Administrative Assistant 2 - 25% FTE at University of Washington Medical Center

Seattle, Washington, United States -

Full Time

Start Date

Immediate

Expiry Date

14 Feb, 26

Salary

57480.0

Posted On

16 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Microsoft Office Suite, OneDrive, SharePoint, Google Drive, Outlook, Calendaring, Verbal Communication, Written Communication, Organizational Skills, Independent Work, Deadline Management, Clinical Onboarding, Exxat, Formstack, CastleBranch

Industry

Hospitals and Health Care

Description

Job Description 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 Occupational Therapy in the Department of Rehabilitation Medicine currently has an outstanding opportunity for a part-time (0.25 FTE) Administrative Assistant 2. US News & World Report consistently ranks the University of Washington Department of Rehabilitation Medicine among the top programs in the country. We are among the nation’s leading recipients of research and training funding from the National Institutes of Health, Department of Defense, and the National Institute on Disability and Rehabilitation Research, including the TBI and Burn Model Systems grants. We have a long history of innovative clinical and research programs, strong research infrastructure, active mentoring of junior faculty and a rich network of potential clinical and research collaborators among faculty within and outside our department. The department offers four graduate degree programs, including master's degrees in Occupational Therapy and Prosthetics & Orthotics, as well as a Doctor of Physical Therapy, and a PhD in Rehabilitation Science. The Administrative Assistant 2 reports to the Program Director and provides administrative, operations, and office management support. They collaborate effectively, communicate clearly, exercise independent judgement, and provide excellent administrative support to all Occupational Therapy students, faculty and staff. This is a 25% part-time position with the potential to take on additional duties reporting to the OTD Capstone Coordinator and become full-time. DUTIES AND RESPONSIBILITIES Assistance to Division of OT Fieldwork, Clinical and Experiential Learning Programs and Activities (AFWC)/Fieldwork (FW) Program – 50% Under the AFWC’s supervision, collect and maintain student records in Exxat for fieldwork placements/clinical internships adhering to FERPA and HIPAA (this includes the management of 48 Level II placements annually; and 96 Level I placements. Under the AFWC’s supervision, collect and maintain up to date clinical site records in Exxat for fieldwork placements/clinical internships. This includes site specific policies and procedures for clinical onboarding and student placements Provide support for processing FW site contracts and collaborate with the Division of Physical Therapy on shared contracts Provide excellent customer service to students, HSIP and FW sites Track student immunizations and criminal background checks in CastleBranch and Exxat Track student trainings, documentations, and FW evaluations in Exxat, Formstack, and CastleBranch Support and guide students through FW onboarding and ensure compliance. Assist AFWC with email and phone messages Provide CEUs to FW Educators/Supervisors Assist Division of OT Faculty with administrative management of course-specific community-based clinical and experiential learning activities. Manage Exxat system updates and communicate accordingly to Division users. Receptionist and Office Management – 50% Make conference room reservations for faculty and division meetings Arrange communication with university shops regarding facilities changes, telecommunications changes, repairs, cleaning requests, etc. Respond to faculty requests for assistance with equipment or facilities needs Submit purchase orders for office supplies/equipment and other supplies/materials Make transportation and parking arrangements for division guests Maintain records of supply inventory and keep storage areas organized Coordinate and schedule surplus (discarding/recycling) of old items as needed Submit MediCleanse linen orders and reconcile inventory monthly expenses. Maintain office files in OneDrive and Shared Drive Assist with priority projects and events including arrangement of all logistical needs of division functions, travel arrangements, scheduling meetings, etc. Provide onsite support for division events, on and off campus MINIMUM REQUIREMENTS Requires High School/ GED AND two years of office or administrative support experience. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration. DESIRED QUALIFICATIONS Microsoft Office Suite: Excel, Word, PowerPoint OneDrive and SharePoint Google Drive Outlook Calendaring Excellent verbal and written communication skills Excellent organizational skills including ability to address multiple tasks simultaneously with interruptions while ensuring timeliness Ability to work independently within scope of responsibilities Ability to function well under deadline pressure, be flexible and punctual Experience with clinical/educational onboarding requirements (immunization, background checks, compliance monitoring) Experience with Exxat, Formstack, CastleBranch is a bonus Pay Rate Information The salary information provided below is for a full-time position and will be prorated for part-time. Compensation, Benefits and Position Details Pay Range Minimum: $44,256.00 annual Pay Range Maximum: $57,480.00 annual Other Compensation: - Benefits: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-temporary-per-diem-and-less-than-half-time/ Shift: First Shift (United States of America) Temporary or Regular? This is a regular position FTE (Full-Time Equivalent): 25.00% Union/Bargaining Unit: SEIU Local 925 Nonsupervisory About the UW Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world. UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. Our Commitment The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81. 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. Use the filters or enter keywords in the search box (such as “custodian,” “nursing” or “manager”) to explore available opportunities. To find temporary opportunities, enter “temporary” in the search box. If you are a current UW employee: You must log into Workday and apply internally through the UW Jobs Hub. Looking for faculty, librarian or academic staff positions? Please visit our Academic Jobs site. Looking for student employment? Learn more on our Student Employment site. There are many perks to working for the University of Washington. Learn more about the benefits that could be available to you as a UW employee. Sign up for Job Alerts to be notified about job opportunities at the UW that interest you; you’ll be one of the first to learn when openings become available. You will be asked to create an account if you do not already have one.

Responsibilities

The Administrative Assistant 2 provides administrative, operations, and office management support to the Division of Occupational Therapy. They assist with student records, fieldwork placements, and manage office functions including scheduling and inventory.