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Job Description

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 Division of Occupational Therapy in the Department of Rehabilitation Medicine currently has an outstanding opportunity for a part-time (0.25 FTE) Administrative Assistant 2.

US News & World Report consistently ranks the University of Washington Department of Rehabilitation Medicine among the top programs in the country. We are among the nation’s leading recipients of research and training funding from the National Institutes of Health, Department of Defense, and the National Institute on Disability and Rehabilitation Research, including the TBI and Burn Model Systems grants. We have a long history of innovative clinical and research programs, strong research infrastructure, active mentoring of junior faculty and a rich network of potential clinical and research collaborators among faculty within and outside our department.

The department offers four graduate degree programs, including master's degrees in Occupational Therapy and Prosthetics & Orthotics, as well as a Doctor of Physical Therapy, and a PhD in Rehabilitation Science.

The Administrative Assistant 2 reports to the Program Director and provides administrative, operations, and office management support. They collaborate effectively, communicate clearly, exercise independent judgement, and provide excellent administrative support to all Occupational Therapy students, faculty and staff.

This is a 25% part-time position with the potential to take on additional duties reporting to the OTD Capstone Coordinator and become full-time.

DUTIES AND RESPONSIBILITIES

_Assistance to Division of OT Fieldwork, Clinical and Experiential Learning Programs and Activities (AFWC)/Fieldwork (FW) Program – 50%_

+ Under the AFWC’s supervision, collect and maintain student records in Exxat for fieldwork placements/clinical internships adhering to FERPA and HIPAA (this includes the management of 48 Level II placements annually; and 96 Level I placements.

+ Under the AFWC’s supervision, collect and maintain up to date clinical site records in Exxat for fieldwork placements/clinical internships. This includes site specific policies and procedures for clinical onboarding and student placements

+ Provide support for processing FW site contracts and collaborate with the Division of Physical Therapy on shared contracts

+ Provide excellent customer service to students, HSIP and FW sites

+ Track student immunizations and criminal background checks in CastleBranch and Exxat

+ Track student trainings, documentations, and FW evaluations in Exxat, Formstack, and CastleBranch

+ Support and guide students through FW onboarding and ensure compliance.

+ Assist AFWC with email and phone messages

+ Provide CEUs to FW Educators/Supervisors

+ Assist Division of OT Faculty with administrative management of course-specific community-based clinical and experiential learning activities.

+ Manage Exxat system updates and communicate accordingly to Division users.

_Receptionist and Office Management – 50%_

+ Make conference room reservations for faculty and division meetings

+ Arrange communication with university shops regarding facilities changes, telecommunications changes, repairs, cleaning requests, etc.

+ Respond to faculty requests for assistance with equipment or facilities needs

+ Submit purchase orders for office supplies/equipment and other supplies/materials

+ Make transportation and parking arrangements for division guests

+ Maintain records of supply inventory and keep storage areas organized

+ Coordinate and schedule surplus (discarding/recycling) of old items as needed

+ Submit MediCleanse linen orders and reconcile inventory monthly expenses.

+ Maintain office files in OneDrive and Shared Drive

+ Assist with priority projects and events including arrangement of all logistical needs of division functions, travel arrangements, scheduling meetings, etc.

+ Provide onsite support for division events, on and off campus

MINIMUM REQUIREMENTS

+ Requires High School/ GED AND two 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._

DESIRED QUALIFICATIONS

+ Microsoft Office Suite: Excel, Word, PowerPoint

+ OneDrive and SharePoint

+ Google Drive

+ Outlook Calendaring

+ Excellent verbal and written communication skills

+ Excellent organizational skills including ability to address multiple tasks simultaneously with interruptions while ensuring timeliness

+ Ability to work independently within scope of responsibilities

+ Ability to function well under deadline pressure, be flexible and punctual

+ Experience with clinical/educational onboarding requirements (immunization, background checks, compliance monitoring)

+ Experience with Exxat, Formstack, CastleBranch is a bonus

Compensation, Benefits and Position Details

Pay Range Minimum:

$44,256.00 annual

Pay Range Maximum:

$57,480.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-temporary-per-diem-and-less-than-half-time/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

25.00%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

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 (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

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.