Administrative Assistant

AIRLIFT NORTHWEST has an outstanding opportunity for a ADMINISTRATIVE ASSISTANT.

WORK SCHEDULE

Part Time 50% FTE

DEPARTMENT DESCRIPTION

Responsible for providing administrative support in all areas of administration including but not limited to Operations, Clinical, Education, Finance, and Business Development. Responsible for greeting guests answering and routing calls and directing the flow of paperwork in the area of

administration.

PRIMARY JOB RESPONSIBILITIES

Front Desk Duties:

Answer telephones; following clearly established guidelines, answer routine questions; receive and refer visitors; function as a receptionist; Send and receive faxes and scans;

Stack, stamp, open, code, sort, file or alphabetize correspondence, records, or materials according to established procedures and predetermined categories; maintain files and records; open and date-stamp incoming mail; sort and route mail; pick up and prepare outgoing mail; maintain logs, lists, rosters, directories, and other records; Maintain USPS postage meter funds and maintenance;

Photocopy and collate material; scan files and save PDFs into predetermined filing system;

Operate a variety of office equipment, such as computer/word processor and associated software, calculator, document imaging, printers, multi-line phone system, and copy machine; may request office equipment maintenance or facilities repairs;

Partner with Executive Assistant to maintain visitor schedules, receive and direct visitors and clients;

Manage office supplies; Track and receive office supply inventory, order and stock supplies, and maintain records of orders;

Provide details on all office supply/forms invoices for proper departmental billing;

Maintain conference room calendars;

Oversee administrative coordination for building maintenance, including submitting work orders and scheduling vendor appointments;

Prepare and proofread letters, presentations, and departmental materials for typographical and spelling errors based on predetermined content;

Record Requests:

Process all requests for release of medical information. Once approved prepare copies and generate invoices for individual requests.

Records Retention:

Act as the Records Coordinator for ALNW. Coordinate record retention and offsite storage of archives according to UW Medicine Records Management System.

Database Maintenance/Document Storage:

Maintain databases. Set up and maintain filing systems.

Monitor and track documentation standards and timelines consistent with the program's and agency's timelines. Maintain and distribute: Employee contact list, accurate internal phone extension list, Community Outreach contact list, and Emergency Notification forms for all ALNW Staff. Supply Patient Financial Services with labeled Patient Files for records to be stored

Licensure & Renewals:

Support the completion of license and certification renewals. Maintains a monthly tracking record for licensures and certifications.

Update nurse license database monthly. Follow up with Compliance and Quality Manager for pending or expired licenses.

Compliance:

Will uphold all Airlift Northwest policies and procedures related to Compliance, HIPPA and all applicable federal, state and/or local laws and regulations.

REQUIRED QUALIFICATIONS

High School diploma, GED or equivalent education

AND

One year of office clerical support experience

OR

Equivalent education/experience

ABOUT AIRLIFT NORTHWEST

Airlift Northwest is dedicated to providing safe, efficient and compassionate air medical transport for critically ill and injured infants, children and adults, 24 hours a day, 7 days a week. The region's first air medical transport service, Airlift Northwest has flown more than 100,000 patients since its founding in 1982.

Its helicopters and fixed-wing aircraft are strategically located at eight bases throughout the Pacific Northwest and Southeast Alaska. On-board medical experts handle everything from advanced cardiac life support to neonatal resuscitation, all while flying patients to the best available care for their condition.

ABOUT UW MEDICINE - A HIGHER DEGREE OF HEALTHCARE

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 public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow's physicians, scientists and other health professionals.

All across UW 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, student and colleague is valued and honored. Nearly 29,000 healthcare 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, Valley Medical Center, UW Medicine Primary Care, UW Physicians, UW School of Medicine, and Airlift Northwest.

Become part of our team. Join our mission to make life healthier for everyone in our community.