Administrative Coordinator

5 days ago

Seattle, Washington, United States University of Washington Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Specialist to join our team at the University of Washington. This role will be responsible for establishing and monitoring functions for recruitment, training, and record keeping in the School of Medicine's Department of Urology.

Key Responsibilities
  • Facilitate the recruitment of staff and faculty positions to ensure compliance with University, School of Medicine, and Department policies and procedures.
  • Develop and coordinate position postings, including internet ads and regional newspaper ads.
  • Pre-screen resumes and other materials submitted by applicants, and serve on interview panels.
  • Schedule interviews for candidates and conduct reference checks.
  • Communicate with applicants during various phases of the employment process.
  • Facilitate administrative and procedural activities related to faculty onboarding, ensuring compliance with State, OMSA, UWP, and UW requirements.
  • In coordination with managers and supervisors, facilitate employee on-boarding and off-boarding, ensuring that documentation for hiring and separations are complete and that personnel files are maintained according to SOM and department procedures.
  • Develop and maintain central records management systems for the department, ensuring compliance with UW record retention guidelines.
  • Manage training and licensure records, and directly assist faculty to stay current with state or federal law as well as University, School of Medicine, and UW Medicine required compliance.
  • Coordinate leaves for department staff and faculty to ensure compliance with state and federal laws and regulations and with University policy.
  • Assist with administration of employee recognition and teambuilding activities.
  • Develop and maintain intranet resources for administrative, operational, and staffing information for Urology staff and faculty.
  • Oversee the maintenance, publication, and distribution of the Department of Urology Employee Guide and Emergency Response Plan.
  • Coordinate preparation, updating, editing, publication, and distribution of Department of Urology policies and procedures.
Requirements
  • A Bachelor's degree and a minimum of two years of directly related experience.
  • Demonstrated excellent interpersonal and oral/written communication skills.
  • Excellent organizational skills and ability to work independently and successfully coordinate multiple tasks within project priorities.
  • Demonstrated flexibility to meet changing needs and unpredictable deadlines.
  • Excellent problem-solving skills and ability to analyze complex information and define and solve problems.
  • Demonstrated ability to function effectively within a complex regulatory environment.
  • Demonstrated ability to interpret policies and procedures.
  • Strong project management background.
  • Demonstrated proficiency with standard productivity software, including Microsoft Office Suite or equivalent.
Desired Qualifications
  • Experience in key SOM and UW business applications and administrative computing systems.
Conditions of Employment
  • While usual hours fall within standard business hours, work may be required during hours beyond standard business hours, including weekends.
  • Work is normally performed in a hybrid (work from home and typical interior/office environment), however program management may include outdoor or field work with exposure to the elements and variable weather conditions.
  • A satisfactory outcome from a criminal background verification and completion of a sexual misconduct disclosure form will be required prior to hire.

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