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UW Medicine is Washington’s only health system that includes a top-rated medical school and an internationally recognized research center. UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals.

All across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student and colleague is valued and honored. Nearly 29,000 healthcare professionals, researchers, and educators work in the UW Medicine family of organizations that includes: Harborview Medical Center, UW Medical Center - Montlake, UW Medical Center - Northwest, Valley Medical Center, UW Primary Care, UW Physicians, UW School of Medicine, and Airlift Northwest.

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UW MEDICAL CENTER – MONTLAKE PERIOPERATIVE SERVICES has a fantastic opportunity for a FULL-TIME EXECUTIVE ASSISTANT (Day Shifts). This position provides senior-level administrative support in a confidential and professional manner, exercising independent judgment and discretion. Under the direction of the Associate Administrator of Surgical Services, Assistant Administrator of Surgical Services and Associate Medical Director for Quality and Safety for the Operating Rooms, the Executive Assistant (Administrative Specialist) is responsible for a broad range of duties in support of the Department of Surgical Services including, but not limited to: office management, project coordination, executive scheduling and briefing, budget management, executive communications, coordinating day-to day activities, and other administrative functions.

Surgical Services is a complex department that encompasses OR, PACU, CSPD, Anesthesia, Intraoperative Neuromonitoring, Scheduling and the Implant Room. This position will support the Surgical Services Leadership team at Montlake and Northwest campuses, and interfaces with all the Department of Surgery service lines and Executive Leadership throughout the system.

RESPONSIBILITIES:

Executive Support:

Serve as a trusted partner for the Associate Administrator, Assistant Administrator and Associate Medical Director, advising on matters of importance to the office including meeting prioritization and materials drafted and making recommendations for action.

Exercise independent judgment and discretion while coordinating the activities.

Assist in communication and information flow between the Surgical Services Leadership and key colleagues. Act as the Surgical Services Leadership representative as needed providing substantive information and reporting conclusions to key colleagues. Ensure key information from colleagues reaches the Surgical Services Leadership team at appropriate times with appropriate levels of detail.

Follow-up on key action items, ensuring momentum is maintained on key projects and commitments are upheld. Research and resolve issues with limited or ambiguous information.

Assist and lead program certification and regulatory visits.

Compile and maintain data for various Quality Improvement dashboards for Surgical Services.

Coordinate and manage travel arrangements for department leadership ensuring compliance with university rules and regulations.

Screen and process highly confidential incoming mail. Based on broad knowledge of office operations, route technical matters to appropriate individuals for action.

Screen calls and respond based on knowledge of the leaderships views and priorities.

Organize, maintain, and retrieve information from a multi-disciplinary filing system.

Management of the Surgical Services Leadership Group, Robotic Steering Committee, Surgical Services Quality Improvement Committee, and other executive committees for the Department of Surgical Services at Montlake and Northwest campuses. This includes, but not limited to, coordinating scheduling of meetings; setting of agenda; preparing meeting materials and supporting documentation/action items; follow-up on action items as necessary; and maintain the permanent records of the committees.

Office/Budget Management:

Use delegated authority to make commitments that affect department operations and provide overall management of the day-to-day administrative operations of the Department of Surgical Services office.

Regularly exercise independent judgment and discretion in work directly related to management policies and department business operations.

Overall budget responsibility for the office of the Department of Surgical Services including preparation of budget submission; forecasts; track, monitor and reconcile budgets.

Oversee and maintain documents and records for the department

Oversee room requests, office and space allocation throughout the Surgical Services departments.

Use of personal Procard to purchase items for the office, track and reconcile purchases.

Calendar Management:

Manage the Surgical Services Leaderships complex and issue-sensitive calendar. Ensuring the calendar is accurate and allowing for workload.

Ensure Surgical Services Leadership is fully briefed on agenda items and has received all required materials.

Executive Communications:

Independently compose, edit, and distribute correspondence on behalf the Surgical Services Leadership. Create, edit, layout and proofread reports and presentations. This includes a Monthly Newsletter to Surgical Services staff and Physician partners.

Critically review and evaluate for accuracy and completeness materials prepared for use by Surgical Services Leadership group.

Other duties:

Act as lead planner of events of variable sizes including analyze cost, organize, create invitations, and coordination at event.

Organize and lead search processes for leadership positions reporting to the Surgical Services Leadership team.

Coordinate public records requests for the Department of Surgical Services.

Other duties as assigned.

REQUIREMENTS:

Bachelors degree in Business Administration or other Heatlhcare degree
4-5 years of experience in the following:

Managing day to day systems within a healthcare department

Overseeing projects from beginning to end

Leadership/supervisory skills

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