UW Medicine

ADMINISTRATIVE ASSISTANT 2 (Fixed Duration/Temporary)

Req #: 231288 Department: DEPARTMENT OF MEDICINE: HEMATOLOGY & ONCOLOGY Appointing Department Web Address: https://hemonc.uw.edu/ Job Location: Seattle - South Lake Union Job Location Detail: Fred Hutchinson Cancer Research Center-South Lake Union Posting Date: 02/21/2024 Closing Info: Open Until Filled Salary: $3477 - $4299 per month Other Compensation: Union Position: Yes Shift: First Shift Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. 

Req #: 231288 Department: DEPARTMENT OF MEDICINE: HEMATOLOGY & ONCOLOGY Appointing Department Web Address: https://hemonc.uw.edu/ Job Location: Seattle - South Lake Union Job Location Detail: Fred Hutchinson Cancer Research Center-South Lake Union Posting Date: 02/21/2024 Closing Info: Open Until Filled Salary: $3477 - $4299 per month Other Compensation: Union Position: Yes Shift: First Shift Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. 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 University of Washington Department of Medicine’s Division of Hematology & Oncology work bridges the worlds of basic science, clinical diagnosis, and the treatment of cancer and hematological disorders. Our clinics cover each cancer type and have a strong focus in clinical trials of new diagnostic and therapeutic approaches. Our work is supported by a portfolio of peer-reviewed grants, industry sponsored projects, and research endowments.

The Classical Hematology Program within the Division of Hematology and Oncology has an outstanding opportunity for a Temporary, Full-Time Administrative Assistant based on the Fred Hutchinson Cancer Center campus. 

Under the supervision of the Program Operations Specialist, this position will manage faculty calendars and schedules, coordinate meetings, book conference rooms, manage daily office functions including sorting and distributing mail, monitoring fax machines, printers, and ordering supplies for each Program. Additional functional responsibilities include assisting fellows, volunteers and Program patient care personnel as needed, coordinating travel and speaking engagements, slide preparation, supporting fiscal staff with grant, contract, and gift budget management, as well as assisting with the preparation and submission of manuscripts.

Duties and Responsibilities

• Provide administrative support to the Classical Hematology leadership including, but not limited to: coordinating and scheduling meetings, developing agendas, drafting minutes, developing statistical data and/or spreadsheets, updating faculty CVs and database management.
• Coordinate travel arrangements including conference registration, airline, hotel, and car rental reservations.
• Draft and/or edit correspondence; research, collect, and prepare information for reports.
• Use discretion when handling confidential/sensitive information.
• Attend meetings and/or conferences as department representative.
• Manage office operations to include: ordering supplies and equipment within department guidelines, assisting central administration with the coordination of office moves, facilitating staff orientation and training, developing/updating policies and procedures, as well as establishing quality controls for office operations to ensure efficiency.
• Prepare and process manuscripts and slides.
• Work with various FHCC and UW departments to market program activities in print, electronic and social media.
• Assist UW and FHCC Development Offices as needed to secure gift funds.
• Coordinate processes related to faculty appointments, promotions, and recruitment.
• Consult with department experts and advise staff/Investigators/other program personnel of administrative policies and procedures to recommend best practices.
• Other duties and special projects as assigned.

Job Knowledge and Skills

• Must maintain a high degree of confidentiality.
• Excellent oral and written communications skills.
• Outstanding attention to detail.
• Ability to work independently and prioritize tasks.
• Excellent Microsoft Outlook, Word and Excel skills.
• Ability to work in a highly collaborative environment requiring teamwork.

Required 

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

Desired

• BA or BS
• Ability to perform complex word processing tasks such as merging and sorting, integrating text with graphics, as well as creating footnotes and outlines.
• Experience with EndNote, Microsoft Applications, and Adobe Acrobat.
• Experience with UW and Department of Medicine systems, including EPIC.
• Previous experience supporting executive-level leadership.
• Experience using spreadsheets and database software to develop and maintain records.

Application Process:

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.

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