Administrative Specialist

Req # : 238524Department : UROLOGYPosting Date : 09 / 03 / 2024Closing Info : Open Until FilledSalary : $5,500 - $6,750 per monthShift : First ShiftNotes : 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. ( )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.

POSITION PURPOSE Under the general direction of the Associate Director of HR, Faculty Affairs & Administration, the Administrative Specialist will establish and monitor functions for recruitment, training, and record keeping in the School of Medicines, department of Urology.

The Administrative Specialist will coordinate administrative procedures for the administration group within the Department and work to ensure consistency and parallel processes throughout the department.

Additionally, the Administrative Specialist will participate as an active and collaborative member of the Urology administrative team and will be instrumental in contributing to the department’s strategic management efforts.

DUTIES AND RESPONSIBILITIESFacilitate the recruitment of staff (professional and classified) positions and academic faculty for the department of Urology to ensure compliance with University, School of Medicine (SOM) and Department policies and procedures.

Develop and coordinate position postings such as internet ads, and ads in regional newspapers and occupational publications.

May pre-screen resumes and other materials submitted by applicants. May serve on interview panels. Schedule interviews for candidates and conduct reference checks.

Communicates with applicants during various phases of the employment process. Facilitate administrative and procedural activities related faculty onboarding to ensure compliance with State (WA Medical Commission), OMSA (office of medical staff appointment), UWP or CUMG (Practice Plan), and UW (SOM & OAP) requirements.

In coordination with managers and supervisors, facilitate employee on-boarding and off-boarding. Ensuring that documentation for hiring and separations are complete and that personnel files are completed and maintained according to SOM and department procedures.

Communicate with appropriate Urology units to ensure that new hires are ensured access to business services such as badges, UW medicine accounts, access to EPIC, I : drive, and a host of other research and enterprise data systems related to business need, and ensure that access is terminated upon separation.

Develop and maintain central records management system for the department, ensuring compliance with UW record retention guidelines.

Records include financial, compliance, travel, personnel, training, FMLA, disability, labor relations and others. Work with administrative personnel within the department to develop complimentary and parallel filing systems.

Work with UW Records Management to refine existing filing systems.Manage training and licensure records and directly assist faculty to stay current with state or federal law as well as University, School of Medicine and UW Medicine required compliance.

While not exhaustive this can include state licensing, DEA licensing, UW Medicine orientation, EMR (electronic Medical Record) training and LMS training (HIPPA, Waste, Fraud, Abuse, and billing compliance).

In conjunction with the Campus HR, SOM and Academic Human Resources coordinate leaves (parental, FMLA, WA PFML, etc.) for department staff and faculty to ensure compliance with state and federal laws and regulations and with University policy.

Assist with administration of employee recognition and teambuilding activities.Working with other members of the Administration unit, develop and maintain intranet resources for administrative, operational and staffing information for Urology staff and faculty.

Provide for restricted access to administrative section for certain levels within the organization. Link to University and SOM forms, documents, processes and best practices.

Oversee the maintenance, publication and distribution of the Department of Urology Employee Guide and Emergency Response Plan.

Coordinate preparation, updating, editing, publication and distribution of Department of Urology policies and procedures.

Analyze, develop and establish procedures and apply administrative policies for the organization within assigned areas of responsibility.

Participate as an active and collaborative member of the Department of Urology Administration team to include participation in lean (process improvement) efforts and initiatives.

Provide effective leadership of diverse team members and actively support the department’s values, mission and vision. Participate in strategic planning and performance measurement initiatives.

Perform other duties as assigned MINIMUM REQUIREMENTSA Bachelor’s degree AND a minimum of two years of directly related experience.

Directly related experience may be substituted for education on a year-by-year basis. ADDITIONAL REQUIREMENTSDemonstrated excellent interpersonal and oral / written communication skills;

ability to work successfully with people at all levels throughout the organization and with a wide range of constituencies.

Excellent organizational skills; ability to work independently and successfully coordinate multiple tasks within project priorities.

Demonstrated flexibility to meet changing needs and unpredictable deadlines.Excellent problem-solving skills; ability to analyze complex information, and to define and solve problems.

Demonstrated ability to function effectively within a complex regulatory environment.Demonstrated ability to interpret policies and procedures.

Strong project management background.Demonstrated proficiency with standard productivity software include Microsoft Office Suite or equivalent.

Equivalent education / experience will substitute for all minimum qualifications except where there are legal or job requirements such as license, certification or registration.

DESIRED QUALIFICATIONSExperience in key SOM and UW business applications and administrative computing systems (AMC, Workday, EHR, etc.

CONDITIONS OF EMPLOYMENTWhile usual hours fall within standard business hours, work may be required during hours beyond standard business hours, including weekends.

Work is normally performed in a hybrid (work from home and typical interior / office environment), however program management may include outdoor or field work with exposure to the elements and variable weather conditions.

A satisfactory outcome from a criminal background verification and completion of a sexual misconduct disclosure form will be required prior to hire.

Application Process : The application process 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 access 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.

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.