PROGRAM ASSISTANT

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 Department of Psychiatry and Behavioral Sciences within the UW School of Medicine is the third largest clinical department  with 285 full-time faculty members, 280 clinical faculty members, and over 200 staff. Department faculty provide clinical services in 5 hospitals, 14 primary care locations, and several outpatient sites in addition to telepsychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Department’s highly competitive residency training program is largely responsible for developing the mental health workforce in the Pacific Northwest. The Department’s robust research portfolio totals $35 million in grants and contracts per year for projects ranging from clinical neurosciences to treatment development to health policy and population health. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, High Risk Youth, Neurosciences, and Trauma, and the Department is developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development.

The Department of Psychiatry and Behavioral Sciences is recruiting for a part-time 50% FTE Program Assistant.

This position involves coordinating a variety of activities designed to promote and support the AIMS Center in the Department of Psychiatry & Behavioral Sciences. This Center focuses on providing training and practice change support to primary care clinics and other general medical settings regarding integration of behavioral health (mental health and substance abuse) services. The Center also supports behavioral health settings integrating medical care for severely mentally ill individuals.

RESPONSIBILITIES

Program Administration
• Serve as a member of the AIMS Center implementation team; coordinate training, educational, and practice coaching activities for numerous projects
• Support communications, including assisting with development of communications and marketing materials to support various implementation projects
• Coordinate logistics and materials for in-person training meetings, including venue, catering, materials, speakers, honoraria, travel, and Continuing Education
• Coordinate Center staff and faculty visiting clinics implementing integrated care, including travel, materials, logistics
• Coordinate with outside organizations to schedule planning calls, coaching calls, webinars, and trainings; send invitations via Outlook calendars
• Facilitate relationships and activities of Center consultants, stakeholders, and partners
• Edit PowerPoint slides for design standards and grammatical errors
• Use Word and Adobe to update and finalize handouts to be distributed to event attendees
• Support education and training activities, including remote/distance learning, including organizing and disseminating training materials and facilitating upload into a web-based learning management system
• Support virtual learning communities designed to teach clinicians behavioral and integrated care skills, including organizing materials, speakers, scheduling, supporting technology, recording sessions, uploading to website
• Attend Zoom meetings/webinars that need to be recorded; sign in to the appropriate Zoom account as host, record meeting, save in the AIMS shared drive, and post to the AIMS Vimeo account for sharing with attendees
• Assist with modification and maintenance of REDCap and Excel databases; assist with creation and dissemination of program data reports
• Provide administrative support for AIMS Center activities; including scheduling meetings, taking notes, following up with meeting participants re: action items
• Gather data for grant reporting and impact evaluation
• Other relevant duties as assigned

Financial Responsibilities
• Process general and travel reimbursements for faculty, staff and trainees participating in AIMS activities
• Purchase supplies and materials as needed for program activities

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

ADDITIONAL REQUIREMENTS:
• Demonstrated creative problem-solving skills, strong attention to detail
• Excellent interpersonal skills.
• Ability to communicate effectively, orally and in writing, and to interact positively with a wide variety of people.
• Ability to prioritize work appropriately and to work effectively both as a team member and independently with minimal supervision.
• Ability to work on several different projects and with several different staff members.
• Proficiency in the use of the following software applications: MS Word, MS Excel, PowerPoint, MS Outlook.

DESIRED:
• One or more years of relevant experience.
• Interest and experience in psychology, social work, public health or related field.
• Experience working with the public or representing an organization to other organizations.
• Experience with design and layout of written materials

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

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.