates to publications, conferences, and other professional activities. Coordinate with administrative business units to onboard new faculty, fellows, and trainees at UWMC-ML and NW, ensuring a smooth onboarding process. Request and manage badges for faculty, fellows, and trainees. Maintain timely communication with the clinic manager on relevant updates. Serve as a liaison with department Operations, coordinating facility requests, IT needs, equipment procurement, and website/social media updates.Administrative Support to Lead APP & Others Provide nonclinical administrative support to the Lead Advanced Care Provider (APP) in the Department of Neurological Surgery, including: Scheduling meetings/interviews. Maintaining employment and end date records of APPs, including tracking years of experience. Supporting onboarding processes and clinical set-up. Provide back-up support to the HR/Operations Business Unit for credentialing requests and other appointment changes for APPs. Manage documentation and other paperwork for locum tenens and APPs in the Department; work with the lead APP to verify schedules and hours to ensure they are compliant with contracts.Call Schedules & Outages Manage the Neurological Surgery Saturday Surgery and UWMC-ML and NW hospital moonlighting schedules for faculty, advanced care providers, and fellows. Verify the Saturday surgery and moonlighting shifts for all APPs (teaching associated) with the lead APP and work with the payroll specialist to validate and confirm monthly payments; organize and collect information. Provide back-up coverage for the multi-dimensional Neurological Surgery on-call attending schedules at UWMC-ML and NW. Update the call schedule for outages and changes, and ensure timely and effective communication of any adjustments to all necessary contacts and the UWMC-ML and NW paging operator. Work closely with the UWMC-ML and UWMC-NW Chief and UWMC-NW on-call system experts and IT to ensure call schedules are updated in a timely manner. Distribute UWMC-NH and UWMC--ML call schedules via email distribution lists. Input call and call changes into UWMC-NW web-on-call system. Manage and update all outages in the central Outage Calendar for up to 4 months and update clinical staff regarding outages.Legal Requests Manage the department observers' program for UWMC-ML and HMC observation requests. Work closely with applicants, faculty, and the Medical Director's office on program requirements and applications to schedule observational learning opportunities; ensure the department is compliant. Manage the onboarding process for observers; ensure all paperwork is completed and facilitate a successful learning opportunity. Process badging requests and other onboarding materials for observers. Oversee all department legal inquiries and requests for our medical doctors. Coordinate legal meetings between faculty and attorneys for UW-related matters, such as phone conferences and depositions, ensuring all necessary arrangements are handled efficiently. Draft and manage confidential correspondence on behalf of faculty regarding sensitive medical or legal matters. Work with the attorney's office and physicians to schedule legal appointments. Submit and track all legal billing payments to UW Physicians (UWP).Other Duties as Assigned Handle special projects as assigned by Department leadership and support a variety of initiatives and projects. Develop, implement, and update standard operating procedures for process improvement and standardization initiatives. Design and update content for the department's website and social media platforms to engage internal and external audiences. Manage the Department Newsletter; draft content pieces for education, research, clinical care, and faculty spotlights; interview faculty and staff, edit and distribute newsletters. MINIMUM REQUIREMENTS Requires High School/GED AND three years of office or administrative support experience OR equivalent education/experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED QUALIFICATIONS Bachelor's Degree in Communications, Social Science, or a related field. Excellent written and verbal communication skills. Ability to work both independently and as part of a team. Ability to independently manage multiple responsibilities concurrently under deadlines and pressure; highly adaptable to changing priorities; skilled in effectively and efficiently organizing tasks and projects. Consistent in applying sound professional judgment and critical thinking skills to address complex issues and solve problems. Proficient in Microsoft Word, Excel, PowerPoint, and Social Media platforms. Strong writing skills for composing correspondence and editing documents. Experience with WordPress applications. 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.