PROGRAM COORDINATOR

Updated: over 1 year ago
Location: Seattle, WASHINGTON
Deadline: 05 Oct 2022

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 Laboratory Medicine and Pathology has an excellent opportunity for a 1.0 FTE Program Coordinator position in Molecular Medicine and Mechanisms of Disease (M3D) PhD program.
The M3D program serves as the administrative center for graduate programs that train students to translate advances in basic sciences into new approaches for diagnosis and treatment of human disease.

The M3D program currently has 41 students working for the PhD degree in laboratories at the UW, Fred Hutch, and Seattle Children’s Research Institute. The Program Coordinator (PC) manages and supports the Graduate Program Manager with all activities for the M3D PhD students from acceptance to graduation.

Under general direction and oversight of the Manager, the PC will manage and be responsible for the day-to-day program operations to include but not limited to, the following duties:

RESPONSIBILITIES:

50% Administrative Support
• Provide information and give guidance for students and faculty as appropriate on events, projects, opportunities, etc. via email, listservs and bulletin boards.
• Monitor and maintain student and faculty listserv information.
• Responsible for M3D website to include but no limited to troubleshooting, updating, editing, adding access to new and current faculty and students and maintenance to ensure it is accurate and contains appropriate program information needed by student and faculty
• Maintain M3D tracking database of student records of completion of all NIH-mandated requirements (HIPAA training, Individual Development Plan, Responsible Conduct of Research Training, statistics/data handling, etc.).
• Responsible for updating, maintaining and troubleshooting database on former students and postdoctoral trainees including subsequent appointments and position.
• Provide students with support, feedback and guidance to students with General Exam and Dissertation Defense information and course registration, this will also include tracking to ensure registration was completed.
• Perform degree audits of current M3D students via MyGrad.
• Responsible to assist, troubleshoot, and support students in support of complex required academic schedules.  Provide a report to the manager of these schedules.
• Assist faculty with classroom support.
• Compose correspondence, printed materials and edit materials for accuracy, appearance, readability, and style.
• Perform related duties as required

20% Curriculum Management
• Responsible in all updates, communication and support for curriculum management to include but not limited to quarterly instructor updates, process instructor/course evaluations and TA evaluations, and assist faculty with grade reporting and change-of-grades.
• Coordinate time schedule data entry and room assignments for instruction and assignment
• Manage creation of faculty ID codes in Student Data Base (SDB), distribute to M3D students and requesting external students.
• Maintain and update M3D Listservs.

15% Event Planning and Support
• Responsible for coordinating student recruiting and outreach efforts.
• Responsible for event planning to include but not limited to coordinating venue and classroom spaces, confirming room layout and AV needs, oversee and purchase for catering and permits for food and alcohol.
• Process invoices and reimbursements associated with events, recruitment and other student activities into PurchasePath software.
• Coordinate complex schedules with internal and external clients, while adhering to program needs for rooms for events, meetings and special workshops and/or Zoom management for annual online or in-person events.
• Rotation Talks, Recruitment, Orientation, Capstones, RCR, MolMed 504, M3D Spring Retreat and Departmental Retreat.

10% M3D PhD Program Admissions
• Manage admissions database, tracking applicant progress and notifying applicants of missing items.
• Counsel and advise potential students on application process and procedures.
• Process travel logistics, reimbursements, honoraria, and financial disclosures.

5% New M3D Faculty
• In conjunction with the director to advise interested faculty on process and procedures for becoming M3D faculty and coordinate faculty approval votes.
• Maintain faculty appointments in MyGrad program
• Add new faculty information to the M3D website.

MINIMUM REQUIREMENTS:
• High school graduation or equivalent AND two years of experience in the program specialty 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.

DESIRED:
• Bachelors in Business, Health Administration, Communications, or Marketing
• Experience with University of Washington systems including MyGrad, Student Data Base (SDB), Workday, and Catalyst.
• Experience with WordPress.
• Experience working with graduate students.
• Ability to work independently with a high degree of reliability, accuracy and productivity.
• Strong sense of initiative and resourcefulness to solve new and complex problems.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite and Google Drive applications.

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.



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