Work in Washington Veterans Jobs

Req #: 238286

Department: SCHOOL OF MEDICINE

Job Location Detail: This position is eligible to work remotely up to three days per week with supervisory approval and expected to work 2 days per week on site. Subject to change based on business needs and conference dates/locations.

Posting Date: 08/29/2024

Closing Info: Open Until Filled

Salary: $5,417 - $6,042 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/3/2018/02/benefits-professional-staff-librarians-academic-staff-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.

The UW School of Medicine has an outstanding opportunity for a Event & Education Program Specialist to join their team.

The mission of the UW School of Medicine (SoM) Office of Faculty Affairs (OFA) is to support and empower our community of faculty to learn, grow, and thrive. OFA brings together a variety of resources including year-long courses, day-long seminars and many half-day workshops for the SoM faculty. These educational offerings range from leadership development, well-being practices, career design, and teaching skills.

In tandem, SoM’s Continuing Medical Education (CME) efforts concentrate on assessing the educational needs of medical practitioners within the State of Washington and throughout the WWAMI region (which includes the states of Washington, Wyoming, Alaska, Montana, and Idaho), and then developing and delivering educational activities based upon those identified needs. The CME team focuses on high quality CME activities which embrace quality improvement principles, outcomes measurement, and evidence-based practice and are dedicated to improving the general health and wellbeing of the public.

The Event & Education Program Specialist (payroll title: Program Operations Specialist) provides critical operational administration within the OFA and CME teams for their ongoing educational events such as workshops, courses, and special events. This position will work with teams to develop annual programming and independently manage a variety of educational activities. This position will oversee the operations and strategic management for these programs including in-person operational management and maintenance. This role will also interface with Department Chairs, Faculty, Directors and Administrators, and others throughout the School of Medicine and UW Medicine.

DUTIES AND RESPONSIBILITIES Workshop & Course Administration – 80%

• Provide high level operational management of OFA Workshops, CME Courses, and other events or activities as assigned.

• Schedule, coordinate, and implement virtual and in-person workshops for the SoM faculty community focused on promotion, leadership skills, well-being and other faculty development topics.

• Manage workshop, event, and major course data and accreditation needs in CloudCME system.

• Manage operational, finance, and resource needs for events (honorariums, room bookings, etc.).

• Develop and implement contracts with both internal and external agencies for workshop and courses such as booking space, catering, promotional materials, educational materials, and speaker needs.

• Administer all course activities such as attendance, evaluations, presenter thank you letters, and other data needs for individual workshops and courses.

• Communicate with workshop speakers, major course chairs and faculty members to ensure successful coordination for all events.

• Manage and develop resources needed for promotion and coordination of events such as marketing materials, communication listservs, and other resources.

• Collaborate with team to create and manage processes for gathering course/workshop evaluations, annual tracking, and reporting of program data.

• Maintain program course documentation to meet legal and CME accreditation standards.Operational Support of OFA & CME Teams – 10%

• Implement continuous process improvement of programming and events in collaboration with team members.

• Work closely with team members to create and manage annual calendar of OFA workshops and CME Major Courses as well as provide input for annual project timelines.

• Assist in management and consolidation of learner and activity data to meet the ongoing accreditation requirements for accredited activities.Special Projects and Other Duties – 10%

• Support new initiatives within the OFA and CME teams connected to educational events or programming, or other business needs as assigned. MINIMUM REQUIREMENTS

• Bachelor’s Degree in related field. Equivalent experience may substitute for degree requirement.

• 2 years professional experience in a high-level administrative role. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Proficiency with Microsoft Office (Word, Excel, Access, PowerPoint, Adobe, In Design). DESIRED QUALIFICATIONS

• 3 - 4 years of professional experience in a high-level administrative role.

• Proven administrative, financial, and problem-solving skills.

• Excellent oral and written communication skills.

• Experience as event or conference manager or administrative assistant/executive assistant at a university, non-profit or large corporate setting.

• Proficiency with audio and video technologies including video conferencing equipment and software.

• Demonstrated ability to work in a hybrid team setting and communicate effectively with multiple stakeholders.

• Strong analytical skills. Ability to interpret and communicate complex standards, policies, and procedures.

• Ability to work independently with a high degree of reliability, accuracy, and productivity while managing multiple deadlines and priorities.

• Ability to problem solve and exercise independent judgement while handling multiple tasks. CONDITIONS OF EMPLOYMENT This position is eligible to work remotely up to three days per week with supervisory approval and expected to work 2 days per week on site. Subject to change based on business needs and conference. 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.