PROGRAM ASSISTANT: FAMILY MEDICINE, MEDEX, TACOMA

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. 

MEDEX Northwest has an outstanding opportunity for a Program Assistant: Family Medicine, MEDEX, Tacoma! MEDEX is the University of Washington's Physician Assistant (PA) Program located in the School of Medicine. As one of the nation's first PA programs, MEDEX Northwest is a regional program that continues to be committed to educating experienced health personnel from diverse backgrounds to practice medicine with physician supervision.  MEDEX is a Masters degree program with three campuses in Washington including Seattle, Spokane, and Tacoma; one in Anchorage, Alaska and one in Kona, Hawaii. The program provides a broad competency-based curriculum that focuses on primary care with an emphasis on underserved populations. Graduates of the program typically choose to work in primary care jobs throughout the program’s service area of Washington, Alaska, Montana, Idaho, Wyoming and Nevada (the WWAMI Region) and help fulfill the program’s mission to improve access to primary health care for rural and underserved populations in the region.

This 100% FTE position is the primary staff support for the MEDEX Northwest Tacoma Physician Assistant program in Tacoma, 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 in the include: front desk reception and general office support; organization of didactic filing systems, paper as well as electronic; didactic scheduling; delivery of student weekly and quarterly evaluations; and providing support to faculty in tracking student assignments and grades; assist on special projects.

SUPERVISION:

This position reports to the Didactic Program Support Supervisor, located at the Seattle
Campus and under the general supervision of the Tacoma Site Coordinator (MEDEX faculty).  This position also regularly works with other didactic faculty, the Student Services Manager, and the MEDEX Administrator.

RESPONSIBILITIES

• 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.

• Provide didactic course support for Tacoma faculty throughout all quarters of the academic year. 

• Requires knowledge of the didactic program as a whole as well as individual course policies, content, procedures, assignments and deadlines.

• Assist Tacoma faculty and work in close conjunction with course coordinators and chairs in the preparation and implementation of MEDEX course materials.

• Read the course syllabus to understand the individual course assignments, papers, requirements and deadlines. 

• Communicate questions to Didactic Program Support Supervisor.

• Interface with different working styles of faculty members and staff.  Balance and prioritize multiple assignments.

• Assist faculty and Didactic Program Support Supervisor with production and organization of course syllabi and lecture materials as assigned.  May assist faculty in creating PowerPoint presentations.

• Copy materials such as lecture outlines and PowerPoint presentations for students. 

• Editing and proof reading skills will be necessary.  Edit materials for correct formatting, spelling, punctuation, etc.  Work under the direction of course chairs and the Didactic Program Support Supervisor.

• As assigned by Didactic Program Support Supervisor, post syllabi, quizzes, assignments and lecture materials on the Moodle website. Must learn how to use Moodle.

• Work in close conjunction with faculty, as assigned, for arrangement of course lecturers. Faculty will initiate contact with lecturers in most cases. 

• The program assistant will follow-up by contacting and corresponding with lecturers as necessary. 

• This will include correspondence such as confirmation and thank you letters.  Assist faculty with confirmation follow-up to include reminder email or phone calls approximately two weeks prior to lecture.

• Solicit lecture materials (handouts, presentation slides, etc.) in advance and distribute to students.

• Arrange for any lecturer classroom needs such as computers, projection equipment, etc.  Provide assistance to lecturers in setting up classroom equipment and giving instruction where necessary.

• Work with Tacoma Site Coordinator to maintain and update quarterly calendars on a regular basis, posting changes as needed or directed.  Distribute or post calendars and/or notify others of changes as needed.

• Facilitate payment of lecturers, proctors, and actors according to current budget office policies and procedures for payments. Maintain records of all payment transactions. 

• Record lecturer information and payments in consultant database.  Submit payments in a timely manner with authorized signatures.

• Organize and maintain Tacoma site 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 update information on assignments and grades as needed by faculty.

• Organize and maintain Tacoma site curriculum files for MEDEX courses, both via hard copy and electronic.  Work in conjunction with each course chair and Didactic Program

• Support Supervisor 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 Moodle website, as appropriate.

• Assist faculty and Didactic Program Support Supervisor 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.

• Organize and support didactic curriculum workshops throughout the year. 

• Work closely with the Tacoma Site Coordinator and Tacoma faculty course coordinators to coordinate and facilitate individual workshops, including contacting proctors or patients for various workshops, arranging for payments for all participants, and maintaining workshop records in the consultant database. 

• Attend and staff workshops as appropriate or as assigned. May entail working beyond normal work hours.  May require interfacing with resources in the Tacoma community.

• Create, format and post both weekly and quarterly student evaluations.
• Utilize the Catalyst system for creating, uploading and downloading survey results.
• Download, compile, format and distribute survey results on a weekly/quarterly basis.
• Must learn how to use the Catalyst system.
• Participate in course conference calls or retreats, take accurate minutes, and post minutes on server.
• Note any course changes, additions, or deletions in minutes and note any course decisions made.

• Assist Student Services Manager with Tacoma library by communicating book needs to the Student Services Manage and receiving and maintaining site inventory of Tacoma library materials. Periodically inventory books.

• Work in close collaboration with other site program assistants to provide a uniformity of procedures across sites and to provide a support system to one another. 

• Communicate all curriculum support questions to Didactic Program Support Supervisor.

General Office Support Responsibilities:

• Responsible for office operations.  As the initial contact person for the Tacoma site, represent MEDEX to the general public, students, lecturers with courtesy and professionalism. 

• Provide inquiries with accurate information and refer questions appropriately.

• Act as the staff liaison between Tacoma site and the MEDEX Program in Seattle, utilizing excellent written and verbal communication skills.

• Act as office receptionist and answer queries by phone and email. Will require knowledge of the program requirements, content, curriculum, policies and procedures.

• Create and maintain a record of all persons requesting program information or attending information sessions.  Mail program brochures upon request.

• Facilitate arrangements for the program information sessions presented to the public.

• Create flyers, post in the local community and mail to former graduates, preceptors and clinics.
• Create and maintain a record of all persons attending.

• Open and distribute mail to staff, faculty and students per established site protocols.

• Prepare program outgoing mail or faxes.

• Prepare, organize and maintain Tacoma administrative files.  Maintain a “procedures notebook” for this position, updating frequently as methods, rules, procedures change.

• 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.
• Arrange and attend Tacoma faculty meetings.
• Take meeting minutes and distribute to Tacoma faculty. Post meeting minutes on server.
• 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.
• Assist Tacoma Site Coordinator in making travel arrangements as needed for other site faculty/staff traveling to Tacoma.  This may entail arranging for transportation for visitors, making local hotel reservations, and communicating those arrangements to faculty involved or the Tacoma Site Coordinator.
• Perform related duties as requested by Tacoma Site Coordinator, didactic faculty, and Didactic Program Support Supervisor. 

MINIMUM REQUIREMENTS: 

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

ADDITIONAL REQUIREMENTS:
• Prior experience working with a data base program with skills beyond data entry.
• Prior experience in organizing filing systems – paper and electronic.
• Expertise with Word and Excel and the advanced functions of each:  macros, merging,
• formulas, etc.
• Prior experience with on-line course management programs such as Catalyst, Moodle,
• Blackboard, etc.
• Good communication skills, both verbal and written, including composition skills for
• business letters and other professional correspondence.
• Skill in the use of email as a communication tool.
• Good interpersonal skills as vital to interactions with faculty, staff and students.
• Ability to multi-task and complete projects on time.
• Knowledge of and experience utilizing multi-line phone system. 

DESIRED:

• Experience working with MacIntosh computers.
• Prior experience working with adult students.
• Experience utilizing Microsoft Office applications including OneDrive/Microsoft Online.
• Prior experience with on-line course management programs such as Catalyst, Canvas, Examsoft/Examplify etc. 

CONDITIONS OF EMPLOYMENT

Must learn and master Canvas, Catalyst, Microsoft Office and other systems necessary to fulfill job skills.
Must be able complete errands to Tacoma community resources and the classroom, which
may require driving personal vehicle or walking some distances in inclement weather. 

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.