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 six consecutive years.
The Division of General Internal Medicine is one of top Divisions of General Internal Medicine in the nation. The division has a workforce of over 400 with 300 faculty members who are known for their outstanding research, teaching and patient care. The Division conducts its activities at the UW Medical Center (UWMC), Harborview Medical Center (HMC), the VA Puget Sound Health Care System (VAPSHCS) and the VA Boise, Idaho, with research and clinic sites located at multiple sites across Seattle.
GIM is the largest division in the Department of Medicine and includes both clinical and research functions and operates on a total annual budget of $50m. There are over 30 research faculty, 100+ current grant, contract and gift budgets and annual research expenses of $12 million per year. Faculty and staff are spread amongst 10+ sites, with the main research sites being located at UWMC, HMC, Pat Steel, Metropolitan Park, the University District and Fremont, with approximately 80 staff working across all GIM locations.
GIM has an outstanding opportunity for a part - full time (80% - 100% FTE) Program Coordinator supporting a newly NIH funded project to create the UW Medical Student Addiction Research (MedStAR) program to provide opportunities for mentored research and education for medical students. The MedStAR program will develop a “pipeline” for medical students who are interested in becoming the next generation of Addiction Medicine physician-scientists.
Under the supervision of the Principal Investigator, the Program Coordinator will be the face of the MedStAR program. The Program Coordinator will serve as the main contact and will provide project support to the Principal Investigator and will manage the day-to-day operations of the program. The Program Coordinator functions as a liaison between the PI, co-investigators, faculty mentors, and medical students, as well as participating sites and other departments. In addition, this position works extensively with various faculty members and clinical staff at Harborview Medical Center and UW School of Medicine to coordinate, schedule and monitor project activities to meet project goals. The Program Coordinator should be comfortable managing educational projects including scheduling training sessions, coordinating meetings, managing timelines, communicating with faculty and administrators, and overseeing budgets. Familiarity with basic software including word processors, spreadsheets and presentation programs will be necessary for project operations.
Duties and responsibilities will revolve around project management and support:
Serve as the primary contact for the MedStAR program, including interactions with trainees (medical students), faculty, staff, and the public.
Answer main phone line, respond to project and clinic inquiries, and distribute phone calls as appropriate.
Coordinate and arrange project conferences and meetings, reserve rooms, arrange catering and A/V needs, prepare agendas, take and distribute meeting minutes, and follow-up on action items as appropriate.
Schedule project meetings and training activities for trainees.
Arrange travel for faculty, staff, and trainees including the preparation and submission of travel reimbursements.
Maintain program’s filing system and record retention schedules.
Create and revise program forms for internal use, make copies, file, fax, keep records, and distribute documents.
Coordinate training activities, track completion of necessary paperwork; ensuring confidentiality and proper management of databases.
Order supplies and equipment as needed and maintain the equipment by ordering any necessary repair work and by maintaining the equipment inventory list.
Maintain online program calendar.
Develop and prepare program evaluation materials.
Review program expenses, assist in monitoring budgets, and maintain routine reconciliation.
Provide detailed administrative support to Principal Investigator including managing calendar appointments, arranging meetings and room reservations, preparing presentation materials, preparing expense reports, and obtaining journal articles.
Assist with preparation and assembling of reports (include NIH progress reports), meeting materials, and other information regarding program policies and activities with attention to details and timelines.
Provide proactive, day-to-day support to faculty and staff as directed to maintain the teaching, research, and clinical activities of the project, and regularly documenting updates in faculty CVs.
Create standardized tools for managing repetitive tasks such as new faculty orientation, tracking budget documentation and organize such tools for easy access by team members.
Develop tracking tools for managing inventory (computers, software, keys, subscriptions, etc.) and updates as necessary.
Track all project related expenses and work with the Budget Fiscal/Analyst to plan and purchase required items for the project.
Ensures the program meets and follows UW records retention rules.
Troubleshoot/fix hardware, software, printer and office machine problems.
Perform other program related duties as assigned
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
High school graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience.
Experience writing correspondence, reports, and meeting notes.
Experience with MS Office products (Excel, Word, PowerPoint) and Outlook email and calendaring.
Strong attention to detail and overall flexibility in working with ambiguity.
Ability to exercise independent judgment and be creative in problem solving.
Ability to work independently and in a collaborative team environment consisting of diverse populations of staff, faculty, medical students and other administrative personnel.
Ability to adapt quickly to changes in work requirements and assignments.
Experience providing support to multiple individuals at any given time, including calendaring and administrative support.
Bachelor's degree and 2-3 years of experience or equivalent years of increasingly responsible duties supporting faculty.
Familiarity with clinical research and/or medical education curriculum strongly preferred.
Experience with project management, program administration, healthcare or academic health care setting.
Experience with UW systems (e.g., eTravel, PAS, ProCard, eProcurement, Medhub, etc.) and University procedures
CONDITIONS OF EMPLOYMENT
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 Workforce 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.