Administrative Specialist, Patient Care Services

Job Description

Harborview Medical Center’s Patient Care Services has an outstanding opportunity for an Administrative Specialist.

WORK SCHEDULE

• 100% FTE
• Day Shift

POSITION HIGHLIGHTS

This position reports to the Associate Chief Nursing Officer over Ambulatory clinics and the Administrator over Behavioral Health. In partnership with the leadership team, this individual takes a dynamic role in supporting duties integral to the daily operations of the Patient Care & Ambulatory divisions, and which promote the Chief Nursing Officer’s initiatives.

PRIMARY JOB RESPONSIBILITIES

• Provide high‑level administrative support, including advanced word processing, spreadsheets, graphics, databases, Teams/SharePoint updates, and limited Kronos timekeeping
• Manage Outlook calendars for Assistant Administrators and Clinical Director; schedule in‑person and Zoom meetings and respond on behalf of leadership
• Prepare and distribute meeting invitations, agendas, reminders, and minutes for senior‑level meetings
• Communicate professionally and clearly in writing; summarize recordings, type 45+ wpm, and maintain confidentiality (HIPAA)
• Stay current on email communications and relay information accurately and promptly
• Work independently and collaborate effectively with internal departments on behalf of administrators
• Assist with onboarding of new staff; demonstrate basic familiarity with medical terminology
• Demonstrate advanced proficiency in Microsoft Office and eagerness to learn new systems
• Ensure compliance with PCS policies, safety standards, and regulatory requirements
• Take initiative to support department needs, promote equity, and assist during peak workloads
• Recommend and support process improvements through documentation, data tracking, and participation in initiatives
• Prioritize workload, meet deadlines, maintain reliable attendance, and deliver high‑quality work
• Demonstrate positive problem‑solving, professional communication, and respectful interactions with patients, visitors, and staff

REQUIREMENTS

• Bachelor’s degree; and 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
• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

ABOUT HARBORVIEW MEDICAL CENTER

As the region's only Level I Trauma and verified burn 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.

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