Administrative Assistant Jobs

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POSITION PURPOSE
The Department of Psychiatry and Behavioral Sciences within the UW School of Medicine is the third largest clinical department with 285 full-time faculty members, 280 clinical faculty members, and over 300 staff. Department faculty provide clinical services in 5 hospitals, 14 primary care locations, and several outpatient sites in addition to telepsychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Department’s highly competitive residency training program is largely responsible for developing the mental health workforce in the Pacific Northwest. The Department’s robust research portfolio totals $35 million in grants and contracts per year for projects ranging from clinical neurosciences to treatment development to health policy and population health. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, High Risk Youth, Neurosciences, and Trauma, and the Department is developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development.
The Department of Psychiatry and Behavioral Sciences is recruiting for an Administrative Assistant 3.
Help Create Meaningful Change. The SPIRIT (Supporting Psychosis Innovation through Research, Implementation, and Training) Lab in the University of Washington’s Department of Psychiatry & Behavioral Sciences is a diverse group of researchers and trainers committed to improving the lives, wellbeing and supportive care of individuals who are at risk or have serious mental illness. We are looking for a colleague to make the world a happier, brighter, and safer place for those with serious mental illness. This position within the Department of Psychiatry & Behavioral Sciences based at Harborview Medical Center will play a key role in providing administrative support within the Supporting Psychosis Innovation through Research, Implementation, and Training (SPIRIT) Lab at the University of Washington. For detailed information about SPIRIT Lab projects, please visit our website at https://uwspiritlab.org/. Under general direction of the Lab Manager, the Administrative Assistant will work independently to provide complex administrative support to Lab Executives (PI’s) in addition to coordinating and processing lab financial transactions related to various projects . Projects are focused on training, research, consultation, program reviews and providing implementation support to clinicians and non-professionals (i.e., families) to serve individuals and families experiencing and impacted by psychosis and other serious mental illnesses. The Administrative Assistant will work closely with the SPIRIT Lab Manager and UW Finance on securing travel, reimbursements, and other finance support activities; assisting with new employee onboarding and other Human Resource-related tasks. Additional tasks may include preparing materials for trainings, supporting training logistics (both in-person and online), high volume calendar scheduling, quality improvement and other similar activities, as needed.
DUTIES AND RESPONSIBILITIES
Travel, Reimbursements, and Other Finance Support Activities (50%)

Facilitate SPIRIT Lab purchasing, reimbursements and other finance support activities.

Obtain necessary approvals and justifications for purchases across the lab.

Exercise judgement to solve complex transactions related to finance/purchasing to ensure compliance with UW finance policies and changes.

Collect, enter, and track requests for reimbursement.

Coordinate with other SPIRIT Lab administrative or professional staff to reconcile purchases for SPIRIT Lab projects on a monthly basis , resolve any discrepancies that arise, obtain and track documents required to complete reconciliation.

Independently facilitate travel arrangements related to professional conferences and/or training events and ensure the appropriate state and federal compliance requirements are applied to each request.

Duties include but are not limited to calculating per diem, gathering the appropriate pre approvals, securing flights and hotels, and requesting per diem advances when appropriate.

Prepare financial reports with data from Smartsheet and provide data to the Lab Manager to aid in the decision-making process for budgeting and contract development.
Event and Venue Support Activities (25%)

Review and analyze agreements and contracts to ensure all outside events comply with UW travel, purchasing, contracting, and procurement policies.

Update or create a training registration page through UW TouchNet by working with back-end support technicians.
Other Duties (25%)

Perform executive secretarial support to administrative heads (PI’s).

Responsible for complex calendar coordination and meeting management. Maintains multiple calendars, schedules meetings, takes minutes of meetings.

Will support lab staff with communications work, including website editing and social media.

Will support Lab Manager with organizing new employee onboarding (e.g., required training, purchasing equipment, securing appropriate accounts for access).

Order new equipment and supplies for new and current staff as needed; (analyze equipment needs and purchases to provide context to management that may support decision making).

Liaison with Harborview administrative staff to ensure badge and office key access.

Other duties as assigned.
MINIMUM REQUIREMENTS
Requires High School/GED AND four years of office or administrative support experience OR equivalent education/experience.
DESIRED QUALIFICATIONS

Superior organizational skills, demonstrated strong attention to detail and creative problem-solving skills.

Excellent interpersonal skills.

Ability to communicate effectively, orally and in writing, and to collaborate with a wide variety of people.

Ability to prioritize work appropriately and to work effectively both as a team member and independently with minimal supervision.

Ability to work on multiple projects with oversight by several staff members.

Working knowledge of UW processes, systems, and organizational structure.

Knowledge of UW travel/procurement/financial policy and procedure;

Experience with UW administrative systems including Ariba, MyFD, Workday, BI portal, and developing understanding of UWFT.

Experience with UW Financial Systems, including ProCard purchasing and reconciliation.

Proficiency in the use of the following software applications such as Microsoft Word, Excel, PowerPoint and Outlook.

Experience working with the public or representing an organization to other organizations.

Experience using shared drive communication and collaboration tools such as Google Drive, OneDrive, Microsoft Teams, SmartSheet.

Ability to track multiple projects through project tracking documents and tools (e.g., SmartSheet).

A positive attitude and excitement to learn new things to help support populations in need.

Candidates interested in conducting research in mental health services, implementation science, family engagement, and/or serious mental illness.

This is a Hybrid role with part time work at Haborview Medical Center.