Administrative Assistant 2

University of Washington Medical Center; Seattle (WA); On-site; USD 30,000 - 39,000; Full time

Job summary

Harborview Clinical Engineering at UW Medicine in Seattle seeks an Administrative Assistant to serve as the interface between customers, staff and department functions, supporting the TMS computerized maintenance management system and front office operations.

Responsibilities include data entry for work orders, triaging requests, dispatching to shops, maintaining data integrity, handling mail and supplies, and coordinating with UW departments and vendors to ensure timely service.

Qualifications

• Requires High School/GED and two years of office or administrative support experience.
• Equivalent education and/or experience may substitute for minimum qualifications.

Responsibilities

• Provide interface between customers, staff and department functions.
• Enter, edit and complete work orders in the TMS system.
• Triage requests to assign priorities and dispatch to shops.
• Dispatch to shops via phone, fax, email, etc. to enact service.
• Maintain TMS data creditability and integrity.
• Track and maintain database for requisitions and purchase orders.
• Order office supplies and maintain department inventory.
• Distribute mail and communicate with UW departments.
• Inform management of unscheduled time off or sick leave.
• Screen vendors and route calls appropriately.
• Interface with vendors professionally and maintain archives.

Skills

Customer interface

Clerical tasks

Data entry

Communication

Vendor coordination

Education

High School diploma or GED

Job description

Job Description

Harborview Clinical Engineering has an outstanding opportunity for an Administrative Assistant.

WORK SCHEDULE

• Days
• Full-time

POSITION SUMMARY

Provide the interface between customers, staff and department functions to maintain the computerized maintenance management systems database (TMS). Provide central communications and documentation point for department sustained operations. Provide quality control and oversight of all documented work and closeout data within the TMS system and front office functions.

PRIMARY JOB RESPONSIBILITIES

• Under general supervision, independently perform a variety of complex clerical projects and assignments such as revising filing systems and updating data base files.
• Working knowledge of TMS to enter, edit and complete both Corrective and Preventative Maintenance Work Orders.
• Triage requests to assign priorities and dispatch to shops.
• Dispatch to shops via phone, fax, email, pager, radio, etc as required to enact service.
• Maintains TMS system data creditability and integrity.
• Track and maintain database for requisitions and purchase orders in support of department as requested.
• Order office supplies for the department, maintaining an inventory to sustain the department’s needs.
• Distribution of the incoming and outgoing mail ensuring communication with other departments both at HMC and UW.
• Inform department Management of any unscheduled time off or sick leave of departmental staff.
• Vendor and phone screening dispatching calls to the appropriate personnel.
• Interface with vendors in a professional manner.
• Maintain filing system; including archives.

REQUIRED POSITION QUALIFICATIONS

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.

Compensation, Benefits and Position Details

Pay Range Minimum:

$21.70 hourly

Pay Range Maximum:

$28.19 hourly

Other Compensation:

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

WFSE HMC

ABOUT UW MEDICINE – WHERE YOUR IMPACT GOES FURTHER

UW Medicine is Washington’s only health system that includes a top-rated medical school and an internationally recognized research center. UW Medicine’s mission is to improve the health of the publicby advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians,scientistsand other health professionals.

All acrossUW 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,studentand colleague is valued and honored.Nearly 29,000healthcare professionals, researchers, and educators work in the UW Medicine family of organizations that includes: Harborview Medical Center, UW Medical Center - Montlake, UW Medical Center - Northwest, UW Medicine Primary Care, UW Physicians, UW School of Medicine, and Airlift Northwest.

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.

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

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.