PROGRAM ASSISTANT: FAMILY MEDICINE; MEDEX, SEATTLE

Updated: about 2 months ago
Location: Seattle, WASHINGTON
Deadline: Open Until Filled

The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

MEDEX Northwest is the Physician Assistant Program at the University of Washington and is a section of the Department of Family Medicine in the School of Medicine. MEDEX has five campuses, located at UW Seattle (main campus), UW Tacoma, Gonzaga University in Spokane, the University of Alaska in Anchorage, Anchorage and in Kona, Hawaii.

Position Overview

This position is one of two primary staff support persons for the MEDEX Northwest Seattle Physician Assistant program in Seattle, Washington providing office and curriculum support for the MEDEX faculty and the MEDEX program in general. A primary responsibility will be assisting faculty in the facilitation of daily didactic activities, including the organization of curriculum information, information tracking, and correspondence. This position works closely with didactic faculty and staff in implementing course activities and assisting in the production and distribution of course materials. Responsibilities include: organization of didactic filing systems, paper as well as electronic; didactic scheduling; delivery of student weekly and quarterly evaluations; providing support to faculty in tracking student assignments and grades; assisting on special projects. Additionally, this position will provide relief for front desk reception and general office support.

Supervision

This position is under the direct supervision of the Didactic Manager of Operations, located at the Seattle MEDEX office. This position will also work under the general supervision of the didactic faculty, and the Program Administrator.

RESPONSIBILITIES:

A. Curriculum, Faculty, and Student Support Responsibilities

1. Interface with students on a daily basis, providing curriculum materials and answering and referring questions as appropriate. On a weekly basis, notify students of calendar changes, assignment deadlines, and workshop information. Serve as a resource for students.
2. Provide didactic course support for Seattle faculty throughout all quarters of the academic year. Requires extensive knowledge of the didactic program as a whole as well as individual course policies, content, procedures, assignments and deadlines, as outlined in the course syllabi. Duties may include: copying or posting to Canvas materials such as lecture outlines and PowerPoint presentations for students; editing course materials for correct formatting, spelling, punctuation; assisting faculty in creating PowerPoint presentations; preparing other classroom materials as needed.
3. In collaboration with faculty, and following guides sent out by Didactic Manager of Operations, create and maintain quarterly Seattle site calendar. Distribute calendar to students and site faculty and staff, and calendars to Canvas and the MEDEX file server. Communicate calendar changes to students, faculty, and staff on a regular basis.
4. Work in close conjunction with faculty for arrangement of guest lecturers, panelists, and proctors. Faculty will initiate contact with lecturers in most cases. The Program Assistant will follow up by contacting and corresponding with lecturers. This correspondence will include the communication of confirmation letters, lecture support materials (objectives and readings), site logistical information, reminder emails, solicitation of lecture materials (handouts and/or slides), arrangement of audio visual technology, and thank you letters. Provide assistance to lecturers in setting classroom A/V equipment, as needed.
5. Facilitate payment of lecturers, proctors, panelists, and model patients according to current budget office policies and procedures for payments. Record participant information, participation records and payment requests in consultant database. Submit payment requests and reconciliation reports to Didactic Manager of Operations in a timely manner with authorized signatures.
6. Work closely with the Seattle faculty course chairs and co-chairs to plan and facilitate student workshops throughout the year, including contacting proctors and model patients, arranging for payments for all participants, and maintaining workshop records in the consultant database. Attend and staff workshops as needed. May entail working beyond normal work hours. Will require interfacing with resources in the Seattle community.
7. Utilize the Catalyst system to create and post weekly and quarterly student evaluations. Download, compile, format and distribute or post survey results on a weekly/quarterly basis.
8. Organize and maintain Seattle campus student files, assignments, and records while preserving student confidentiality. Maintain a tracking system for all student assignments, grades and attendance in all courses using Excel and FileMaker Pro. Download assignments as specified in course syllabi and/or distribute. Coordinate the flow of student assignments from receipt through the grading process and return to students. Provide updated information on assignments and grades as needed by faculty.
9. Communicate student assignment and course grade status to Didactic Manager of Operations at the conclusion of each quarter.
10. Organize and maintain Seattle campus curriculum files for MEDEX courses, via both paper and electronic copies. Work in conjunction with each course chair and Didactic Manager of Operations to maintain records of all lectures given and resource material used. Maintain and update files on a regular basis. Post copies of lecture materials on server and Canvas website, as appropriate.
11. Assist course chair(s) with multi-site course support, as assigned by Didactic Manager of Operations. This includes the production and organization of course syllabi, objectives, assessments, learning tools, and course materials, and the creation and upkeep of these components on the Canvas course website. Project organization, written communication, editing, proof reading, and Canvas course and assessment management skills will be required. Communicate questions to the Didactic Manager of Operations.
12. As assigned by Didactic Manager of Operations, post syllabi, quizzes, assignments and lecture materials on the Canvas website.
13. Assist course chair(s) in scheduling course retreats and meetings as assigned by Didactic Manager of Operations. Attend course meetings and perform duties of the taking, editing, and distribution of accurate meeting minutes, noting course changes, decisions, action items and due dates; communicate with course chair(s) in regards to course project management; inform Didactic Manager of Operations of project deadlines and course changes.
14. Work in close collaboration with other site program assistants and coordinators to provide a uniformity of procedures across sites and to provide a support system to one another. Communicate all curriculum support questions to Didactic Manager of Operations.
15. Assist faculty and Didactic Manager of Operations in special projects, as assigned. This may include inventory of supplies, arranging for space and equipment for special events, notifying students of special events, preparing schedules, and other special project support. May entail working beyond normal work hours.

B. General Office Support Responsibilities

1. Front desk receptions duties include answering phone and in-person queries. Represent MEDEX to the general public, students, lecturers with courtesy and professionalism. Provide inquiries with accurate information and refer questions appropriately. Will require knowledge of the program requirements, content, curriculum, policies and procedures.
2. Prepare, organize and maintain Seattle didactic administrative files. Maintain a procedural
notebook for this position, updating frequently as methods, rules, procedures change.
3. Prepare, proofread and edit correspondence or other materials correcting for sentence structure, spelling, grammar and punctuation. Perform complex word processing tasks such as merging, sorting, integrating text and graphics, uploading and downloading files.
4. Operate office equipment such as copy machine, fax and multi-line phone system. Operate all functions of the phone system: voice mail, transfer calls, arrange conference calls, take accurate phone messages and serve as the office resource on the operation of the phone system.
5. Attend Seattle campus faculty meetings. Participate in all MEDEX meetings and activities pertinent to the position. Take meeting minutes as requested.
6. Act as the staff liaison between the MEDEX Program in Seattle and Anchorage, Spokane, Tacoma, and Kona campuses, utilizing excellent written and verbal communication skills.
7. Maintain knowledge of and participate in program activities related to accreditation and compliance.
8. Perform related duties as assigned by didactic faculty and Didactic Manager of Operations.

MINIMUM REQUIREMENTS:

High school graduation or equivalent AND Two years of full-time clerical experience OR Equivalent education/experience.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a
license/certification/registration.

ADDITIONAL REQUIREMENTS:

• Bachelor’s degree in Biology, Biochemistry, Microbiology or related Life Sciences field
• Two years' related experience in a molecular biology, genomics, or biology laboratory.
• Some exposure to next-generation sequencing and genomics laboratory techniques.
• Able to work independently and as part of a multidisciplinary team.
• Able to learn new techniques.
• Attention to detail and strong organizational abilities.
• DNA & RNA isolation from various sources.
• Basic computing skills using Microsoft Word, Excel, and PowerPoint, or Google Docs and Sheets.
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.

DESIRED EXPERIENCE

• Experience working with MacIntosh computers.
• Experience working with adult students.
• Experience utilizing PowerPoint and FileMaker Pro.
• Experience with on-line testing environments such as ExamSoft.

Preferred Requirements:

Experience with MacIntosh computers and database software such as Filemaker Pro.

Conditions of Employment

• Must learn and master computer and software applications (e.g. Canvas, Catalyst, FileMaker Pro, PowerPoint) necessary to fulfill job skills.
• Must be able complete errands to Seattle community resources and the classroom, which may require driving personal vehicle or walking some distances in inclement weather. Mileage may be reimbursed according to state and UW policy.
• Occasional carrying of lightweight office or classroom equipment may be required.

As a UW employee, you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, click here.

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.


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