The mission of University of Washington MEDICINE 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 the following: Harborview Medical Center, Northwest Hospital & Medical Center, Valley Medical Center, UW Medical Center (UWMC), 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
Under the general supervision of the Operations Manager, the Administrative Assistant 2 is responsible implementing the mission and goals of Enterprise Records and Health Information (ERHI) at UW Medicine. This position is responsible for operational functions specific to ERHI using knowledge of records and information governance, as well as health information management to monitor, maintain and initiate revenue and expenditures, and assist staff in coordinating ERHI functions and activities.
Performs and facilitates day-to-day fiscal and operations activities. This includes maintaining fiscal tracking spreadsheets for all ERHI budgets; receiving, processing and depositing revenue; processing, monitoring, and circulating purchases and reimbursements; reconciling pro-card transactions; allocating proper budgets and object codes; ensuring taxes are assigned to sales, assigning purchase orders; and utilizing UW and UW Medicine finance and accounting systems including Ariba and MyFinanical Desktop. Creating and developing reports. Serves as a liaison on behalf of ERHI to vendors, UW Medicine employees, clients, and patients. Supports Operations Manager and ERHI operations including processing and submit work orders, helpdesk tickets, submitting access to ERHI shared drives, SharePoint, assist in HR activities including recruitment, shared leave donations, FLMA, and timekeeping, coordinating onboarding activities, and supports ERHI Leadership in implementing the mission and goals of ERHI.
Provides information and advice to staff regarding ERHI goals, policies and activities. Assists in developing online resources for staff and public regarding purpose and services of ERHI. This includes reviewing and updating inter/intranet content and ERHI Team Sites, ensuring accuracy and usefulness; developing and reporting dashboards; and updating program metrics and statistics. Collaborates and supports ERHI stakeholders on special projects; provide training as assigned.
Develops and maintains policies and procedures for fiscal and office operation activities including pro-card, travel, reimbursements, credentials, services, supplies and equipment, and office operations including managing and updating ERHI HR files, staff handbook, organization charts, and ERHI related documentation. Ensures standard formatting of policies, procedures, and documentation, and maintains central library. Ensures that ERHI policies and procedures are accurate and updated; promotes and ensures records and information governance principles within ERHI. Maintains and updates inventories related to ERHI operations; participates and coordinates meetings; track meeting minutes; and provides resources and information for ERHI staff.
Organizes and maintains electronic and paper file systems. Maintains central library of policies, procedures, guidelines, job aids, and supporting documentation for all of ERHI. Collaborates with ERC administrative staff to ensure standardization throughout all ERC departments. Performs special projects and other duties as assigned.
REQUIREMENTS: Requires High School/ GED AND two years of office or administrative support experience OR an equivalent combination of education and/or experience. ADDITIONAL DEPARTMENTAL REQUIREMENTS: •Proficiency with Microsoft Office Suite, including Excel. •Knowledge of records and information management (RIM) best practices. •Ability to meet deadlines and work under pressure in a high volume environment. •Ability to maintain confidentiality. •AND two years of experience with records and information management
DESIRED: •Ability to effectively communicate, both orally and in written form, with people at all levels of the organization and outside the organization. •Strong interpersonal skills, with the ability to communicate effectively and work collaboratively. •Excellent customer service skills. •Knowledge and experience using SharePoint.
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 undergraduate 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.