ADMINISTRATIVE ASSISTANT 3
Job description
The Administrative Assistant 3 provides professional administrative oversight and support for two or more directors and their associated department(s) within UW Medicine Faculty Practice Plan Services (FPPS).
Minimum Qualifications
Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.
Core Responsibilities:
Clerical Support
Maintain departmental leaderships’ calendars. Assists other departmental staff with calendars and meeting schedules, as requested.
Organize meetings; prepare background materials as necessary, identify meeting rooms, ensures all required technology, and other meeting logistics are addressed.
Screen incoming telephone calls and responds consistent with departmental leadership’s current activities and priorities.
Prepare and coordinate travel arrangements for Directors, supervisors, and/or staff, including travel itinerary, meeting schedules, and reservations.
Prepare and submit final travel expense reimbursement reports for departmental leadership.
Maintain department organizational charts utilizing Visio and publishing to SharePoint.
Manage departmental leadership documents and communications.
Manage department list serves.
?Project Support
Gather, coordinate, and maintain a variety of data in spreadsheet and/or database format for special projects and/or statistical reports at the request of departmental leadership, staff, or other departments within FPPS/UWP; develops ways to report information to best serve business requests.
Participate in drafting department-specific policies and procedures and prepares them for publication, in accordance with FPPS/UWP standards and procedures.
Act as primary contact for General Services regarding records retention activities including bringing the Department up to date on archiving and purging and monitoring archived records. Provide recommendations on document retention policies.
Serve as FPPS SharePoint site administrator; create new sites, make updates, and work with internal/external stakeholders as needed.
Assist with new FPPS staff recruitment, onboarding, and offboarding processes as directed.
Create and/or revise forms (recruitment/onboarding/offboarding) as needed. Assist with formatting drafts and standard operating procedures.
Executive Support
Manage schedule, membership roster, charter and provides staffing support including draft meeting minutes and agendas for the following committees: Finance and Audit and Retirement and Benefits.
Provides professional administrative oversight and support for two or more directors and their associated department(s) within UW Medicine Faculty Practice Plan Services (FPPS).
Back-up to Assistant to the UWP President when Administrative Program Manager is unavailable.
Manage distribution, communication, and monitoring of key documents including new appointment memorandums, practice agreements, contracts, MOUs, and incentive plans and corrections.
Manage, maintain, and distribute departmental and divisional income distribution plans (IDP).
Expense Monitoring
Serve as FPPS entity owner for eReimbursements; triage and assist All FPPS Staff with requests as needed; update job aid and SharePoint site as needed.
Serve as the FPPS subject matter expert for UW Food Approval policies and procedures. Assist All FPPS Staff with navigating meal, lodging, and per-diem rate limits.
Provide back-up to other Administrative Services staff.
Assist in orientating and training new Administrative Services staff.
Perform other duties as assigned.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. 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.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
Employees of the University of Washington are required 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 for information about the medical or religious exemption process for final candidates.
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