Req #: 243050 Department: UW SCHOOL OF MEDICINE Job Location Detail: Position requires 2 days per week onsite at South Lake Union. Posting Date: 01/28/2025 Closing Info: Open Until Filled Salary: $7,084 - $9,167 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-professional-staff-librarians-academic-staff-20230701\_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. UW Medicine Compliance oversees the development and coordination of compliance programs across a wide range of risk areas, including clinical documentation/coding/billing, privacy and information security, EMTALA, research billing compliance, Stark, anti-kickback and Civil Monetary Penalty compliance, workplace ethics, industry relations, and conflicts of interest. UW Medicine is an integrated clinical, research and learning system with a single mission to improve the health of the public. The compliance program covers the clinically integrated parts of UW Medicine including Airlift Northwest, Harborview Medical Center, UW Medical Center Montlake and Northwest Campus’, UW Medicine Primary Care, UW Physicians, UW School of Medicine, Valley Medical Center and Fred Hutchinson Cancer Center* _* Please note, the UW Medicine Compliance Program applies to UW faculty. Fred Hutch employees who are not also UW faculty are required to comply with Fred Hutch compliance policies only._ UW Medicine Compliance operates under the strategic guidance of the Chief Compliance Officer, UW Medicine/ Associate Vice President for Medical Affairs, UW (CCO/AVPMA). The Chief Compliance Officer/Associate VP for Medical Affairs (CCO/AVPMA) is accountable to the CEO/EVPMA/Dean of the School of Medicine, University of Washington and the UW Medicine Chief of Staff for leadership of UW Medicine’s compliance systems and initiatives and works closely with practice plan and school compliance officers, as well as the UW’s central offices, to coordinate cross-entity and institution-wide compliance issues. The CCO/AVPMA also serves as the Chief Privacy Officer (CPO) for UW Medicine. The CCO/AVPMA is also responsible for developing and implementing UW Medicine Compliance units. Program functions include development of policies and standards, auditing, monitoring, education/outreach, investigations, risk assessment and mitigation, regulatory monitoring and program modification, and on-going evaluation and reporting of program effectiveness. **Position Purpose** This position is responsible for executive level support activities for the Chief Compliance Officer, Associate Vice President for Medical Affairs (CCO/AVPMA) and operational oversight of the unit including administrative support for five Directors. This position performs professional level administration and management of programmatic and administrative functions of the department. The executive assistant/administrative manager will serve as the coordination liaison between the CCO/AVPMA and UW Medicine leadership and takes lead on significant projects and initiatives. The Executive Assistant/Administrative Manager has delegated authority to provide oversight of the daily administrative operations of the unit to include development of unit operational policies and procedures, budget administration and analysis, records management coordination, facilities management, special projects management and coordination, and development, supervision and leadership of administrative support staff. The Executive Assistant/Administrative Manager also leads and coordinates unit-based leadership initiatives and process improvement projects and has oversight for the administration-related projects of the unit. **DUTIES AND RESPONSIBILITIES** **Executive Support** • Principal liaison for the CCO/AVPMA, coordinating day-to-day activities and meetings. • Manage the CCO/AVPMA’s complex and issue-sensitive calendar. • Coordinate and appropriately handle highly confidential information pertaining to compliance matters, protected health information, and privileged communications. • Prepare and edit materials for the CCO/AVPMA. Materials could include annual reports; quarterly and annual presentations; committee charge letters, agendas and minutes. • Independently research and draft agendas, project progress reports, correspondence, communication materials, and reports for the CCO/AVPMA on key operational, strategic and financial matters impacting UW Medicine Compliance. **Oversight of Administrative Staff and Management of Daily Operations** • Lead the recruitment, hiring, training, and workload of two professional administrative staff. • Contribute to the performance evaluation and professional development of administrative staff. • Mentor, coach, and provide consistent feedback to administrative staff. • Manage the daily administration operations of the unit; organize, direct and supervise business office functions; and coordinate business office functions with other units. • Develop unit policies and procedures; train and orient administrative staff to aforementioned documents and ensure adherence to all applicable UW/UW Medicine business administration policies, standards and procedures. • Design and implement office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments to better effect unit output. • Serve on committees and or workgroups as requested, or identified, representing UW Medicine Compliance business operations. • Facilitate and maintain effective communication and relationships with all internal and external customers of UW Medicine Compliance. • Ensure the unit’s personnel employment activities are conducted in compliance with all requirements. • Ensure the correct and proper maintenance of unit’s personnel files, including vacation/sick leave records and related supporting documents. Ensure appropriate record confidentiality is maintained in compliance with University policy and state and federal regulations. **Budget and Finance** • Collaborate with the CCO/AVPMA on annual budget including budget forecasting and budget management processes. • Approve budget expenditures as the department Cost Center Manager. • Oversee the daily financial operations, assists in achieving financial objectives of the unit; reconcile monthly expenditures with Workday, analyze budget(s) variances and develop projections; identify and correct expense code errors; identify and use delegated authority to initiate JV requests. • Effectively oversee asset management procedures of the unit; including but not limited to software licensing, memberships, equipment and other tangible assets. • Keep management informed by reviewing and analyzing budget reports; summarizing information; identifying trends. • Develop and maintain databases and tracking systems for budget record keeping that comply with federal, state and University regulations. **Committee Administration** • Lead the coordination of UW Medicine Compliance committees, workgroups and multifaceted meetings; including coordinating schedules/meeting frequency, facilitating attendance from enterprise-wide stakeholders, and development and distribution of agendas, project plan status reports, data analysis, and program materials. • Develop agenda(s); catalogue unit procedures; review and bring forward compliance-related topics in a strategic manner that coincides with the committee sequencing. • On behalf of the CCO/AVPMA, or as identified through committee review process, follow-up on committee action items (communications, documents, status reports, etc.) as needed. • Conduct and report on yearly review to identify and implement process improvements for committees. **MINIMUM REQUIREMENTS** • Bachelor’s degree. • Minimum of four years of executive assistant level experience. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS** • Experience with oversight of administrative support staff and executing office operations. • Working knowledge of administrative support services, human resources, and financial oversight. • High level of tact, discretion, and diplomacy. • Ability to work independently. • Ability to manage senior level confidential information. • Demonstrated ability to prioritize multiple projects and tasks. • Excellent oral and written communication skills including demonstrated competency in preparation of correspondence, written reports, and minute taking. • Experience in effectively building working relationships with a diverse population faculty and staff. • Proficiency using Microsoft Office suite of applications and experience performing complex functions (including mail merges, producing reports and charts), and other UW online tools). **DESIRED QUALIFICATIONS** • Knowledge of and familiarity with UW Medicine processes and procedures. • Experience working in an academic medical center or public university environment. **Application Process:** The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you log into your “My Jobs” page. If you choose to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed. 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.