Harborview Medical Center's Patient Care Services has an outstanding opportunity for a Administrative Assistant 3 (Full-Time, Days). Under general supervision, the Administrative Assistant 3 provides complex administrative support and coordination for daily operations of the Patient Care Services department. Key functions include:
• Providing comprehensive meeting support for division leaders and their direct reports.
• Developing and maintaining calendars, travel itineraries, and overseeing event planning and coordination.
• Overseeing process improvement projects, maintaining confidential records, revising policies and procedures, and performing human resources and leave administration. Performing high-level clerical functions including advanced and complex word processing, graphics, spreadsheets and relational database tasks.
• Suggesting and implementing process improvement via feedback, documentation, clerical tools, and participation in committees and initiatives.
• Coordinating office operations and reception functions

Support and Coordination of Operations
• Maintains administrator/director schedules.
• Identifies scheduling conflicts and resolves proactively.
• Provides high-level meeting support for division leaders and their direct reports, including room scheduling, agenda planning, catering coordination, AV setup, and taking minutes.
• Provides project and initiative support for leaders and their direct reports.
• Coordinates and prioritizes workload to meet timelines and deadlines.
• Gathers, analyzes and presents data such as process improvement initiatives, dashboards, staff and patient rounding statistics, stoplight summaries, variance reports, quality improvement measures and case reviews.
• Submits assigned projects, statistics, reports and/or other paperwork according to agreed-upon timelines.
• Establishes and maintains reasonable par levels and organization for office supplies.
• Maintains a well-organized and stocked desk area, which facilitates efficient department operation.
• Collaborates with other clerical resources when necessary to obtain assistance in meeting peak workloads.
• Provides paper flow management for administrator/director – sorts mail, assigns priority to documents, files, collects signatures, etc.
• Documents and tracks requisitions for purchases orders, and capital equipment, continuing education, leave of absences, personnel and reimbursement requests.
• Possesses knowledge of PCS staff members and supervisors; is able to deliver mail and messages or find appropriate unit location.
• Receives messages and relays information accurately and in a timely manner.
• Acts as liaison communicating on supervisor’s behalf with senior management, faculty, staff, colleagues at other agencies/institutions, representatives of funding agencies and officials from professional organizations and interpreting policies and making decisions which facilitate progress of projects.
• Coordinates with senior hospital leadership, administrative officers, community leaders and local or state officials.
• Represents the administrator or director in situations requiring a high level of tact and diplomacy where the effect of an error in judgment may have significant impact.
• Establishes procedures and interprets and applies administrative policies within the division.
• Identifies and implements organizational system improvements to streamline operations.
• Creates documentation for processes and tasks.
• Assumes responsibility for travel arrangements, including itinerary preparation and processing travel reimbursement.
• Assists in the coordination of special events and projects.
• Contributes to relevant intranet websites.
• Audits site content regularly.
• Coordinates with supervisor and content management team when necessary.