scheduling Coordinator

1 month ago

Seattle, United States University of Washington Full time

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 UW School of Medicine has an opportunity for a Scheduling Coordinator (Payroll Title: "Administrative Assistant 2" (NE S SEIU 925 Non Supv)).

The team of the Enterprise Initiative Officer, sitting within the Office of the CEO, is responsible for strategic, legal, and business oversight for UW Medicine, including leading task forces and committees developing new programs between UW Medicine and other organizations/institutions outside of UW Medicine; engaging actively in the administrative components of UW Medicine planning efforts with the clinically integrated organizations of UW Medicine; and serving as a UW Medicine representative to coordinate business arrangements with other healthcare institutions and entities.

This individual will play a critical role in maximizing the scheduling efficiency and effectiveness of the team that sits under the Enterprise Initiatives Officer. This individual will report directly to the Assistant to the Enterprise Initiative Officer and be responsible for assisting them with professional-level coordination of complex calendars, virtual and onsite meetings, and virtual and onsite meeting support.

This position will be responsible for complex and confidential scheduling and meeting support, frequently communicating with a variety of internal and external constituencies. They must be able to anticipate requests; provide fast, accurate and thoughtful replies to requests and follow up on action items on behalf of the the team that sits under the Enterprise Initiatives Officer as appropriate. This individual must be able to prioritize and coordinate with the the team that sits under the Enterprise Initiatives Officer to meet highly sensitive deadlines. This individual must exercise good judgment, have a professional demeanor, take appropriate initiative and exercise discretion within the scope of the position. They must demonstrate high ethical standards and personal integrity, detail-oriented thinking, a resourceful and results-oriented mindset, and excellent interpersonal and communication skills (both written and oral).

DUTIES AND RESPONSIBILITIES

Scheduling and Meeting Support (85%)

Provide complex calendar management, including coordinating availability of meeting participants, scheduling, and rescheduling/cancellation of meetings.

Manage complex scheduling of multiple reoccurring and one-off meetings for large projects or other initiatives led by the the team that sits under the Enterprise Initiatives Officer.

Provide virtual and onsite meeting support, including attending meetings and documenting discussions, decisions made, and actions needed.

Draft or format materials in advance of virtual and onsite meetings, such as meeting agendas, minutes, and other materials as needed.

Reserve conference rooms for onsite meetings and prepare/set up conference rooms with appropriate technology, table arrangements, printed meeting materials (e.g., printed agendas, presentations, etc.) and any other identified needs.

Coordinate with Assistant to the Director on placing and managing onsite catering orders and sending meeting communications.

Set up virtual conferencing systems and/or webinars (e.g., Zoom), including managing add-ons (e.g., breakout rooms, etc.) as requested.

Office Support (15%)

Maintain and support ongoing records management and records retention efforts for the the team that sits under the Enterprise Initiatives Officer, in compliance with Washington State records retention requirement and established practices.

Assist with general file organization, shredding and archiving onsite and in SharePoint/OneDrive.

Manage, sort, and distribute incoming/outgoing office mail and packages.

Answer telephones, check voicemails, and route messages appropriately.

Maintain agreed-upon communication standards.

Maintain tracking systems for recordkeeping in compliance with applicable laws and regulations (e.g., scheduling trackers, etc.).

Other duties as assigned.

MINIMUM REQUIREMENTS

High school degree or GED equivalent AND two years of office or administrative support experience OR equivalent combination of education and/or experience.

ADDITIONAL REQUIREMENTS

Two years of office support experience, with a focus on multi-calendar management, scheduling, and virtual and onsite meeting support.

Strong organizational skills and demonstrated ability to prioritize multiple projects and tasks.

Excellent oral and written communication skills.

High level of tact, discretion, and diplomacy, including ability to handle confidential information.

Customer service oriented.

Demonstrated ability to think critically and problem solve independently.

Experience using Microsoft Office or equivalent (e.g., Outlook, PowerPoint, Word, Excel).

Commitment to valuing diversity and contributing to an inclusive working and learning environment.

Demonstrated ability to maintain positive, ethical, and professional working relationships with individuals from a wide variety of backgrounds.

Comfort and experience using cloud-based tools (e.g., SharePoint, Teams, Asana, OneDrive).

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