Req #: 221796 Department: Faculty Practice Plan Services (FPPS) Job Location: Other Location, Remote/Hybrid Posting Date: 05/02/2023 Closing Info: Open Until Filled Salary: $3420 - $4558 per month Other Compensation: Union Position: Yes Shift: First Shift
FPPS or Faculty Practice Plan Services (University of Washington Physicians) is the practice group for more than 3,000 physicians and other healthcare professionals associated with UW Medicine. UW Medicine includes Harborview Medical Center, UW Medical Center, UW Neighborhood Clinics, the UW School of Medicine, Valley Medical Center, and Airlift Northwest.?FPPS?members also practice at the Seattle Cancer Care Alliance, a partnership of UW Medicine, Fred Hutchinson Cancer Research Center, and Seattle Children’s Hospital.
TheAdministrative Assistant 3provides 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.