Administrative Specialist - Office Of Medical Staff Appointments

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 Office of Medical Staff Appointments has an outstanding opportunity for an Administrative Specialist to join their team.
UW Medicine works to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty medical care to people of the region, and preparing tomorrow's physicians, scientist, and other health professionals.
The University of Washington School of Medicine (SoM) is nationally and internationally recognized for excellent programs in clinical care, teaching, and research activities. The school is part of UW Medicine which includes the University of Washington Medical Center (UWMC), Harborview Medical Center (HMC), and Fred Hutch Cancer Center (FHCC).
The Administrative Specialist will report to the director of system credentialing. The responsibilities of this position include operations administration, project management, and administrative support. The position requires someone who can initiate activity and act independently. The individual will perform complex, confidential administrative support services essential to the success of the Office of Medical Staff Appointments (OMSA).
DUTIES AND RESPONSIBILITIES
Operations Administration and Administrative Support:
• Professional and executive-level operations administration and administrative support. The ADMINISTRATIVE SPECIALIST, will routinely exercise independent judgment and decision-making skills, set their own work priorities, act independently, interpret OMSA policies, and provide direction, expertise, assistance, and manage the director's calendar.
• Represents the director at many levels, including contacts with SoM leadership, chief medical officer, medical directors, hospital administration, clinical departments, outside affiliated organizations, and the physicians practice plans. The work must be accomplished with diplomacy and discretion.
• Respond to public record requests and risk management file requests.
• Assist with file preparation for regulatory audits.
• Independently develop presentation material, including gathering material, summarizing it, and using presentation software to create effective presentations for the director and the department.
• Understand, assess, and implement requests that affect all the director's activities, constantly bearing in mind all strategic priorities. Exercise judgment to know how much time the director will need to devote to different strategic priorities.
• Preparing correspondence from the director to department chairs, service chiefs, and faculty members.
• Write and edit communication to chairs, vice chairs, administrators, and staff regarding UW and OMSA policies and procedures.
• Manage a complex calendar, schedule meetings, and facilitate communication.
• Monitor budgets and reconcile transactions monthly.
Project Management and Support:
• Implement, track, and complete projects.
• Track confidential clinician, professional, and classified staff information and issues.
• Independently manage and create narrative portions of documents, e.g., intranet materials as well as other materials to assist with disseminating policies, procedures, guidance on clinical personnel.
• Analyze and interpret data using Excel.
• Cross train and contribute to various projects including producing standardized reports.
Credentialing related duties as assigned.
Assist with proxy credentialing and telehealth credentialing.
IMPACT TO THE UNIVERSITY
This position has a high impact on the SoM, clinical departments, medical centers, and university. It supports the OMSA director. OMSA is the UW Medicine credentialing office and its role is mission critical. This position also supports the management of policies and programs related to MEDICAL STAFF APPOINTMENTS and privileging. Medical staff clinical appointment decisions are influenced daily by the interpretation and application of complex, multiple source policies and procedures. Departments rely on OMSA for direction and guidance. If specialized knowledge of policy and procedures of the University, School, UWP, and closely affiliated institutions are not provided, including appointment, clinical privileging, and compliance regulations, it could have a significant negative effect on the School, University, UWP, and affiliated institutions and the clinical services provided at our medical centers and sites of practice.
POSITION COMPLEXITIES
OMSA is an extremely complex environment. OMSA must follow the many policies of the university, school, medical centers, and multiple regulatory agencies that audit the medical centers and clinics. The different institutions often have different policies that must be navigated so that all are followed. Correct interpretation and implementation of these policies is mission critical because providers cannot work without being credentialed properly.
MINIMUM QUALIFICATIONS
• Bachelor's degree in communications, human resources, or other related fields
• 2 years of relevant experience with increasing responsibilities in administration.
Equivalent education and/or experience may substitute for minimum requirements.
Additional Requirements:
• Professional demeanor and the ability to interact effectively with individuals of diverse backgrounds and at all levels of an organization and the community.
• Highly developed organizational and time-management skills including the ability to work effectively with deadlines and changing multiple priorities.
• Detail oriented with ability to identify issues and trends as well as correct errors, typos, or discrepancies.
• Demonstrated project management skills and problem-solving skills, including ability to work independently to establish priorities and manage multiple projects simultaneously.
• Ability to understand and adapt working style to organizational culture, systems, and work processes.
• Demonstrated ability to handle sensitive and confidential information with tact, discretion, and diplomacy.
• Advanced skills with Microsoft Word, Excel, Access and PowerPoint, and scheduling software.
• Strong interpersonal skills.
• Demonstrated competence in preparation of correspondence and written reports.
PREFERRED REQUIREMENTS
• Experience working in a university setting.
• Familiarity with Lean principles.
CONDITIONS OF EMPLOYMENT
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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
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.