Req #: 245451
Department: DEPARTMENT OF MEDICINE: GASTROENTEROLOGY
Appointing Department Web Address: https://gastro.uw.edu
Job Location Detail: Hybrid/Telework 1-2 days per week
Posting Date: 04/21/2025
Closing Info:
Closes On 04/28/2025
Salary: $3,664 - $4,882 per month
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 here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20220908_a11y.pdf)
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.
The Division of Gastroenterology has an outstanding opportunity for an Administrative Assistant 3 to join their team. POSITION PURPOSE
The Admin Assistant 3 plays an important role as a representative of the Division of Gastroenterology at HMC and other sites as needed. This position will provide calendaring assistance to the GI Division, with occasional small event planning. Additionally, this role will provide office management for HMC's faculty offices, manage general division operations at HMC, and work closely with HMC section leadership on various projects.
DUTIES AND RESPONSIBILITIES
GI Division Operations
Operational Clinic Duties Include: 70%
Performs complex, confidential administrative support services including, but not limited to: Administrative support to the HMC, NWH, and UWMC Section Chief and other Division leadership as needed
Ensure UWMC Section Chief and NWH Section Chief priorities and obligations are met by developing and maintaining calendar and schedule, meetings and travel arrangements; provide day-to-day operational support.
Organize high-level meetings involving executive heads of the University, UW Medicine, and its affiliates.
Independently manage miscellaneous program projects as requested by Chiefs, spanning the scope of operations
Oversee high level UWMC/NW/HMC based communications for division & hospital staff, including updating websites for division and hospital
Understand UWMC/NW/HMC operational issues in the broader @context of the division, the Department, the SOM and the various hospital campuses and can appropriately handle, delegate or escalate issues as necessary. Work with executive leadership and hospital administrators to troubleshoot.
Support faculty by regularly being available for questions, editing manuscript/journal submissions, errands and other needs to ensure smooth operation of the clinical practice.
Maintain dynamic communication with principal investigators, steering committees, vendors, industry sponsor, programs and other division staff, and numerous University Departments.
Create and manage project timelines, schedule meetings, prepare budgets for projects, and identify resources needed to ensure project success. Delegate as necessary to meet project deliverables, report on progress at staff and faculty meetings, and subcommittee meetings such as QI project meetings
Oversees the coordination of and support for all special events, including special events for faculty, student and staff, meetings and conferences held at NW/UWMC
Division Facility Assistance 10%
Coordinate facilities requests for phones, keys/locks, office equipment and other resources.
Arrange, track and ensure faculty & staff office locations are equipped as needed.
Work with new faculty to ensure assigned space is appropriate and fully stocked.
Organize and coordinate any office or space moves as needed for faculty & staff.
Independently manage UWMC/NW operations, including: IT, office space and office equipment, inventory and implementing inventory-related activities, renovations/remodeling projects, equipment acquisitions
Prepare travel arrangements and submit reimbursement documents.
Provide finance support, including purchasing and reimbursement for faculty and staff
General Office Support as needed by site 10%
Ordering office/lab supplies from eProcurement
Handle returns/exchanges/status of deliveries
Ordering lab coats for research team and core faculty
Manage parking passes for staff
Order business cards, etc. from Creative Communications
Distribute mail
Manage office supply inventory and order supplies as needed or requested.
Assist with license reimbursements for core faculty upon request
On-board new Faculty and Staff: 5%
Provide photo ID paperwork and direction; complete systematic access forms for new faculty & staff
Coordinate with Faculty Affairs Coordinator to arrange new faculty orientation needs and ensure "orientation" days listed on the schedule for new faculty.
Process all clinical privileging paperwork, ensuring all deadlines are met for faculty on-boarding
Other Duties: 5% MINIMUM REQUIREMENTS
Requires High School/GED AND three years of office or administrative support experience OR equivalent education/experience.
ADDITIONAL REQUIREMENTS
Scheduling experience
UWDeptMedicineJobs
University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.
