Salary is commensurate with education and experience.
First Shift (Days)
This is a limited recruitment, open to current employees in the Office of the Chief Health System Officer, UW Medicine.
As an employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
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. UW Medicine owns or operates Harborview Medical Center, Northwest Hospital & Medical Center, Valley Medical Center, UW Medical Center, a network of UW Medicine Neighborhood Clinics that provide primary care, UW Physicians, UW School of Medicine, Airlift Northwest, and other owned, operated or affiliated entities as appropriate. In addition, UW Medicine shares in the ownership and governance of Children's University Medical Group and Seattle Cancer Care Alliance a partnership among UW Medicine, Fred Hutchinson Cancer Research, and Seattle Children's.
UW Medicine has an outstanding opportunity for an Executive Assistant to the Chief Health System Officer of UW Medicine and Vice President of Medical Affairs of University of Washington. Reporting to the Chief Health System Officer (CHSO), the Executive Assistant will have sole responsibility for carrying out the administrative support functions for the CHSO. Demonstrating executive-level administrative support skills is required. This individual will assume responsibility for a wide range of complex and confidential administrative and operational tasks, frequently communicates with a variety of internal and external constituencies. Exercises good judgment, a professional demeanor, and takes the appropriate initiative and discretion within the scope of the position. Demonstrates high ethical standards and personal integrity, strategic, yet detail-oriented thinking, resourceful and results-oriented mindset, and excellent interpersonal and communication skills.
Manage and coordinate calendar: Solely oversee the effective management of the CHSO's schedule. Manage and coordinate the calendar and independently provide day-to-day activity support. As the frontline contact for the CHSO provides exemplary professional customer service and maintains positive working relationships. Schedules meetings; conference calls; events and professional social engagements; makes travel, accommodations, and transportation arrangements, develops itineraries; and, manages the travel expense claim process.
Prepare the CHSO for Meetings and Appointments: Manages the flow of documents and meeting materials for the CHSO. This includes identifying, and as needed, researching information for meetings; assisting with the preparation of electronic presentations; confirming calendar commitments; drafting speaking notes and correspondence.
Committee Support: Establish committee meeting schedules, coordinate/set meeting agendas; prepare meeting materials for speakers; record and compose minutes; provide follow-up support on action items as delegated; and maintain committee permanent records. Oversee and coordinate all aspects of high level, high profile meetings, conferences, retreats, orientations and special events.
Customer Service: Provide high level customer service consistent with UW Medicine Patients Are First service excellence standards and UW Medicine professionalism policy for the CHSO's Office with all interactions to a broad-based internal and external clientele including: community leaders, patients and family members, potential hospital donars, senior management staff, physicians and staff, the hospital governing board members, local and state government and university officials. Serve as a role model and demonstrate a consistent and highly positive and professional attitude demonstrating UW Medicine's commitment to service excellence. Provide exceptional customer service and assistance to leadership teams as needed. Skillfully refer internal and external inquiries, comments and/or issues to the appropriate UW Medicine resource at each entity. Keep the CHSO informed and updated on key issues.
Information Management: Serve as the administrative liaison for the CHSO and assist with points of contact for the office of the CHSO. Maintain thorough understanding for the UW Medicine's departments and leadership structure. Ensure organizational charts and other resources are regularly maintained and updated.
Fiscal Management: Manage, reconcile and archive the CHSO's expense reports and reimbursements. Provide management and oversight for the reconciliation of the office of the CHSO ProCard.
Process Signature Items: Manage the receipt and processing of hospital grants, contracts, legal agreements, purchase orders, travel requests, and correspondence for the CSHO signature. Track documents to ensure that deadlines are met. Process sensitive and confidential materials and information. Use professional discretion in handling information and documents.
Organize, maintain, and retrieve information / permanent records from a multi-disciplinary filing system.
Have experience with Board structures and meeting procedures.
Have working knowledge of Roberts Rules of Order.
Understand compliance and regulatory issues and skilled in planning, setting and managing multiple priorities.
Familiar with Board bylaws and assures compliance with such.
College degree with three years of experience as a professional administrative specialist, supporting a senior executive.
An equivalent combination of education and experience may substitute with stated requirements.
CONDITION OF EMPLOYMENT:
This position may require working greater than forty hour work weeks to meet imperative deadlines and commitments. May require travel between UW Medicine entities.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.