Req #: 244533
Department: OBSTETRICS AND GYNECOLOGY
Posting Date: 03/20/2025
Closing Info:
Closes On 03/27/2025
Salary: $3,664 - $4,428 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908_a11y.pdf)
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 Division of Maternal Fetal Medicine (MFM) within the Department of OBGYN has an outstanding opportunity for a Administrative Assistant 2. As part of this rapidly growing and multidisciplinary program with high visibility within UW Medicine, this position will provide critical program support across several areas. Reporting to the Manager of Program Operations MFM, this position will support Division scheduling and administrative priorities. The ideal candidate will quickly gain understanding of all aspects of the MFM program's mission and goals, work independently to implement priorities, and problem-solve through complex challenges in this expanding program.
DUTIES AND RESPONSIBILITIES :
Administrative Support for Division Leadership: 40%
Perform executive administrative support to Division leadership, maintaining confidentiality, discretion and representing the Division in a positive and professional manner.
Responsible for complex calendar coordination and meeting management. Duties include managing internal and external communications, maintaining multiple calendars, and scheduling meetings.
Independently facilitate travel arrangements related to professional conferences and/or training events and ensure the appropriate state and federal compliance requirements are applied to each request. Duties include but are not limited to calculating per diem, gathering the appropriate pre-approvals, securing flights and hotels, and requesting per diem advances when appropriate.Operational and Administrative MFM Division Support: 45%
Collaborate with Department staff, the Division Director, and other staff teams to ensure that internal processes are consistent and compliant with federal, State, University, and UW SOM policies and procedures.
Recommend process and general operational improvements for efficiency to the Division Director and Division Administrator.
Develop and maintain records using spreadsheet and/or database software. Maintain filing systems for accurate record keeping by following audit and retention policies.
Support credentialing processes at sites where MFMs practice, which include UW Medicine, Valley Medical Center, and Seattle Children's Hospital.
Support Division Administrator with recruitment activities and organizing new employee onboarding and orientation.
Management of division inbox to triage and respond to emails, as appropriate.
Prepare correspondence for letters, reports, forms, purchase orders and specialized documents. Proofread materials for accuracy and formatting.
Serve as the staff lead for purchasing and processing procurement, travel and other reimbursement using multiple methods supported by the UW.
Maintain current data on personnel, financial, projects to create organizational systems and snapshots for department and team.
Process timesheets for outside clinics.
Collect, enter, and track requests for reimbursement.Meeting & Event Management: 10%
Work closely with Division Director and Division Administrator to ensure adequate programmatic support for MFM division-led meetings. Duties include making room reservations, calendaring, meeting set up for in-person, virtual, or hybrid options, creating agendas and presentation material, and documenting meeting notes, as applicable.
Provide in-person support with division events, as identified.
Partner with Education team to review and update department scheduling.Special projects: 5%
Performs other duties as assigned MINIMUM REQUIREMENTS
Requires High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience. DESIRED QUALIFICATIONS
Excellent customer service
Proficiency with Microsoft Office Suite
Excellent verbal and written communication skills
Strong analytical and problem-solving abilities
Strong attention to detail
Demonstrated experience with calendar management and scheduling
Ability to work independently and as part of a team
Experience in healthcare settings preferred
Knowledge of UW systems and procedures a plus
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.
