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ADMINISTRATIVE SPECIALIST
University of Washington
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ADMINISTRATIVE SPECIALIST

University of Washington

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Details
Posted:
April 1, 2021
Location:
Seattle, Washington
Salary:
Open
Type:
Full Time

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 Department of Anesthesiology and Pain Medicine (APM) has an outstanding opportunity for an Administrative Specialist. This role will partner with senior leadership to lead Anesthesia’s administrative office operations and quality improvement for the Multispecialty Anesthesia (MSA) Division at the University of Washington Medical Center (UWMC). The Department of Anesthesiology and Pain Medicine is comprised of core faculty, contracted faculty, courtesy faculty, and fellows across five divisions at the University of Washington Medical Center. The MSA Division collaborates clinically and academically with other divisions and its activities embrace and fulfill all aspects of the UW Medicine and Department Mission:  Clinical Care, Training/Education and Research. The Director of Operative and Perioperative Services provides oversight and direction for this multi-specialty anesthesia service. This position is located at UWMC and reports to the Vice Chair for Finance & Administration with a strong matrixed relationship to the Director of Operative and Perioperative Services (O&PS Director), Associate Chief of Anesthesia (AC), and Associate Medical Director for Professional Affairs (AMD).

Major responsibilities include:
  • Administrative Management & Operations (50%)
  • Quality Assurance/Quality Improvement & Project Management (40%)
  • Administrative Operational Support for CRNAs (10%)

    UWMC is the largest of the four hospitals in the Department of Anesthesiology’s practice. A tertiary health-care facility and one of the nation’s leading academic medical centers, UWMC provides highly specialized medical care to the Pacific Northwest with an active referral base in the Washington, Alaska, Montana, and Idaho region. The complicated and multi-faceted nature of the division requires the ability to move effectively between the various systems and stakeholders with confidence and appropriate authority.

    This individual will be working with persons and entities throughout UW Medicine, including frequent contact with the School of Medicine’s hospital executives. A high level of discretion and strong “EQ” is a must for the successful incumbent. They must be able to independently manage projects of significant scope and complexity. The Administrative Specialist must have a clear overall understanding of all programs and projects coming from the O&PS Director and provides essential support and detail management. Perioperative Services spans multiple hospital units and specialties under several School of Medicine Departments, including a myriad of initiatives that require administrative management of priority projects that impact the Perioperative and Surgical service lines. The O&PS Director also holds a faculty leadership role with the Department and direct both hospital and department initiatives that require keen administrative attention to detail, and regular independent judgement and recommendations regarding programmatic functions. This individual is the first representative of the UWMC Multispecialty Anesthesia Division office and must have the ability to manage many situations that call for personal self-confidence and discretion.

    The UWMC-Montlake Campus is ranked as the #1 hospital in Washington, and is a leader nation-wide in Perioperative and Surgical services, and the Department of Anesthesiology & Pain Medicine is a highly-ranked program nationally—this Administrative Specialist will directly support and manage initiatives that impact the clinical service line, education of the next generation of multi-specialty Anesthesiologists within the clinical environment, and safe and efficient patient care within the surgical services of UWMC-Montlake.

    APM is one of the largest departments in the School Medicine with 245 clinical and research faculty members, 110 residents, 38 Postdoctoral Scholars and ACGME Fellows, 90 staff members, and 115 affiliated clinical faculty members. The Department works at 6 University or University-affiliated clinical sites: UWMC – Montlake; UWMC- Northwest, Harborview Medical Center, Seattle Children’s Hospital, the Veteran's Affairs Puget Sound Health Care System (VA) and Seattle Cancer Care Alliance (SCCA).  In addition, the extensive and well-funded APM research is conducted at South Lake Union (SLU), Children’s Research Institute (CRI) and at laboratories in the Health Sciences complex. 

    The Department of Anesthesiology and Pain Medicine is a diverse group of clinicians, educators, researchers, trainees and staff who unite to advance medicine and healthcare through clinical care and innovation, research and education. We believe every member of our team enriches our ability to achieve our mission by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions. We are committed to enhancing the diversity of our department and providing a safe and inclusive space for our faculty, staff and trainees. We strive to create an equitable and inclusive environment where all feel valued, heard, and respected. We work together to sustain the excellence that is a hallmark to APM as we seek to recruit and retain a diverse workforce that is a reflection of our commitments to serve the diverse people of Washington and the WWAMI region and to fulfill the School of Medicine’s guiding principles.

    Administrative Management & Operations (50%)
  • Lead and execute office administrative operations for the MSA Division; comprised of several administrative office spaces at UWMC within the main hospital and Surgery Pavilion.
  • Improve office operations: streamline work processes, develop policies and procedures, oversee the execution and step-in daily on implementation in the areas of facilities, IT, phone support, supplies, mail, badging, parking and keys.
  • Ensure that the O&PS Director, AC, and AMD priorities and obligations are met by developing and maintaining complex calendars and schedules, meetings and travel arrangements; provide day-to-day operational support.
  • Manage faculty recruitment process including planning interview schedules, preparing program materials, collecting and providing interview evaluations to O&PS Director.
  • Work in collaboration with the department Chair’s Office and O&PS Director to coordinate visiting faculty itineraries and travel arrangements, including expenses, honoraria and other items.
  • Oversee and manage MSA Division faculty budgets including reimbursements and purchases
  • Complete complex tasks and projects quickly utilizing the right mix of independent judgement and consultation with leadership, react with appropriate urgency and an unyielding sense of calm to situations that require a quick turnaround.
  • In partnership with the UWMC Program Operations Specialist, interpret scheduling requirements of the APM UWMC Clinical Program
  • Develop, manage and maintain excellent working relationships within the School of Medicine and the Hospitals, diplomatically and effectively represent APM on all matters internally and externally from across a variety of organizational contexts, areas of expertise, and professional experience.
  • Conduct work with a high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals.
  • Independently resolve complex administrative problems and answer questions relating to established administrative policies, clinical policies and procedures.
  • Assist with MSA Division faculty communication and meetings; including scheduling & set-up, agenda and material preparation, dissemination of information, drafting/editing comprehensive meeting summaries and managing follow-through on action-items resulting from meetings.
  • MSA Faculty: Set up complex interview schedules for the Annual Review process, working directly with faculty to establish interviews
  • Oversee UWMC Observership program, respond to inquiries, process applications and ensure compliance.
  • Backup to maintain SpinFusion (APM scheduling software) to support UWMC Manager noting changes to attending and faculty fellow clinical shifts. Create accounts for new hires and ensure appropriate access, track leave, and run and analyze reports to coordinate schedules and leave.
  • Backup to create and manage weekly clinical schedule which includes attending, fellow, resident, and CRNA shifts;

    Quality Assurance/Quality Improvement & Project Management (40%)
  • Quality Assurance/Quality Improvement Program: Design, produce, and analyze reports to support data driven executive decisions and strategies for quality of care in the UWMC Perioperative Services.
              - Provide administrative oversight and support of the Continuous Quality Improvement (CQI) system.
              - Organize the process to identify, analyze, and implement measures minimizing the occurrence of medical errors, foster awareness of historical incidents, and review external benchmarks.
              - Support QA/QI Perioperative Program Director initiatives, and direct administrative processes occurring within the program.
  • Perioperative Reporting: Develop monthly statistical reports for the O&PS Director. Provide graphical data based on identified criteria that assesses block utilization.
  • Organize Patient-Based Learning Discussions (PBLD).
  • Moderate Sedation: Independently interpret Moderate Sedation training policies for non-anesthesia clinicians; coordinate with OMSA and UW GME for moderate sedation special privileges for certification. Instruct clinicians on training policies and ensure completion of all required online, Learning Management System (LMS) and OR trainings.
  • Space Planning: Assist the AC with space planning and remodeling projects; providing project management assistance with timelines, communication and implementation of space designs.
  • Special Projects: Independently manage special projects as requested including defining project scope, conduct research, analyze and prepare information, reports, correspondence and other materials.
  • Faculty Contact Databases: Responsible for maintaining accurate faculty contact information in APM systems, including SpinFusion by conducting a semi-annual validation process; and updating systems as needed.
  • Other duties as assigned.

    Administrative Operational Support for CRNAs (10%)
  • Provide operational support for UWMC OR CRNA, including managing  general communications  support, and facilitation of building and facility requests.
  • Administrative support of the Lead UWMC CRNA within the scope of UWMC Perioperative initiatives, and to further foster collaboration between multidisciplinary teams within the QA/QI program

    REQUIRED QUALIFICATIONS
    Education: Bachelor’s degree in Business, Communications, Public Health, or similar
    Type and Years of Experience: 2-3 years progressively responsible administrative/management experience in a dynamic healthcare, business or university environment OR relevant combination of education/experience.

    Other Required Qualifications
  • Excellent written and verbal communication skills.
  • Excellent organizational skills, independently able to set priorities and shows attention to detail.
  • Strong interpersonal skills, with ability to handle and maintain confidential information.
  • Proficiency in MS Office applications: MS Word, Excel, PowerPoint, and Outlook.
  • Ability to work early morning, evening or weekends on occasion may be required to meet department goals.

    Desired Qualifications
  • Previous work in a healthcare environment, particularly an academic healthcare environment;
  • Previous work in an academic medical center with faculty executive leadership.

    Application Process:
    The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process.  These assessments may include Work Authorization, Cover Letter and/or others.  Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
    		•

    Internal Number: 188670
    About University of Washington
    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.
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