Heart Services at UW Medicine are organized within the Regional Heart Center (RHC) to provide comprehensive cardiac services within the Puget Sound area as well as full-service regional collaboration with physicians and communities throughout the five-state region of Washington, Wyoming, Alaska, Idaho, and Montana (WWAMI).
RHC serves patients at UW Medical Center (UWMC), Harborview Medical Center (HMC), and Valley Medical Center (VMC) and features these services: Cardiac and aortic surgery, interventional cardiology, electrophysiology, heart failure – ventricular assist device (VAD) – cardiac transplant service, adult congenital heart disease and all other cardiology services. RHC has Cardiology clinics at UWMC-Montlake, HMC, UWMC-Northwest, Eastside Specialty Center, RHC-Edmonds and Seattle Children’s Hospital. Summit Cardiology, Western Washington Cardiology, and Southlake Cardiology represent eight more clinic locations as RHC affiliates. RHC staff and management teams across UW Medicine number more than 250 employees, and more than 100 medical providers.
The RHC has an outstanding opportunity for a FULL-TIME ADMINISTRATIVE SPECIALIST (Day Shifts). This position provides professional executive support for the enterprise-wide administration of this regional business unit within UW Medicine. The employee in this position must gain the knowledge and understand the complexities of not only UWMC, where RHC Administration is located, but the entire UW Medicine Health System, their policies, procedures, and politics in order to facilitate its daily interactions with Senior Executive Leadership for UW Medicine, and other top UW Medicine Officials including the UWMC, Harborview , Northwest, Valley Medical, UWNC, and Airlift Northwest Executive Teams.
The RHC is one of the highest-profile and largest organized service lines in the UW Medicine healthcare enterprise. RHC has a carefully cultivated national reputation that is extremely important to its long-term success.
This position is a primary point of contact for both internal and external clients, patients, and partners, and provides executive-level assistance and administrative support to the RHC Executive Team: RHC Administrator/UWMC Assistant Administrator, the Director, and the Co-Director. This includes managing all three executive schedules, communications, and correspondence as well as staffing meetings chaired or called by the Administrator or Director. This position serves as a confidential liaison between RHC’s administrative office and the Executive Teams for each of the UWM Divisions, key leaders, and staff within the schools and departments of the Health Sciences, and key public, regulatory, and legislative constituents. Daily preparation includes preparing issues for review; drafting initial correspondence, researching information, preparing reports and briefing materials; and composing speaking notes and meeting materials. The Administrative Specialist skillfully handles internal and external inquiries, comments, and complaints or refers them to the appropriate UW Medicine office as necessary.
The Administrative Specialist is responsible for RHC Administrative Payroll, Procurement Expense Card, Travel Expense Accounts, Human Resource record-keeping, reporting, and reconciliation. Project management functions include acting independently and collaboratively on projects with external and internal deadlines. The person in this position must plan and coordinate action between multiple individuals and departments both within and external to UWMC, and set priorities and deadlines. This Administrative Specialist is accountable for deliverables. The Administrative Specialist also frequently performs miscellaneous duties as needed.
Skills and Competencies:
HIPAA Compliance – Demonstrates knowledge and understanding of patient privacy rights. Maintains complete confidentiality of all medical, financial, or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize the privacy of patients. Accesses and uses the minimum necessary patient identifiable information and only when necessary to perform job responsibilities and duties.
HIPAA Compliance – Demonstrates knowledge and understanding of, and maintains complete confidentiality of employee information and medical center strategic plans and initiatives, financial information or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize employee rights or medical center operations. Accesses and uses the minimum necessary employee and medical center information and only to perform job responsibilities and duties.
Compliance Program – Demonstrates comprehensive knowledge and understanding of, and adherence to, UWMC’s Compliance Program policies, procedures and standards of conduct. Demonstrates conduct that reflects a commitment to these standards. Participates in training activities as required by the compliance program by the stated deadlines.
Cultural – Demonstrates an awareness of the patients’ and coworkers’ views, traditions, and actions in light of individual cultures. Asks patients and families about specific beliefs, practices, and customs that may be relevant and important during medical treatment and hospitalization. Understands and is able to incorporate into patient care how those preferences affect the way in which care should be delivered. Respectfulness is shown to coworkers.
Communication – Ability to proficiently read, write, understand, and communicate in English commensurate with the duties and responsibilities of the position to understand and respond to policies, procedures, overhead pages and alarms, in a manner that will ensure personal health and safety, and the safety of other staff, patients, and visitors, during the course of an emergency or an unusual incident, should one occur while present at the work site or in the facility.
Service Orientation – Supports the organizational and service area’s mission and vision. Demonstrates knowledge of and applies the UWMC Standards for Service Excellence: Introduces themselves; Escorts as needed; Responds and follows through with complaints; Asks what name the person wishes to be called; Refers people to those who can give assistance; Apologizes and provides additional services for patients who have been inconvenienced or who need special assistance; Assists if someone looks lost; Privacy is maintained and care-related discussions are conducted in private settings; Anything else is always the manner in which conversations are ended. Demonstrates the ARISE (Accountability Respect Innovation Service Excellence) values.
Relationships and Teamwork – Communicates effectively and respectfully with individuals and groups. Contributes to positive working relationships and collaborative teamwork with all disciplines and departments. Recognizes own stress and the impact on others. Identifies and manages stressors utilizing the guidance of others. Remains flexible with changes that are occurring in the department and/or medical center. Concerns/issues regarding departmental/organizational operations are communicated to the employee’s supervisor/manager.
Economics of Care - Demonstrates knowledge of cost efficiencies in the delivery of care such as identifying and pursuing quality improvement opportunities and utilizing appropriate supplies and resources.
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.