Administrative Specialist; NE S

Job Description

The
Department of Emergency Medicine
has an outstanding opportunity for an
Administrative Specialist
to join their team.

The Department of Emergency Medicine within the School of Medicine at the University of Washington is comprised of core faculty, contracted faculty, courtesy faculty, resident physicians, and fellows spread across three major sites:
Harborview Medical Center (HMC), University of Washington Medical Centers (UWMC), and Seattle Children's Hospital (SCH). Emergency Medicine (EM) faculty represents the front line in HMC and UWMCs hospital emergency departments and serve the City of Seattle, King County, and WWAMI (Washington/Wyoming/Alaska/Montana/Idaho).

Emergency Medicine has an outstanding opportunity for an Administrative Specialist to fulfill an administrative management role within the Department. The incumbent in this role will partner with senior leadership to lead EM’s administrative office operations at Harborview Medical Center and the University of Washington Medical Center. Success in this role requires a high degree of personal initiative, flexibility, and personal judgment with strong communication skills and an expert ability to organize and prioritize tasks.

This position also requires an exemplary ability to adjust to rapid changes and the ability to perform all duties in a manner that promotes a team concept that reflects the mission, vision and values of Emergency Medicine. This position is located in the Harborview Medical Center and reports to the Department Vice Chair of Finance and Administration.

• This position has delegated authority to perform professional level administration and management of programmatic or administrative functions within the Department of Emergency Medicine. In this capacity, he/she leads and executes office administrative operations for the Department of Emergency Medicine; comprised of 4 administrative office spaces across Harborview Medical Center and the University of Washington Medical Center.

• Provide leadership, direction and coordination of Emergency Medicine administrative office staff to facilitate smooth office operations. Ensure coordinated effort and collaboration on day-to-day operations ranging from routine to urgent and complex.

• Improve office operations, decrease turnaround times, streamline work processes, and work cooperatively with faculty and staff to provide quality service. Develop policies and procedures, oversee the execution and step-in daily on implementation in the areas of facilities, IT, phone support, supplies, mail, badging, parking and keys.

• In partnership with the Chair’s Assistants, ensure that the Chair’s priorities and obligations are met by developing and maintaining complex calendars and schedules, meetings and travel arrangements; provide day-to-day operational support; and execute as Chair’s executive assistant when needed.

• Complete complex tasks and projects quickly utilizing the right mix of independent judgement and consultation with leadership, react with appropriate urgency and an unyielding sense of calm to situations that require a quick turnaround.

• Develop, manage and maintain excellent working relationships within the School of Medicine and the Hospitals, diplomatically and effectively represent Emergency Medicine on all matters internally and externally from across a variety of organizational contexts, areas of expertise, and professional experience.

• Confidently and successfully communicate with all individuals, including Emergency Medicine faculty and staff, by representing Emergency Medicine through high-caliber, timely, and considerate written and oral communication.

• Conduct work with a high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals.

• Independently resolve complex administrative problems and answer questions relating to established policies and procedures. Serve as a resource for the faculty, staff, students and guests. Keep Vice Chair apprised of any issues or problems.

• Partner with the Vice Chair on the leadership of the…