University of Washington Hiring for ADMINISTRATIVE ASSISTANT (FULL TIME, DAY SHIFT) Job at Seattle, WA Full Time

A higher degree of healthcare.

All across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student and colleague is valued and honored.

At UW Medical Center – Northwest, we’re proud of the acclaim we’ve received for our excellence in patient care and safety. Among the local, regional and national recognition we’ve received are: The Distinguished Hospital for Clinical Excellence Award; The Stroke Care Excellence Award; Winner of the HealthGrades Distinguished Hospital Award for Patient Safety for the last three years in a row. We’re also one of the safest places to get care – among the top 5% in the country.

UW Medical Center – Northwest is a full-service medical center based in North Seattle. We are a non-profit community hospital offering comprehensive medical, surgical and therapeutic services. With 281 beds, more than 2,000 employees and a world-class medical staff, we provide innovative, technologically advanced care on a patient-friendly, easy-access campus, just north of Seattle.

The UWMC NW MAINTENANCE DEPARTMENT has an outstanding opportunity for a FULL TIME (40 HOURS PER WEEK), DAY SHIFT, ADMINISTRATIVE ASSISTANT. The Administrative Assistant serves as primary point of contact for UWMC – NW Maintenance Department. Performs a variety of fiscal responsibilities utilizing in KRONOS, TMS and purchasing function for UWMC-NW Operation & Maintenance Department. Under general supervision, independently perform a variety of complex clerical and purchasing tasks including obtaining price and availability information from vendors. Within delegated purchasing authority, place orders. Arrange for delivery of goods. Works with internal and external customers on policies and procedures related to the purchasing programs.

Job Duties & Performance Standards:

Serves as primary clerical support for the UWMC-NW Maintenance department.

Greeting staff and visitors and refer them to the appropriate person within the office or facility.

Answering multi-line phones for NW Operations and responds to caller’s questions in a professional manner and refers calls appropriately.

Clerical duties: Assist in the preparation, completion, and coordination of reports and records such as financial, payroll, purchasing, inventory, personnel, scheduling, registration and testing; Compose office correspondence such as transmittals and responses to frequent requests for information; Updating FOMS schedule; Process department personnel required forms; Process departmental travel requests; Coordinating special projects as assigned.

Routing incoming calls, emails and mail.

Work with payroll systems, review and edit schedule in KRONOS.

Identifies and problem-solves payroll related concerns.

Identifies overpayments and follows department protocol; notifies campus Payroll overpayment coordinator.

Researches and audits pay history, calculates variances; if underpayment exists, notifies campus Payroll for payment.

Work order/requisition processing (enter work requests into CMMS; distributing work requests per departmental guidelines); CM & P.M. Processing and Computerized Preventive Maintenance System time keeping records.

Order, receive and maintain office supply inventory;

Utilize UWMC Purchasing systems: PaymentNet and HEMM.

Secure price quotations and delivery information on goods and services as directed; place orders following prescribed procedures;

Confer with vendors, clients, and other campus departments regarding shipping and receiving, and delivery of goods; prepare confirmation letters; arrange for adjustments of materials not conforming to purchase specifications;

Check accuracy of orders, verify for proper authorization, suitability of quantity ordered, and appropriate completion of forms; Uses basic arithmetic to perform computations such as determining costs, fees, and etc.

Assist staff members and vendors with routine requests on requirements and specifications; May advise customers on product specifications and develop requirements for non-stocked items.

Resolve pricing discrepancies; Resolve receiving discrepancies. Handle return goods to vendors on a timely basis.

Performs complex Clerical tasks including word processing, uploading/downloading; uses spreadsheet and database software to develop and maintain records.

Perform complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet and database files, uploading/downloading and creating footnotes and outlines; use spreadsheet and database software to develop and maintain records; use basic statistical software packages and simple computer inquiry programming, use graphics software and recommend appropriate display of information.

Composes office correspondence such as transmittals and responses to frequent requests for information; Performs electronic mail tasks.

Performing back-up duties for other Operations and Maintenance purchasing support as necessary;

Promotes a positive and professional work environment.

Maintains a positive and professional demeanor.

Perform related duties as required.

Job-Specific Requirements:

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

High School diploma or equivalent,

AND three years of fiscal record keeping experience, or equivalent education/experience.

Regulatory Requirements:

Ability to follow procedures and work closely with a variety of customers, managers, staff and vendors.

High school graduation of GED and two years of experience in inventory control or equivalent. One year of college course work may be substituted for one year of work experience.

Language Skills:

Ability to read and communicate effectively in English.

Other Skills:

Basic computer knowledge.

Ability to interact with a wide assortment of people, including the sick and elderly.

Ability to use a PC and Word and Excel software.

Excellent customer service skills.

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.