ADMINISTRATIVE ASSISTANT 3 (FULL-TIME, DAYS)

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.

As the region's only Level I Trauma center, Harborview Medical Center is well known for innovations and excellence in trauma care and its centers of emphasis: Trauma, Burn, Neurosciences, AIDS/STD, Center for Advanced Reconstruction and Rehabilitation (CARER), and mentally-and medically- vulnerable populations. Harborview employees are committed to the vital role the institution plays in the immediate community, as well as the entire Northwest region.

Challenge. Collaboration. Compassion. Become part of our team, and join our mission to make life healthier for everyone in our community.

The HMC Emergency Department has an outstanding opportunity for a Administrative Assistant 3 (Full-Time, Day Shifts).  Under general supervision, the Administrative Assistant provides high-level administrative support and coordination for daily operations of the Patient Care Services department. Key functions include:
• Performance of complex clerical functions including advanced and complex word processing, graphics, spreadsheets and relational database tasks
• Coordination of office operations and reception functions
• Management of mail, forms, correspondence, projects, etc.
• Development and maintenance of calendars, travel itineraries, and event planning and coordination

Knowledge, Skills, and Abilities:
• Effective communication and service excellence skills.
• Complex clerical and database knowledge/skill using a variety of different software.
• Basic audiovisual equipment operation expertise.
• Knowledge of medical terminology.
• Demonstrated management/leadership skills including office organization, time and project management.

Support & Coordination of Operations:
• Maintain Administrator’s schedule. Identifies scheduling conflicts and resolves proactively.
• Provide high-level project support for administrator.
• Coordinate and prioritize project workload to meet timelines and deadlines.
• Submit assigned projects, statistics, reports and/or other paperwork according to agreed upon timelines
• Establish and maintain reasonable par levels and organization for office supplies
• Collaborate with other clerical resources when necessary to obtain assistance in meeting peak workloads.
• Provide paper flow management for administrator- mail sort, prioritize, file, signature, etc.
• Document and track requisitions for purchases orders, and capital equipment, continuing education, leave of absences, personnel and reimbursement requests.
• Receive messages and relay information accurately and in a timely manner.
• Knowledge of PCS staff members and supervisors, able to deliver mail or fine appropriate unit location.
• Maintain a well-organized and stocked desk area, which facilitates efficient department operation.
• Support staff by sharing knowledge of HMC operations and assisting them with appropriate requisitions and protocol.
• Identify organizational system improvements to streamline operations
• Follow established policies and procedures.
• Responsible for travel arrangements, including itinerary preparation and processing travel reimbursement.
• Assist in the coordination of special events and projects.

Job Knowledge/Skills:
• Perform complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheets and data base files, uploading/downloading and creating footnotes and outlines.
• Use spreadsheets and data base software to develop and maintain records.
• Prepare spreadsheets involving the development of formulas; combines files to create reports.
• Proficient with graphics software and makes recommendations regarding the appropriate graphic display of information.  Demonstrates innovation in use of graphics, formatting, and design for projects.
• Perform format transcription from rough draft, shorthand/speedwriting or recording equipment, takes minutes of meetings, composes and types letters, meeting notices, and agendas; compiles and types reports, manuscripts, grant applications, financial statements, schedules, test materials, evaluations, and other documentation.
• Demonstrate ability to keyboard at least 60 wpm and transcribe from dictation machine(if applicable).
• Create and maintain files (manual or electronic) in accurate and timely manner.
• Ability to efficiently retrieve office communications, papers, correspondence and pertinent project data.
• Proof work/corrects spelling, grammar, punctuation and format, and organizes pages for ease of review before returning to requestor.
• Demonstrate proficiency in the use of communication devices in the department (ex: fax, e-mail, telephones, paging system).
• Aware of our payroll system and their role in completion.

Advocacy and Customer Service:
• Maintain awareness of others and greets patients, families, visitors, managers, and staff in a manner that conveys a positive reception
• Demonstrate an atmosphere/attitude of respect for human dignity and the uniqueness of each patient, visitor and staff member.
• Protect confidentiality of written and verbal information according to policy and procedure.
• Report when illegal/unethical/unprofessional practice of another member of the health care team occurs.
• Follow appropriate channels to resolve concerns.
• Demonstrate courteous and professional communication skills with administrator, co-workers, visitors, patients and families.
• Receive and refer patient inquiries, compliments and complaints to appropriate department(s).

Professional Growth and Behavior:
• Attend and participate in departmental meetings, committees and/or projects; reads minutes or seeks follow-up if unable to attend, as applicable.
• Demonstrate reliability in work attendance.
• Consistently wears identification badge.
• Contribute to group problem solving and is respectful of the comments of others.
• Give and accept feedback in a constructive and courteous manner.
• Promote positive image of self, the PCS Administrative Department and HMC.
• Apprise supervisor of actual and/or potential problems in a timely manner.
• Is able to resolve conflicts and/or direct to appropriate staff/department for resolution.
• Complete annual competency validation requirements.
• Identify own learning needs and seeks direction for growth.
• Attend and participate in continuing education programs and in-services which directly affect and improve department operations.

Safety and Response to Emergencies:
• Participate in interdepartmental efforts to facilitate a safe environment.
• Understand and follow hospital and departmental protocol for emergencies and disasters.
• Take immediate action to address environmental, equipment or engineering issues that present a potential safety risk.
• Function within safety, infection control, emergency and equipment guidelines.

Quality Assessment and Improvement:
• Recommend and assist with implementing, as appropriate, solutions for resolving procedural system causes for incidents/risks.
• Develop clerical organization tools or systems that prevent errors/increase efficiency and accuracy; seeks cost-effective alternatives for routine and specialized office supplies and equipment.
• Participate in QA/QI activities of the office through the participation in committees, implementation of process improvement initiatives and contribution of suggestions for improvement in patient care delivery.

Standards of Daily Practice:
• Seek opportunities to help others
• Aware of department needs and responds appropriately
• Complete work in a timely manner, or asks for assistance.
• Quality of work at expected level.
• Follow through on delegated tasks.
• Able to prioritize workload requests appropriately
• Demonstrate respect for patients, visitors and staff members entering the department
• Works well as part of the team.