Work in Washington Veterans Jobs

Req #: 237423

Department: SCHOOL OF MEDICINE

Job Location Detail: Hybrid Eligible

Posting Date: 08/05/2024

Closing Info: Open Until Filled

Salary: $6,008 - $6,500 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 School of Medicine has an outstanding opportunity for a Seattle Foundations Administrator to join their team.

The Seattle Foundations Administrator plays a critical role in fostering an inclusive and comprehensive student experience for the first and second-year medical students at the School of Medicine Seattle campus (“Seattle Foundations Site”). The position is responsible for the daily operational affairs, website, administrative and financial management for the Seattle Foundations site, and plays a critical role in cultivating student community building and engagement through the coordination of small and large student programs and events. The Seattle Foundations Administrator is a strategic and student-centered thinker who is skilled at developing effective professional relationships and executing strategies to enhance student support and programs at the School of Medicine. This position works collaboratively with School of Medicine and regional WWAMI partners to support students in their transition to and throughout their medical school training. This role requires strong project management skills, a keen attention to safety and risk management considerations, as well as the ability to problem solve, take initiative, set priorities, and handle multiple projects at once.

This requires the position to have knowledge (or obtain knowledge quickly) of the University of Washington School of Medicine curriculum, especially foundations phase, systems, and procedures. This position must be service-oriented and customer-focused, and able to address issues in a prompt and professional manner. The Seattle Foundations Administrator must be able to multitask, have exquisite written and communication skills, prioritize responsibilities between the functional areas, work with people over geographical distances and work independently under pressure of frequent deadlines and changing priorities.

The following details some of the more challenging areas:

1. Physical distance between regional campuses complicates communication, hinders clear policy development and implementation, and makes teamwork challenging.
2. The number of institutions involved with medical education and the decentralized structure require much individualized interactions and follow up.
3. The Seattle Foundations site coordination is complicated by the lead of each separate office in academic affairs playing a larger role in Seattle than other regional campuses.
4. The Seattle Foundations site is the largest regional campus comparatively by almost 50% creating challenges in working with all students, the four College faculty leads, all of the faculty involved in the medical students’ education including across the Foundations of Clinical Medicine course.

This position directly impacts the scope and quality of the Seattle Foundations Phase administered by the School of Medicine and the quality of services provided to more than 200 medical students, both at the UW Seattle campus and throughout the WWAMI region. The position provides a critical communication link between students, academic affairs, regional WWAMI offices, preclinical and clinical departments, and the University of Washington.

DUTIES AND RESPONSIBILITIES Program Operations & Medical Student Support (75%)

• Lead the day-to-day operations of the Seattle Foundations unit. Maintain knowledge of and interpret university and medical student program policies and procedures in order to advise students, faculty, and staff. Serve as a resource for students in distress, triage their concerns, and direct them to appropriate services. Create and manage communications to the Seattle Foundations students, including newsletters, announcements, and bulletins about conferences, facilities notices, extracurricular activities, and other educational opportunities.

• Collaborate with Admissions on the logistics for applicant interview days and the annual Second Look event.

• Provide support to newly accepted Seattle Foundations medical students and serve as the onboarding liaison, providing information and resources. Issue student ID badges, building access, and locker assignments.

• Create and foster opportunities for relationship building between Seattle Foundations students, staff, and faculty. Plan, run, and evaluate student programs, events, and ceremonies, such orientation, the white coat ceremony, and the willed body ceremony. Manage event logistics, monitor expenditures, and reconcile budgets, establish project management timelines, coordinate staffing, and run the events. Evaluate event and program outcomes and make recommendations based on survey outcomes and analytics.

• Event planning and coordination to include initiate vendor contracts and understand UW purchasing requirements; identify speakers and facilitate communication; set timelines; prepare materials; set up and troubleshoot all coordination on day of event.

• Coordinate quarterly class meetings for Seattle Foundations students. In conjunction with the assistant dean, establish agendas, arrange speakers, and coordinate meeting logistics.

• Develop processes and track student requests to miss class or delay exams. Provide exam proctoring for Seattle Foundations students needing testing accommodations.

• Analyze current programs, design assessment surveys, compile data on student participation and outcomes, develop recommendations and proposals using student and faculty feedback for continuous performance improvement efforts.

• Liaise with Seattle Foundations student government representatives and participate in the Seattle Foundations Advisory Committee. Represent Seattle Foundations Phase needs in other committees, working groups, special projects, and/or initiatives.

• Build and foster partnerships with regional WWAMI partners. Participate in recurring meetings with WWAMI Foundations administrators, curriculum, admissions, and student affairs. Collaborate on Foundations-wide initiatives as appropriate.

• Demonstrate excellent customer service when interacting with students, faculty, deans, and staff.Administrative Operations (25%)

• Troubleshoot student issues with the assistant dean. Develop processes for managing and documenting student issues, mediations, referrals, and outcomes.

• Oversee the annual unit operating budget. Initiate purchase orders and reimbursements, track expenditures, resolve issues, and monitor budget activities to ensure compliance with university and Dean of Medicine fiscal policies. Provide monthly budget reports, forecast annual spending, and generate annual budget proposals.

• Partner with Marketing and Communications to develop and implement a website for the Seattle WWAMI program. Develop content, analyze utilization, identify areas for optimization, and implement content and/or structural improvements to enhance the student experience.

• Participate in training and relevant professional development activities to support professional and/or departmental growth. Operationalize and/or integrate learning from these trainings into the work unit and work processes.

• Maintain student and medical school program records in accordance with school, university, and state standards and regulations.

• Direct projects at the discretion of the assistant dean.

• Perform other duties as assigned or requested. MINIMUM REQUIREMENTS

• Bachelor’s degree in business, education, administration or related field and 3 years of relevant experience in upper-level program operations, administration, management support or similar. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

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

• Experience with budgets, budget forecasting, invoicing, and other financial operations.

• Demonstrated expertise in managing a team effectively in large, highly structured environments.

• Models excellent, inclusive communication that centers curiosity and creativity in finding solutions.

• Demonstrated ability to work across multiple levels of an organization to achieve results.

• Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

• Expert computer proficiency with spreadsheets, word processing, databases in a Windows environment.

• Ability to interpret and communicate to others complex policies and procedures.

• Excellent organizational detail & prioritizing skills with the ability to multitask and work under the pressure of constant deadlines.

• Must be able to work independently and be proactive with a high degree of reliability, accuracy, and productivity.

• Expertise in oral and written communication tasks.

• Discretion with senior-level confidential information and ability to handle confidential information responsibly.

• High level of tact and diplomacy.

• Ability to contribute constructively to the University's mission.

• Professional communication style and presentation skills. DESIRED QUALIFICATIONS

• 4 or more years of relevant experience in upper-level program operations, administration, management support or similar.

• Advanced degree in Business or Educational Administration

• Experience with educational administration or in an academic setting working with faculty, students, and staff.

• Prior experience at the University of Washington and/or the School of Medicine.

• Experience in the methods and systems of continuous quality improvement are highly desired.

• Experience in an allied medical field. CONDITITONS OF EMPLOYMENT Full-time schedules are assumed to be at least 40 hours; however, employees are expected to work to complete job responsibilities. This position may require the employee to work beyond a normal work week and/or intermittently require evening and weekend time to meet project deadlines and attend meetings. Telework may be permissible in a limited capacity. 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.