Job Information
University of Washington EDUCATION AND ADMINISTRATIVE COORDINATOR (PROGRAM COORDINATOR) in Seattle, Washington
Req #: 236197
Department: DEPARTMENT OF MEDICINE: GERONTOLOGY AND GERIATRIC
Posting Date: 06/28/2024
Closing Info: Closes On 07/11/2024
Salary: 60% of $3,640 - $4,864 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/3/2018/04/benefits-summary-classified-staff-less-than-half-time-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.
Under general direction, the Education and Administrative Coordinator is responsible for managing and organizing administrative projects and initiatives within the Division of Gerontology and Geriatric Medicine. Responsibilities center on the support of clinical services and related medical educational training programs.
The Education and Administrative Coordinator will be responsible for providing support for activities that occur across the Division of Gerontology and Geriatric Medicine. The Division is comprised of >50 faculty, trainees and staff, with clinical services and research sites located at Harborview Medical Center, the Seattle VA and the UW South Lake Union campus. Accredited training programs housed within the division include clinical fellowships in Geriatric Medicine and Hospice and Palliative Care Medicine. The Education and Administrative Coordinator will establish protocols for moving projects forward, communicating and initiating involvement of appropriate individuals and offices, developing timelines and keeping Division leadership appraised of progress, identifying and resolving barriers to progress and meeting deadlines. The Division Head and Division Faculty represent the University of Washington in many capacities regionally, nationally, and internationally. The Education and Administrative Coordinator works to ensure policy compliance in a variety of areas.
DUTIES AND RESPONSIBILITIES This is a .6 FTE position based at Harborview Medical Center with a hybrid on/off-site work schedule.
Clinical and Educational Program Support (75%)
Perform a wide range of administrative support activities in coordination with Clinical Service and Educational Program teams.
Provide responsive and efficient administrative support in maintaining complex and innovative clinical and educational rotations and courses.
Create and distribute clinical schedules for medical students, residents, and faculty.
Field and respond to emails for rotation requests from the medical student program and the other residency and fellowship programs.
Notify learners of assigned/approved rotation dates and provide teaching materials to learners.
Update corresponding databases and distribution lists.
Support clinical teaching modules and ensure up-to-date materials are posted appropriately.
Coordinate Work in Progress (WIP) meeting schedule including scheduling of mentees and mentors, distribute zoom links and organize meeting space as needed.
Advise both senior and junior faculty on WIP procedures and best practices to fulfill the aims of this professional development series.
Maintain roster of presenters for future scheduling needs.
Organize recurring educational/didactic conferences, record and upload meetings to YouTube and the division website, take attendance, and assist presenters with Zoom meeting support.
Coordinate and assist presenters from outside of the division and university to ensure peer teaching evaluations and feedback are collected and collated.
Manage time-sensitive clinical privileging approval process, coordinate with the Office of Medical Staff Appointments (OMSA) to collect signatures from various faculty and leadership to ensure compliance and continual certification of division faculty and clinical staff.
Manage faculty evaluations.
Collect peer and trainee evaluations of faculty members’ teaching and clinical performances from a variety of platforms (e.g., MedHub, eValue, MS Forms, Qualtrics); create and share QR (quick response) codes with faculty for inclusion and use in presentations; summarize feedback and retain; ensure evaluations collected are sufficient in both number and variety to meet Departmental and School of Medicine requirements. Administrative Support/Division Office Supervision (25%) This position is responsible for the following office management duties:
Schedule, prepare agenda and take minutes for division faculty and staff meetings.
Coordinate and plan in-person division meetings and events.
Order catering, reserve meetings spaces, set up/ take down the events.
Manage event-related expenses, develop tracking system to ensure event expenditures remain within proposed budgetary limits.
Solicit event feedback to determine consistency with division goals.
Compose, proofread, and edit correspondence on behalf of the Division Head; and perform other administrative and special projects as assigned.
Assist Division Head with calendar management support.
Serve as the public’s main point of contact for the division.
Independently address public and interdepartmental email inquiries and provide guidance and support for program policies, conferences, and medical rotations.
Space management/emergency communications contact/IT inventory/ order office supplies.
Monitor and ensure that office supply expenditures are within budget.
Access and onboarding assistance including IT accounts, keys, and badging, pagers, and parking issues.
Manage division-wide mail and fax collection and distribution, while maintaining HIPPA regulations.
Confidentially and systematically organize and digitize physical records.
Respond to record lookup requests by other division staff.
Establish office and administrative systems and procedures and analyze current workflows and practices to ensure departmental or unit compliance with University of Washington policies and/or other external regulations for document collection and retention.
Website and communications updates, monthly publication queries, and listserv management. MINIMUM REQUIREMENTS High school graduation or equivalent AND two years of experience in the program specialtyORequivalent education/experience. DESIRED QUALIFICATIONS
Prior work experience in an academic university health care and administrative environment.
Project management and implementation experience.
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.