6 days old

ADMINISTRATIVE ASSISTANT 2

University of Washington
Seattle, WA 98104

ADMINISTRATIVE ASSISTANT 2

Req #: 179279
Department: PATHOLOGY
Job Location: Seattle Campus
Posting Date: 05/15/2020 
Closing Info: Closes On   05/28/2020
Salary: $2,965 to $3,935/month 
Union Position: Yes
Shift: First Shift 

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. All of which has allowed the UW to be nationally recognized as a Great College to Work For for six consecutive years. 

The University of Washington Department of Pathology is a broad and dynamic department that strives for a consistent level of high achievement in all of its activities. The Department offers full diagnostic services in all areas of Pathology, is a top ranked research organization as measured by research awards from the National Institutes of Health, and offers an array of specialized educational training programs.

UW Pathology brings together state-of-the-art technology and highly trained, world renowned personnel to provide comprehensive diagnostic and personalized service to physicians, community hospitals, independent laboratories, and other health care organizations. Our operations are based at the University of Washington Medical Center, Harborview Medical Center, South Lake Union, Northwest Hospital and the Seattle Cancer Care Alliance. Pathology faculty members also serve at Seattle Children's Hospital, the Veterans Administration Puget Sound Healthcare System, and the Fred Hutchinson Cancer Research Center. These collaborative efforts have generated innovative, translational studies in the   basic mechanisms of disease as they apply to diagnostic pathology.

We have an outstanding opportunity for an Administrative Assistant 2 to perform a wide range of office work and administrative support assignments in support of Anatomic Pathology faculty.  This role requires the use of independent judgment, a positive attitude, acute attention to detail, and the ability to learn new systems and procedures quickly.

Under general supervision, independently perform administrative assignments of increasing variety and complexity that require knowledge of University of Washington, departmental, or unit policies and guidelines, and the use of judgment in non-routine matters, such as scheduling meetings, maintaining multiple calendars, coordinating venues, taking minutes of meetings, editing and summarizing minutes for distribution, and arranging departmental events.

Under general supervision, independently perform a variety of complex clerical projects and assignments such as preparing reports, preparing, reviewing, verifying and processing fiscal documents, composing correspondence and responses to frequent requests for information, establishing manual or electronic recordkeeping/filing systems, and responding to inquiries requiring substantive knowledge of office/Departmental policies and procedures.

Job Duties

Receive incoming administrative requests from faculty members and triage requests to appropriate sources;

Provide daily administrative support to the Anatomic Pathology faculty;

Schedule meetings, maintain multiple calendars, coordinate venues;

Take meeting minutes; edit and summarize minutes for distribution; may attend meetings as Department representative;

Process both travel and non-travel reimbursements and purchasing requests;

Serve as a liaison on behalf of the Department to staff, management, clients, and external organizations to explain and apply guidelines, policies, and procedures applicable to the department;

Coordinate electronic distribution and retention of evaluations for faculty seminars, conferences and didactics;

Photocopy and collate material; scan files and save PDFs into predetermined filing system;

Delegated signature authority to sign on the behalf of faculty on an as needed basis; May handle sensitive and confidential documents or materials;

Prepare and proofread letters, presentations, and departmental materials for typographical and spelling errors based on predetermined content; review and assess content of documents and data for accuracy, initiate corrections as necessary;

Update and maintain CVs in a shared electronic drive;

Distribute and save TAT reports in a shared electronic drive;

Track and receive office supply inventory, order and stock supplies, and maintain records of orders;

Administrative support for regular QA meetings, pull flagged cases;

Coordinate slide scanning in support of conferences;

Distribute overdue case reports;

Scheduling optimization

Serve as backup for answering central department phones, respond to inquiries, provide callers with accurate information, triage calls to appropriate staff/laboratories, provide a positive, caller friendly environment;

Operate a variety of office equipment, such as computer/word processor and associated software, printers, multi-line phone system, and copy machine; may request office equipment maintenance or facilities repairs;

Participate in process improvement projects;

Perform related duties as required.


Requirements include:

  • High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience;

    Additional requirements include:

  • Intermediate/advanced computer skills, especially Microsoft Office Suite;
  • Demonstrated excellent written, verbal and interpersonal communication skills to communicate complex compliance and technical requirements to faculty, staff and students;
  • Excellent office organizational skills under competing project deadlines in a fast-paced environment with attention to detail and quality of work;
  • Excellent proactive problem solving skills;
  • Demonstrated experience working in a team environment with ability to work independently within supervisory guidelines;
  • High degree of accuracy and attention to detail. 
  • Strong initiative, independent judgment and follow-through.

    Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.


    Desired:

  • College coursework completion, AA degree or above strongly preferred;
  • Experience in an academic medical center organization;
  • Demonstrated experience with calendar scheduling using Microsoft Outlook.


    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.


    Application Process:

    The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process.  These may include Work Authorization, Cover Letter and/or others.  Any assessments that you need to complete will appear on your screen as soon as you select Apply to this position. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your My Jobs page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
  • 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 a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

    The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.


    Categories

    Posted: 2020-05-19 Expires: 2020-06-18

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    ADMINISTRATIVE ASSISTANT 2

    University of Washington
    Seattle, WA 98104
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