PROGRAM COORDINATOR

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.

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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 University of Alaska, Anchorage, Gonzaga University. Spokane, Kona, Hawaii, UW Seattle (main campus), UW Tacoma.

MEDEX has an outstanding opportunity for a Program Coordinator to join their team.

POSITION OVERVIEW
This position is the lead staff support for the MEDEX Northwest Spokane Physician.
Assistant program in Spokane, Washington providing office and curriculum support for the MEDEX faculty, students, and the MEDEX program in general. A primary responsibility is 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: calendar creation and maintenance, communication with guest participants, course support, workshop planning and facilitation, program participation tracking, and special projects; assistance with and oversight of the Spokane program assistant in front desk reception and general office support; organization of didactic filing systems; delivery of course materials, daily communication with students, and tracking of student assignments and grades.  This position is also responsible for planning and implementing special events at the Spokane campus and interfacing with Gonzaga University and University of Washington in the arrangement for space, parking, and campus opportunities to meet the needs of the MEDEX Spokane students. 

SUPERVISION
The Program Coordinator reports directly to the Manager of Didactic Program Operations, located at the Seattle Campus.  The Program Coordinator also works under the general supervision of the Spokane Site Director, didactic faculty, Student Services Manager, and the Program Administrator.

JOB RESPONSIBILITIES
A. Curriculum, Faculty, and Student Support Responsibilities:
1. Serves as a liaison the MEDEX program and students on a daily basis, using extensive knowledge of MEDEX and course policy to provide students with curriculum and program information, as appropriate.  Serve as a resource for students.

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

3. Provide didactic course support for Spokane 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.

4. Assist Spokane faculty and work in close conjunction with course chairs and
co-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 Manager of Program Operations.

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

6. Work in close collaboration with other campus program assistants to provide a uniformity of procedures across campuses and to provide a support system to one another.  Communicate all curriculum support questions to Didactic Manager of Program Operations.

7. Assist Didactic Manager of Program Operations in the design and implementation of the Canvas course organization and layout for students at all four campuses. Serve as Canvas expert resource to faculty and staff from all four MEDEX training campuses.

8. Assist Course Chair(s) with multi-site course support, as assigned by Didactic Manager of Program 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.

9. Assist Course Chair(s) in scheduling course retreats and meetings as assigned by Didactic Manager of Program 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 regard to course project management; inform Didactic Manager of Program Operations of project deadlines and course changes.

10. In collaboration with Spokane Site Director and following guides sent out by Didactic Manager of Program Operations, create and maintain quarterly Spokane campus calendar. Distribute calendar to students and campus faculty and staff, and calendars to Canvas and the MEDEX file server. Communicate calendar changes to students, faculty, and staff on a regular basis.

11. 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 Coordinator will follow up by contacting and corresponding with lecturers.  This correspondence will include the communication of confirmation letters, lecture support materials (objectives and readings), campus logistical information, reminder emails, solicitation of lecture materials (handouts and/or slides), arrangement of audio-visual technology, and thank you letters.  Program Coordinator may provide assistance to lecturers in setting classroom A/V equipment, as needed.

12. 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.

13. Work closely with the Spokane Site Director and Spokane 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 appropriate needed. Interface with resources in the Spokane community.

14. Use knowledge of course supply needs and communicate with Spokane Course Chair and Co-Chairs to inventory classroom and workshop supplies.  Communicate quarterly supply orders and new equipment or supply requests to Didactic Manager of Program Operations.

15. Facilitate adherence to examination administration procedures and policies.  Duties include ensure that students with disability accommodations are placed in testing environments consistent with Disability Resources for Students recommendations; provide technological support for exams delivered on ExamSoft, both in classroom and during exam review appointments; assist faculty in exam editing, scoring, and reporting as needed, communicate questions and concerns to Didactic Manager of Program Operations.

16.  Monitor Spokane campus student progress and grades.  Report notable occurrences or concerns to Spokane Site Director and Didactic Manager of Program Operations.

17. Assist Student Services Manager with Spokane desk reference library by communicating book needs to the Student Services Manager and receiving and maintaining campus inventory of Spokane library materials.  Periodically inventory books. 

B. Administration
1. Act as the lead staff member at the Spokane training campus, including performing the duties of instruction, oversight, and delegation of tasks to the Spokane Program Assistant and/or Student Assistant, ensuring consistency and compliance with MEDEX program policy, procedure, and accreditation regulations.  Areas of leadership and oversight include: