Req #: 243042Department: DEPARTMENT OF EMERGENCY MEDICINEAppointing Department Web Address: https://uwpmt.org/Posting Date: 01/28/2025Closing Info:
Closes On 02/11/2025Salary: $6,498 - $6,580 per monthShift: First ShiftNotes:
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-20230701a11y.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.The Department of Emergency Medicine has an outstanding opportunity for an Administrative Specialist to join their team. The Administrative Specialist position will serve in an administrative management role and will be responsible for overseeing day-to-day program and office operations for the Paramedic Training group. This position will collaborate with Paramedic Training Program staff as well as outside organizations such as Seattle Fire, King County and the City of Seattle to facilitate smooth operations across all entities.Emergency Medicine is home of the Paramedic Training Program. This training program provides the initial and ongoing training for all King County Medic One paramedics. This training is done through clinical rotations, medic unit internship and classroom lectures. Classroom didactic is presented by physicians using state of the art AV technology. The Paramedic Training Program is also closely tied to the Seattle Fire Department Medic One Program which allows students to gain additional training session, drills and practical field experience. The incumbent must exercise good judgment, a professional demeanor, and take the appropriate initiative and discretion within the scope of the position. Have thorough understanding of the University’s policies and procedures and provide administrative support that reflects the PMT priorities and Department’s mission, goals, and values. Demonstrate high ethical standards and personal integrity, strategic, yet detail-oriented thinking, resourceful and results-oriented mindset, and excellent interpersonal and communication skills. Daily interactions with other executive support staff, faculty and academic leadership, administrative leadership, students, and the community partners. Commitment to continuous quality improvement and to provide outstanding service to a variety of internal and external stakeholders and maintaining an overall standard of excellence for the staff in the Directors’ Office.DUTIES AND RESPONSIBILITIES Fiscal and operations support to the Paramedic Training Program (50%)
Prepare fiscal paperwork including but not limited to purchase requests, sole source documentation, personal services contracts, etc.
Reconcile departmental budgets, including pursing and resolving issues.
Purchase business supplies, track expenditures and delivery processes.
Prepare and process reimbursements for travel and other expenses, ensuring compliance with University rules and regulation
Work with Program operations staff within the Paramedic Training Program to lead and execute office administrative operations for the PMT, which is comprised of Seattle Fire Department and other outside entities.
Provide leadership, direction and coordination of Paramedic Training Program faculty and staff to facilitate smooth office operations. Ensure coordinated effort and collaboration on day-to-day operations ranging from routine to urgent and complex.
Maintain office efficiency, streamline work processes, and work cooperatively with faculty and staff to provide quality service to the team, students and outside benefactors.
Develop policies and procedures, oversee the execution and implementation in the areas of facilities, IT, phone and printer support, supplies, mail, badging, parking, room reservations and keys.
Develop, manage and maintain excellent working relationships within the Department of Emergency Medicine, Seattle Fire Department, Harborview Medical Center, Medic One Foundation and other outside institutions and programs; represent the Paramedic Training Program through high-caliber, timely, and considerate written and oral communication.
Independently resolve complex administrative problems and answer questions relating to established policies and procedures. Serve as a resource for the Paramedic Training Program team, faculty and students.
Partner with the Director of the Paramedic Training program in the leadership and coordination of workgroup meetings, collaborate strategic planning, utilization of resources and forecasting alignment of support for programs across different campuses and platforms.
Oversee the payroll process for faculty, paramedics and other instructors within Paramedic Training Program; communicate changes as needed.
Other duties as assigned.Student Services (30%)
Coordinate complex scheduling of student rotations in multiple areas.
Assist with distribution of student course materials including books and other supplies.
Organize food/catering for drills and other training sessions.
Manage thank you letters to lecturers and other instructors.
Manage compilation and reporting for student Exit Exam packets.
Monitor application process for State certification.
Coordinate the Graduation Ceremony.
Manage student records, retention, and archive deposit and retrieval; be informed of and adhere to University records management policy.
Maintain database of all graduates.Medic Continuing Education and Recertification (20%)
Manage communications with outside agencies and physicians by drafting and sending letters, and coordinating and scheduling clinical rotations such as Operating Room shifts.
Recruit instructors for monthly continuing education courses.
Process courses and assign renewal certification cards.
Assist with scheduling, implementing, follow up communications for ongoing education such as Tuesday Series.
Organize the annual renewal process for paramedics with King County and the State of Washington.
Coordinate reporting to regulatory bodies such as the State of Washington, CoAEMSP, CAHHEP, and others. MINIMUM REQUIREMENTS: Bachelor's degree in Health Sciences and/or related field and at least 2 years of related experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. 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 access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access 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.
