As the region's only Level I Trauma center, Harborview Medical Center (HMC) is well known for innovations and excellence in trauma care and its centers of emphasis: Trauma, Burn, Neurosciences, AIDS/STD CARER, and mentally-and medically- vulnerable populations. In addition to the centers of emphasis, HMC serves a mission population for King County. Harborview employees are committed to the vital role the institution plays in the immediate community, as well as the entire Northwest region. HMC is owned by King County and managed by the University of Washington (UW) and serves as a training site for UW's School of Medicine. The UW is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. Harborview Medical Center has an outstanding opportunity for a PART-TIME (20 HOURS PER WEEK) Administrative Assistant 3 for Quality Improvement & Infection Control .Under general direction of the Infection Prevention and Control (IPC) Medical Director and Manager of IPC Operations, the Administrative Assistant 3 for Quality Improvement & Infection Control provides high-level complex operational, programmatic and administrative support to the IPC Medical Director, Manager of IPC Operations and IP team at Harborview Medical Center (HMC). This position serves as the principal communication liaison to IPC Medical Director and Manager for IPC.The purpose of the Administrative Assistant (AA) position is to provide support for the Harborview Medical Center (HMC) Infection Prevention & Control/Antimicrobial Stewardship Programs (IPC/AS) and UW Tele-Antimicrobial Stewardship Program (UW TASP) as well as some support for other UW telehealth (HIV ECHO) programs. The AA will work closely with the IPC/AS teams, manager, project manager and medical directors in a fast-paced, team-based environment. The AA will also work with the IPC medical director to support meetings and scheduling. HMC has a strong commitment to patient safety and infection prevention. As a result, the IPC and AS programs are highly visible throughout the hospital and UW Medicine system with responsibility for ongoing surveillance and program implementation as well as rapid responses to quickly emerging problems at any site and at any time. These programs are vital to the function of HMC, its mission and to the overall mission of the University of Washington.Provide principle support and programmatic support:Administrative Assistance:With direction from the IPC manager and medical director, monitor team activities, prepare information and manage programmatic needs, including:
Acts as the administrative lead for committees and workgroups chaired or managed by the IPC and QI leadership
Manages calendars, schedules meetings, speakers, reserving rooms, room preparations, AV equipment, tech support, coordinating agendas, email invites, providing minutes, follow up on action items
Provides information to internal and external participants regarding the expectations of committee membership, independently supports the process and content of committees and assures the efficiency of the committees
Tracks meeting minutes and reports
Manages list serves: TASP/IPC Committees
Assist the TASP project manager with coordinating annual TASP conference
Prepares departmental operational documents including reports, data displays, and presentations, keeps records
Manages communication for IPC/TASP leadership
Provides calendar support to Medical Director
Act as liaison with various stakeholders for administrative support and calendaring
Manage supply orders, surplus, storage room, and mailings/shipping
Manages and updates websites: ECHO/IPC
Edits audio and video for ECHO/IPC presentations
Analyze hand hygiene data to create reports, position will decide upon format and presentation details independent of any templates exercising discretion as to how information is presented. Enter data for committees, ECHO program, IPC programs and run reports as needed
Hand hygiene audit data input
Undergo training to perform hand hygiene (HH) and environmental services (EVS) audits
Arrange travel plans as needed for ECHO programs
Assist with continuing education (CE) application and reporting
Provides a high level of customer service internally and externally.Financial Management Assistance:
This position will assist in the creation and development of 3 main budgets (Infection Control budget, Emergency Management budget and UW TASP budget) as well as tracking, auditing and creating reports from the resulting data. Tracks financial processes, maintains audited reports and support budgeting processes.
Manages Contract Compliance for TASP Budget – including Grant budgeting, Contracts and budgeting for 32 other institutions participating in TASP Program. Interfaces with UW Medicine contracting to ensure contracts are up to date, billing and payments are submitted timely.
Provides payroll responsibilities for IPC staff.
Support travel for IPC staff.
Support reports required for annual budgeting.Cross Coverage of Administrative Specialist for Quality Improvement and Patient Safety
Partners with the Administrative Specialists for QI and PS to provide coverage of time sensitive or key duties on a short term basis as needed.REQUIREMENTS:Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.DEPARTMENTAL REQUIREMENTS:At least one year of experience as an executive assistant to include complex project scheduling experience.DESIRED:Bachelor's degree in Business Administration, Communications, Healthcare Administration, or related fieldFour years of progressively responsible administrative support experience to include overseeing and executing office operations,Project management experience in a large, complex organization.Proficiency with Outlook, work Excel, PowerPointProficiency with basic AV set-upAbility to manage complex, time sensitive projects including scheduling responsibilities related to quality, safety and regulatory requirementsDemonstrated ability to work effectively and efficiently with complex data collection systemAbility to prepare and present information and communicate effectively with clinical providers and quality improvement team members, as well as other HMC constituentsAbility to coordinate information gathering and dissemination within a complex administrative systemDemonstrated ability to work effectively and efficiently within teams and independentlyHighly self-directed, reliable, dependable
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.