Administrative Specialist, Patient Care Services

About the role

Provides high-level administrative support, including advanced word processing, spreadsheets, graphics, databases, Teams/SharePoint updates, and limited Kronos timekeeping. Manages Outlook calendars for Assistant Administrators and Clinical Director; schedules in-person and Zoom meetings and responds on behalf of leadership. Prepares and distributes meeting invitations, agendas, reminders, and minutes for senior-level meetings. Communicates professionally and clearly in writing; summarizes recordings, types 45+ wpm, and maintains confidentiality (HIPAA).

Responsibilities

• Stays current on email communications and relays information accurately and promptly.
• Works independently and collaboratively with internal departments on behalf of administrators.
• Aids in the onboarding of new staff; demonstrates basic familiarity with medical terminology.
• Demonstrates advanced proficiency in Microsoft Office and a willingness to learn new systems.
• Ensures compliance with PCS policies, safety standards, and regulatory requirements.
• Takes initiative to support department needs, promote equity, and assist during peak workloads.
• Recommends and supports process improvements through documentation, data tracking, and participation in initiatives.
• Prioritizes workload, meets deadlines, maintains reliable attendance, and delivers high-quality work.
• Demonstrates positive problem-solving, professional communication, and respectful interactions with patients, visitors, and staff.

Requirements

• Bachelor’s degree; at least 4-5 years of progressively responsible administrative experience in a large, complex organization.
• A minimum of two years’ experience providing executive-level support in a health care/higher education setting preferred.
• Strong written and verbal communication skills.

About Harborview Medical Center

Harborview Medical Center is a comprehensive healthcare facility owned by King County and operated by UW Medicine. It is dedicated to providing specialized care for a broad spectrum of patients from throughout the Pacific Northwest, including the most vulnerable residents of King County. It provides exemplary patient care in leading-edge centers of emphasis, including emergency medicine, trauma and burn care, neurosciences, ophthalmology, vascular surgery, HIV/AIDS, rehabilitation, mental health and substance abuse care.

Harborview employees are committed to the vital role the institution plays in the immediate community, as well as the entire Northwest region. Challenge. Collaboration. Compassion.

About UW Medicine – Where Your Impact Goes Further

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. Join our mission to make life healthier for everyone in our community.