• Administrative Assistant 3

    University of Washington (Seattle, WA)


    Req #: 246167

     

    Department: NEUROLOGY

     

    Appointing Department Web Address: https://neurology.uw.edu/

     

    Posting Date: 05/16/2025

    Closing Info:

    Closes On 05/30/2025

     

    Salary: $3,664 - $4,882 per month

     

    Shift: First Shift

    Notes:

    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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-summary-classified-staff-greater-than-half-time-20250130-a11y.pdf)

     

    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 Department of Neurology has an outstanding opportunity for an Administrative Assistant 3 (NE S SEIU 925 Non Supv) to join their team.** **DUTIES AND RESPONSIBILITIES** Residency Program Support: 40%

    + Support the Residency program during recruitment season; review and compile applications, update the ERAS database.

    + Provide administrative and technical support to all virtual and in-person interviews, and meetings, and troubleshoot technical issues.

    + Record attendance and send pager reminders for weekly Junior and Senior Didactics.

    + Manage website updates and develop timelines to regularly review and update content; develop timelines and annual reminders.

    + Assist with sending and collecting residency evaluations for residents and faculty via MedHub.

    + Manage Journal Club meetings; collect documents, send invites and reminders to residents and faculty.

    + Create and distribute HMC schedules – monthly inpatient rotations, medicine resident schedule, block calendar and WebOnCall.

    + Send out resident block rotation emails - elective and outpatient clinic schedules.

    + Enter annual resident schedules in MedHub.

    + Support annual poster symposium and graduation events.Manage the Neurology CME Education Series: 40%

    + Manage and track the completion of the School of Medicine’s CME requirements, submit annual CME applications, work with the program chairs to follow compliance guidelines, and the CME Office to troubleshoot any issues.

    + Market lectures to department faculty, students, and outside physicians by web materials and social media posts.

    + Establish timelines and deadlines for events and be persuasive to ensure they are met.

    + Host VIP speakers, arrange for travel, schedule faculty meetings, and dinners, create itineraries, and support in-person/virtual meetings.

    + Update CME conference schedules in MedHub and the Department website.

    + For all in-person and virtual Grand Rounds lectures, be available until 6 pm (PST) every Thursday to provide technical; set up the live stream and record all Grand Rounds presentations via Zoom; troubleshoot technical issues for remote viewers and satellite locations.

    + Upload all Neurology Grand Rounds, Neurology Lecture Series and Headache Expertise Series videos to the department website through WordPress on a timely basis.

    + Mange the Grand Rounds Budget and provide monthly reports to the Associate Director.

    + Maintain email lists and electronic and paper files.

    + Coordinate and order food, parking, and rooms for all department in-person conferences and events.

    + Manage Neurology Day and MS Summit events - coordinating exhibitors, planning meetings, timelines and event spaces.Administrative Support: 10%

    + Manages the virtual neuro fax; triage and sends/receives faxes to faculty, staff and clinics.

    + Provide backup support and cover the main Neurology office phone number and email address; assist with inquiries/questions/take messages.

    + Manage the Library/Conference Room schedules for the Neurology office.

    + Assist visitors; handle mail and deliveries.

    + Order office supplies; tides the front office and back kitchenette.

    + Track required SoM training, including semi-annual Medicare surveys.Other duties as assigned: 10%

    + Other duties as assigned. **MINIMUM REQUIREMENTS**

    + Requires High School/GED AND three years of office or administrative support experience. **Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.**

     

    University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.