PROGRAM COORDINATOR (PART -TIME)

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’s Idaho WWAMI Medical Education Office has an outstanding opportunity for a part-time (50% FTE) Program Coordinator to join their team.

As a key member of the Idaho WWAMI Medical Education Office, the Program Coordinator reports to the Administrator -Program Operations for Idaho WWAMI and coordinates programs for the School of Medicine Idaho WWAMI (Washington, Wyoming, Alaska, Montana, Idaho) medical education office, which is located on the University of Idaho, Boise campus. The Program Coordinator provides medical student support and coordinates special projects across Idaho, and throughout the WWAMI region. The candidate will foster a good working relationship with local and regional sites within the WWAMI region, with the priority to represent Idaho WWAMI in a competent and knowledgeable manner.

The primary purposes of this position are to:
• Coordinate the scheduling, housing, and tracking for approximately University of Washington School of Medicine clinical students in Idaho.
• Develop Processes and Procedures for clerkship scheduling, credentialing and various other areas that are crucial to the student experience and operations of WWAMI.
• Serve as the administrative level support person to the clinical medical education office and Administrator-Program Operations by performing a wide range of diverse and specialized administrative activities as assigned.
• Serve as the administrative level support for various clerkships by performing complex and diverse administrative activities as assigned.

DUTIES AND RESPONSIBILITIES
The primary responsibilities are:

Medical Students:
• Support medical students while in Idaho.
• Support teaching sites, students, and clinical departments with housing, and other educational & program needs.
• Coordinate student conferences and lectures to include communicating with students and physician faculty, planning, arranging rooms and logistical arrangements.
• Work closely with various clerkship directors to coordinate clerkship student paperwork, preceptor & student scheduling, testing,
• Assist in ensuring compliance with education-related school of medicine, university, hospital, state, and federal regulations and maintain a current body of knowledge on standards and regulations.
• Assist with content and maintenance of program web site.  Work with program staff and faculty regarding the accuracy of the content.
• Download student rotation reports and assist in creation of student rosters.
• Notify, communicate, and arrange educational opportunities for students to include travel, tests and exams, local conferences, orientations and meeting with Deans and faculty visitors.
• Coordinate medical student credentialing and compliance between the University of Washington School of Medicine, local hospitals, and teaching sites to make sure students meet local, regional and national clinical training requirements.

Office Administration
• Complete/prepare/compose reports, memos, letters, forms, correspondence, and slide presentations.
• Assist in maintaining the preceptor database including all contact information and affiliate faculty status utilizing MS Access, MS Excel, and MS Outlook.
• Assist in processing affiliate faculty appointments and new site applications.
• Work closely with clerkship directors to support in tracking and obtaining necessary documentation and information from a large population of preceptors from various clerkships.
• Administrative support to various clerkships including the following duties: proctoring exams, initiating, and maintaining contact with students and preceptors in order to obtain and/or provide necessary paperwork and information.
• Resolve and troubleshoot problems, complaints, and discrepancies from faculty, staff, and students with appropriate administrative personnel.
• Fact checking, data reporting and updating files or information as directed.
• Coordinate all meeting arrangements for the program including agenda, background information, AV equipment, supplies, participants, reserve room, minutes, food, advertising, material distribution.
• Make travel arrangements for the assistant dean, director, administrator, and students as applicable:  file travel forms and track reimbursements; arrange details to include air, ground transportation, accommodations, registration, and maps.
• Special projects/event planning (10%)
• With minimal supervision manage state legislative, health care and student program special events.
• Coordinate venue, catering, prepare marketing materials, invitation, and registration lists.

MINIMUM QUALIFICATIONS - UW Contract Classified
• High school graduation or equivalent AND two years of experience in administrative coordination 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.
• Expertise with internet search and research experience, fact checking and cross reference skills.
• Excellent organizational detail & prioritizing skills with the ability to multi-task and work under the pressure of deadlines.
• Ability to work independently.
• Discretion with senior-level confidential information.

DESIRED QUALIFICATIONS
• Experience with travel bookings and meeting planning at an executive level.
• Experience with Macintosh and/or PC computers and general equipment troubleshooting

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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 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.