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University of Washington PROGRAM COORDINATOR (SPOKANE) in Seattle, Washington

Req #: 208025

Department: SCHOOL OF MEDICINE

Job Location Detail: WA County - Spokane

Posting Date: 06/23/2022

Closing Info: Closes On 07/07/2022

Salary: $3,398 - $4,541/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-classified-staff-20210208.pdf) .

Please note: this position is located in Spokane, Washington. 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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for four consecutive years. The UW School of Medicine (UWSOM) has an outstanding opportunity for a Program Coordinator. The Program Coordinator provides program operational support to the UWSOM Spokane Medical Education Office at Gonzaga University. The Program Coordinator reports to the Foundations of Clinical Medicine Operations Specialist and works with UWSOM Assistant Deans for Spokane Foundations (primary) and Clinical (secondary) Phases along with the Directors of Foundations of Clinical Medicine and the Primary Care Practicum Director. Position activities include faculty and curriculum support, learning management system maintenance, facilitation of clinical experiences, and support for mentoring structure of the Colleges program. These activities will be closely coordinated with the work of multiple departments within UWSOM Seattle Academic Affairs including Curriculum, Student Affairs, Compliance and Regional Affairs. RESPONSIBILITIES Medical Student Support: Support Foundations of Clinical Medicine (FCM) o Coordinate Clinical Skills workshops and clinical exams o Assist with content and maintenance of the clinical skills workshops, hospital tutorials, end-of-term reviews, student schedules and Canvas websites o Coordinate, update, & maintain student schedules in Elentra student schedule software. o Prepare, print, organize, distribute and archive materials for patient coordination in the hospitals as part of hospital tutorials o Create visual aids for classroom support (posters, pocket cards, etc.) o Lead for GU and Pelvic Exam volunteer recruitment and tracking, which involves repeated outreach to previous volunteers, extensive advertising within clinics, hospitals, and local colleges to engage new potential models. Along with informing new interested models about the exam and providing an initial screening, creating and updating schedules, maintaining forms and marketing materials, logistical planning, reserving additional exam space, and ordering supplies for all exam spaces. Support FCM College Faculty/Mentor experiences o Work with college faculty to plan mentor or peer group gatherings o Coordinate venue or reserve classroom space o Coordinate meeting arrangements for the FCM college faculty including reserving conference or classroom space and providing technical support o Create and manage student invitations/ RSVPs o Work with approved caterers to organize lunch or dinner events while being mindful to student food allergies and food preference o Provide reimbursement guidelines to faculty for mentor events o Reconcile itemized receipts and complete paperwork to initiate reimbursement to faculty or payment to approved vendors within Ariba, University of Washington’s Electronic Procurement system Support Spokane Student Clinical experiences o Coordinate college morning activities at the hospitals; update room reservation information on Canvas, track and update changes to student interview schedules o Track student activity in the clinical setting o Coordinate medical student credentialing and compliance with UWSOM Spokane compliance team to assure students meet local, regional and national clinical training requirements o Lead for FCM student onboarding and clinical compliance, including extensive tracking and communication with students to ensure their timely completion of requirements o Manages badge tracking spreadsheet and communications to students for return of items prior to the end of their Foundations phase Assist with student clinical activities as needed Office Administration: Complete/prepare/compose reports, memos, letters, forms, correspondence, and PPT presentations Maintain student database utilizing various tracking systems in conjunction with the Spokane administrative team Maintain community preceptor information in conjunction with the Spokane administrative team Fact checking, data reporting and update files or information as directed Provide technical support to college faculty Assist with budget reconciliation Manages supply ordering, inventory and receipt reconciliation in Ariba for the entire Spokane Foundations Campus Special projects/event planning: Assist teammates with Immersion, student Orientation, Transition to Clerkship, Match Day, and Second Look events/activities, organize catering and ordering materials for each event as needed Reserve outside classroom space for workshops as needed Assist in maintaining Google Drive photo database to facilitate photo sharing outside of UW/GU and within the Partnership Other duties as assigned MINIMUM QUALIFICATIONS High school graduation or equivalent AND two years of experience in an academic setting with a high-volume process, or equivalent education/experience. Additional requirements: Advanced word processing skills with an emphasis on Microsoft Office products to include: MS Word, Excel, Access, Outlook and PowerPoint, Sharepoint and OneDrive Expertise with internet search and research experience, fact checking and cross reference skills Strong interpersonal skills to interact effectively with community, employees, management, and physicians Excellent organizational detail & prioritizing skills with the ability to multitask and work under the pressure of constant deadlines Ability to work independently while being in a high functioning team Discretion with senior-level confidential student information Equivalent education and/or experience may substitute for minimum requirements. DESIRED QUALIFICATIONS Associate or Bachelor’s degree Two years of progressively independent and complex administrative support experience Work experience in a health care setting or directly with physicians is strongly preferred and/or higher education CONDITIONS OF EMPLOYMENT This position sometimes requires the employee to work beyond a normal work week (i.e., more than 40 hours a week) and intermittently requires evening and weekend time to meet project deadlines and attend and give presentations at events and/or meetings. Application Process: The application process for UW positions 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 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.

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