ADMINISTRATIVE SUPPORT SPECIALIST (ADMINISTRATIVE ASSISTANT 2)

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Summary:

The Department of Radiology has an outstanding opportunity for a Full Time Administrative Support Specialist (job profile: Administrative Assistant 2).

The Administrative Support Specialist will work under the direct supervision of the Assistant to the Chair in the Department of Radiology. This position will provide clerical and administrative assistance in support of activities associated with document preparation, meeting agendas and minutes, gathering of data for reports, and general clerical tasks. This role will also perform a wide range of administrative support activities associated with committees, workgroups, projects, initiatives, and communications under the Assistant to the Chair’s jurisdiction and will also support the Communications/Events Specialist in various tasks as assigned.

RESPONSIBILITIES:

Essential Duties & Responsibilities (Other duties may be assigned to meet business needs.)
Duties include, but are not limited to:

Assistance with clerical/administrative needs of the Assistant to the Chair with a high level of competency, accuracy, and confidentiality. Tasks may include the following:

Executive Team Support – 35%
• Prepare letters or other documents/reports as requested by the Assistant to the Chair in support of faculty promotions
• Assist with organization of SharePoint sites utilized by the Assistant to the Chair in support of the faculty promotions process
• Provide cross-coverage with other executive team members

Meeting Management- 30%
• Assist with organizing and planning meetings and support for internal groups, committees, and events as needed.
• This may include assistance with calendar management and meeting support, including attending meetings, documenting discussions, decisions made, and actions needed for follow-up

Project Support- 20%
• Provide project support including document preparation and participation in planning efforts as needed.
• This may also include assistance with reports and maintenance of alumni and donor mailing lists as requested by the Assistant to the Chair in support of the Department’s fundraising and philanthropic activities

Other- 15%
• Other clerical and administrative support duties and graphics design as assigned by the Assistant to the Chair

Self/Team Development
• Participate in fostering a collaborative environment with diversity as a core value. We are passionate about building and sustaining an inclusive and equitable working environment for all students, staff, and faculty.
• The incumbent is expected to continue to grow their own skill set necessary in their position, contribute to a team atmosphere in working with all internal/external customers, and provide thoughtful suggestions for continued improvement in work processes.

MINIMUM REQUIREMENTS:
• Requires High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience.

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

Desired Qualifications
• Strong communication skills, organizational skills, and attention to detail
• Advanced computer and Microsoft Office skills (Outlook, Word, Excel, SharePoint, Teams) and Adobe Acrobat skills
• Proven ability to handle sensitive situations and work with highly confidential information with excellence, tact, and discretion
• Exceptional customer service skills
• Good communication skills, both verbal and written, including composition skills for business letters and other professional correspondence
• Good interpersonal skills as vital to interactions with faculty and staff
• Knowledge of and familiarity with UW and UW Medicine and UW SOM policies, procedures, systems, and operating environment
• Demonstrated problem-solving and sound judgment to include discretion and initiative in carrying out responsibilities in a confidential manner

Mission and Values:

Mission:  To meet the clinical needs of patients and families we serve, to train the practitioners and leaders of tomorrow, and to advance imaging sciences to improve the human condition.

Values:
• Quality
• Innovation & Impact
• Leadership
• Partnership
• Fairness

Additional Information:

Internal/External Contacts:
• UW Customers
• Department of Radiology Faculty, Staff, and Students
• Department of Radiology School of Medicine Staff, Faculty and Students
• Other related Faculty, Staff, and Students

Supervision:
This position reports to the Assistant to the Chair in the Radiology Department.

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to speak or hear. The employee frequently is required to sit; use hands to write, finger, handle or feel; and reach with hands and arms. The employee may occasionally lift and/or carry up to 25 pounds.

Work Environment:
Schedule is normally 8:00 am to 5:00 pm but is not always fixed and workload does vary. The incumbent¹s first responsibility is to complete tasks rather than keep to a fixed schedule.  Flexibility in schedule and intensity of work is necessary.
• Position is suitable/eligible for a hybrid combination of in-person and remote work as mutually agreed upon with the supervisor, Assistant to the Chair.
• Some travel between sites may be necessary by UW Health Services or other shuttles.

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 assessments 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.