1 day old

PERIOPERATIVE SERVICES ADMINISTRATIVE ASSISTANT

University of Washington
Seattle, WA
  • Job Code
    161617
UW Human Resources

PERIOPERATIVE SERVICES ADMINISTRATIVE ASSISTANT

Req #: 161617
Department: UW MEDICAL CENTER PERIOPERATIVE SERVICES
Job Location: UW Medical Center
Posting Date: 11/06/2019 
Closing Info: Open Until Filled 
Salary: $3,255.00 to $$4,338.00 per month 
Union Position: Yes
Shift: First Shift 
Notes: NOTE: Must be able to work flexible hours, including coordination of early morning (6:00 AM) and late evening (7:30 PM) tasks.  

Join our award-winning team at University of Washington Medical Center (UWMC). Among the top medical centers in the United States, and ranked as the number 1 hospital in Washington State, as rated by U.S. News & World Report 2016-2017 "America's Best Hospitals", UWMC prides itself on compassionate patient care as well as its pioneering medical advances. UWMC is operated by the University of Washington (UW) and serves as a training site for UW’s School of Medicine.

The University of Washington is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. As an employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please view this page.

UW Medical Center has an outstanding opportunity for a FULL-TIME PERIOPERATIVE SERVICES ADMINISTRATIVE ASSISTANT. The Perioperative Services Administrative Assistant is in the Department of Perioperative Services at the University of Washington Medical Center (UWMC). The individual in this position is responsible for providing direct, confidential administrative support to the Clinical Director for Operative and Perioperative Services and the Perioperative Services leadership team. In addition, this individual performs office management/administrative coordination functions related to UWMC for nine departments within Perioperative Services, including: Surgical Services Administration, Operating Rooms, Pre- and Post-Anesthesia Care Units at UWMC, the Ambulatory Surgery Center at Roosevelt, OR Prosthesis/CORES Department, Anesthesia Technical Services, CRNAs, Central Sterile Processing Department, and Pre-Anesthesia Clinic.

The Perioperative Services Administrative Assistant provides support for many Perioperative Services leadership team meetings, such as the Surgical Services Leadership Group, Operative and Perioperative Operations Committee, UWMC Perioperative Transformation of Care Performance Improvement Project, Steering Committee and five interdisciplinary work teams. This individual also provides support to the Perioperative Services Performance Improvement Clinical Analyst and Clinical Nurse Educators, including administrative services for the Nursing Internship Program. The Perioperative Services Administrative Assistant reports directly to the Clinical Director of Operative and Perioperative Services and the OR Director.

Typical duties include: preparation of complex reports for Perioperative Services leadership committees, groups, and work teams, Medical Center Leadership, and Board; calendar management for the Clinical Director of Operative and Perioperative Services, OR Director, and Managers; preparation and management of confidential correspondence; travel arrangements and reimbursements; preparation and tracking of purchasing documents and budget reports; and meeting/class/special event coordination and communication.

Additional Perioperative Services Administrative Assistant duties include:

Office management activities:
  • Perform office management functions related to UWMC for nine departments within Perioperative Services.
  • Maintain and organize department personnel files, minutes, and materials.
  • Oversee photocopy services and ordering of supplies.
  • Design and distribute formats for all clerical activities within Perioperative Services.
  • Order and maintain inventory of supplies and equipment.
  • Purchase equipment, request service for office equipment.
  • Arrange for instructional classes.
  • Schedule, type, and post Perioperative Services monthly calendar of meetings.

Prepare and distribute Perioperative Services reports and communications:
  • Use Microsoft Word and Excel to perform complex word processing tasks such as merging and sorting, graphics, spreadsheets, database files, creating footnotes and outlines, and creating directories.
  • Check for accuracy on complex reports to Perioperative Services leadership committees, UWMC Leadership, and Medical Center Board.
  • Validate, type, and submit monthly Perioperative Services budget planning information for financial management.
  • Update and maintain Policies and Procedures for Surgical Services, Pre- and Post-Anesthesia Care Unit, Ambulatory Surgery Center at Roosevelt, and Pre-Anesthesia Clinic.

Budget responsibility:
  • Provide oversight and monitoring of supply and purchased services expenses for Surgical Services Administrative Budget.
  • Complete monthly financial review, variance reporting, and implementation of action plans to control expenses.
  • Identify cost reduction and inventory standardization of supplies to ensure expenses are within budget.

Administrative assistance:
  • Create and edit correspondence, reports, and letters for the Clinical Director of Operative and Perioperative Services, OR Director, and leadership team, including confidential and sensitive material, making corrections for sentence structure, spelling, grammar, and punctuation.
  • Arrange and maintain calendar for Clinical Director of Operative and Perioperative Services, OR Director, and department leadership staff.
  • Set up meetings, including coordination of teleconferencing and electronic media needs.
  • Collect and distribute incoming mail for department, sort by priority, and route correspondence and inquiries to responsible individual twice a day.
  • Receive and screen telephone calls based on knowledge of administrative viewpoints.

Program support:
  • Provide program support/ development of project management agendas, meeting minutes, work plans, and presentations for Perioperative Services performance initiatives, including the UWMC Perioperative Services Transformation of Care Project and interdisciplinary work teams.
  • Solely responsible for data input and maintenance of Perioperative Services Credentialing Program.
  • Solely responsible for correspondence, files, and monthly roster for professional organization involvement by managers.
  • Provide program support for the Perioperative Services Clinical Nursing Internship Program.

Travel arrangements for department/miscellaneous:
  • Responsible for travel arrangement/registration for Clinical Director  of Perioperative and Operative Services, OR Director, CRNAs,  managers, and staff.
  • Prepare purchase orders, petty cash voucher, and CTI (if UW or UWMC sponsored); complete Travel Expense Voucher; and obtain receipts and compute appropriate reimbursement.
  • Maintain records and files. 
REQUIREMENTS:
Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.

Additional Departmental Requirements:
  • Progressively responsible administrative experience in office, secretarial, bookkeeping, or accounting in a large, complex organization.
  • Must be highly proficient in the use of Microsoft Office including Word, Excel, presentation software including PowerPoint, Outlook, and email.
  • Experience with highly complex scheduling.
  • Ability to work under pressure of frequent deadlines and changing priorities in a high-volume academic setting.
  • Excellent oral and written communication skills, including demonstrated competency in preparation of written reports, project management summaries/updates/dashboards, and correspondence.
  • Expert ability to take detailed meeting minutes and update project management work plans.
  • Knowledge of medical terminology and medical processes in a healthcare/perioperative services setting.


DESIRED:
  • College coursework completion – AA degree or above strongly preferred.
  • Proficient use of Microsoft Project Management software.
  • Prior experience in an academic medical center organization.
  • Understanding and appreciation of the mission, vision, and values of UW Medicine and UW Medical Center.


CONDITION OF EMPLOYMENT:
Must be able to work flexible hours, including coordination of early morning (6:00 AM) and late evening (7:30 PM) tasks.

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: 2019-11-11 Expires: 2019-12-11

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PERIOPERATIVE SERVICES ADMINISTRATIVE ASSISTANT

University of Washington
Seattle, WA

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