Assistant to the UW Medicine Clinical Business Affairs Office|
Req #: 210263
Department: SCHOOL OF MEDICINE
Job Location: Health Sciences Center
Posting Date: 07/25/2022
Closing Info: Open Until Filled
Salary: Salary is commensurate with qualifications and experience.
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 herehttps://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-2022-V1_a11y.pdf
The UW School of Medicine has an outstanding opportunity for an Assistant To The UW Medicine Clinical Business Affairs (“CBA”) Office (Payroll Title: “Administrative Specialist”).
This individual will play a critical role in maximizing the efficiency and effectiveness of team members they will support. This individual will report directly to the Senior Director of Business Affairs (the “Director”) and be independently responsible for performing the professional-level administration including office management, special projects management and coordination, policy development and application, and appropriate evaluation and escalation of priority items to the Director.
The CBA office is responsible for strategic, legal and business oversight for UW Medicine, including leading task forces and committees developing new programs between UW Medicine and other organizations/institutions outside of UW Medicine; engaging actively in the administrative components of UW Medicine planning efforts with the clinically integrated organizations of UW Medicine; and serving as a UW Medicine representative to coordinate business arrangements with other healthcare institutions and entities.
This position will be responsible for a wide range of complex and confidential administrative and operational tasks, frequently communicating with a variety of internal and external constituencies. Must be able to anticipate requests; provide fast, accurate, and thoughtful replies to requests, following up on action items on behalf of the assistant directors as appropriate. This individual must be able to prioritize, coordinating with the CBA office to meet highly sensitive deadlines. This individual must exercise good judgment, have a professional demeanor, and take the appropriate initiative and discretion within the scope of the position. Demonstrate high ethical standards and personal integrity, detail-oriented thinking, resourceful and results-oriented mindset, and excellent interpersonal and communication skills (both written and oral).
CBA Office Support:
• Under the guidance of the Director, independently manage and support day-to-day operations of the CBA office and prioritize and organize all activities to ensure organizational effectiveness
• Manage administrative needs of assistant directors and other CBA office staff with a high level of competency, accuracy, and confidentiality
• Provide complex calendar management and meeting support, including attending meetings and documenting discussions, decisions made, and actions needed
• Provide project support, including researching policy areas, assisting with seeking and hiring consultants, managing project documentation and deadlines, and participating in planning efforts as needed
• May have lead or supervisory responsibilities for temporary employees and/or student helpers
• Other duties as assigned
CBA Office Activities:
• Independently draft and manage correspondence with leaders both internal and external to UW Medicine
• Review and track agreements, contracts and other legal documents
• Manage execution of documents electronically
• Draft materials in support of the assistant directors, such as meeting agendas, flowcharts, templates, and other materials as needed
• Maintain and support ongoing records management and records retention efforts and processes for the CBA office, in compliance with Washington State records retention requirement and internal CBA office established practices
CBA Office Operations:
• Contribute and participate in process improvement
• Manage agree-upon policies, procedures and protocols, exercising substantial judgement as to when deviation or modification may be required
• Maintain agreed-upon communication standards
• Implement and maintain tracking systems for recordkeeping in compliance with applicable laws and regulations
• Provide onboarding and offboarding support and training for CBA staff
• Support implementation of information technology (“IT”) initiatives
UW Medicine is committed to working together to become an antiracist institution to deliver on our mission to improve the health of the public by ensuring that policies and practices address issues related to diversity, equity, inclusion, and social and health justice. We will deliver on this commitment through our dedication to actively fostering a diverse, inclusive community where everyone can grow and thrive. With purpose and thoughtfulness, we are actively working to create a community that encourages participation and collaboration, values each individual’s unique contributions, and recognizes that diversity, equity, and inclusion are prerequisites to excellence.
For more information on UW Medicine, including the UW School of Medicine, please see the UW Medicine Overview: https://depts.washington.edu/uwmmktg/uw-medicine-overview/.
The University of Washington is an affirmative action and equal opportunity employer (https://ap.washington.edu/eoaa/). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
COVID-19 Vaccination Requirement: Governor Inslee's Proclamation 21-14.2 (https://www.governor.wa.gov/sites/default/files/proclamations/21-14.2%20-%20COVID-19%20Vax%20Washington%20Amendment%20%28tmp%29.pdf) requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage (https://hr.uw.edu/jobs/final-candidate-guide-to-covid-19-vaccination-requirement/) for information about the medical or religious exemption process for final candidates.
Qualifications & Requirements
• Bachelor’s degree or equivalent years of higher education and/or work experience.
• 2 years of work experience.
• Strong organizational skills and demonstrated ability to prioritize multiple projects and tasks.
• Excellent oral and written communication skills.
• High level of tact, discretion, and diplomacy, including ability to handle confidential information.
• Customer service oriented.
• Demonstrated ability to think critically and problem solve independently.
• Experience using Microsoft Office or equivalent (e.g., Outlook, PowerPoint, Word, Excel).
• Commitment to valuing diversity and contributing to an inclusive working and learning environment.
• Demonstrated ability to maintain positive, ethical, and professional working relationships with individuals from a wide variety of backgrounds.
• 2 years of office support experience.
• Experience in preparation and editing contractual documents.
• Comfort using cloud-based tools (e.g., SharePoint, Teams, Asana, DocuSign, OneDrive).
• Experience using Microsoft Visio.
• Experience with an academic institution, health system, medical school, hospital or legal office.
• Experience working with underrepresented students, faculty, staff, and/or patients in a university, healthcare, or similar setting.