Career Advising Program Operations Specialist

University of Washington Medical Center•Seattle, WA

6d•$61,368 - $72,144•Hybrid

About The Position

The Career Advising Program Operations Specialist (Specialist) plays an important role in facilitating student programs and initiatives for the School of Medicine career advising unit. The Specialist is responsible for programmatic management, data collection and analysis, and administrative coordination for the career advising unit, and provides administrative support for an assistant dean within Student Affairs. This position works collaboratively with School of Medicine and regional WWAMI partners to support students throughout their medical school training. The Specialist has frequent contact with medical students and works closely with student affairs administrative leadership. This position must be service-oriented and customer-focused, and able to address issues in a prompt and professional manner. The Specialist must be able to multitask, prioritize responsibilities and competing tasks from students and administration, and work independently under pressure of frequent deadlines and changing priorities. It requires a high degree of independent decision-making and problem-solving skills, data collection and analysis skills, and the ability to work effectively with faculty, students and staff. This position analyzes student data, plans and projects future student program needs, and assists in meeting student program goals. The Specialist impacts the scope and quality of the School of Medicine medical education program provided to over 1,100 enrolled medical students. The position is integral in ensuring that career advising services and the assistant dean are accessible and provide timely and quality services to all students across the WWAMI region. This position provides critical assistance and services towards fulfilling the national standards for services as required by the Liaison Committee on Medical Education. This position is located on the Seattle campus in the Health Sciences Building. Telework is permissible 2-3 days a week.

Requirements

Bachelor’s degree and at least two years of previous experience in student programs, program operations, administrative support or related field. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Excellent oral and written communication skills and excellent interpersonal skills; ability to manage multiple stakeholder relationships and communicate effectively with diverse audiences.
Ability to work effectively both on a team and individually.
Excellent organizational skills, time management skills and attention to detail.
A strong ability to multitask and prioritize.
Able to balance the demands of pressing, immediate tasks with the follow-through necessary for long-term projects.
Ability to work independently with a high degree of reliability, accuracy and productivity.
Proficient with spreadsheets and databases.
Proficient in Microsoft Office suite and Wordpress, and a willingness to work with new software and technology.
Strong goal and results orientation, strategic thinking, problem solving, sound judgment and discretion with access to sensitive information.
Experience with writing, editing, and proofreading.
Effective at dealing with sensitive issues and maintaining collegial relationships.

Nice To Haves

Experience with supporting senior-level staff and schedule management.
Experience with data analysis and survey design.
Experience with designing webpages and newsletter content.
Experience with Asana, 12Twenty, and/or Microsoft Teams.
Experience and/or familiarity with medical school programs.
Experience working with underrepresented students in a university or similar setting.

Responsibilities

Manage career advising communications to the student body.
Monitor departmental email inboxes and respond to inquiries in a timely fashion.
Create bi/monthly newsletters for the longitudinal student career planning program.
Maintain the career advising website and serve as the point of contact for all website questions and projects.
Coordinate live and recorded workshops for medical students.
Manage the career advising mock interview program.
Manage the annual update process for the online Specialty Guides, the Residents in Medicine Directory, and Residency Interviews & Match data.
Coordinate the personal statement submission and review process with School of Medicine career advisors.
Schedule and coordinate monthly Specialty Career Advisors meetings.
Provide administrative assistance with the residency application and match programs.
Manage and maintain the Career Advising office’s project management platform, career advising software, and communications systems.
Assist with student affairs events, programs, and exam proctoring as needed.
Complete special projects or additional duties as required by the director of career advising and/or the assistant dean of student development.
Collect and analyze data on students' utilization of career advising services and trends.
Provide quarterly reports to unit directors.
Prepare reports as needed for accreditation and quality improvement purposes.
Design and administer all student and partner surveys.
Create spreadsheets for use in residency application and career advising.
Evaluate the accessibility, quality, and efficacy of programming and identify opportunities for program enhancement and improving student outcomes.
Track residency application, interview, and Match data.
Generate reports and prepare presentations for deans, committees, and specialty advisors.
Provide executive-level administrative support to the assistant dean for student affairs.
Manage the day-to-day administrative affairs, including managing confidential calendars, setting scheduling priorities, resolving appointment conflicts, coordinating travel, preparing letters and meeting documents, and managing reimbursements.
Manage communications for the assistant dean, including triaging incoming communications and producing general correspondence, memos, reports, mail merges, newsletters, and emails.
Provide administrative support for projects and committees overseen by the assistant dean, including coordinating meeting logistics, distributing agendas, minute-taking, monitoring projects, distributing materials, and communicating outcomes to stakeholders.
Assist telephone, email, and walk-in inquiries as appropriate.
Manage shared unit email inboxes, triage program inquiries, follow up to assure timely responses.
Accurately maintain electronic records and databases using Excel and other software programs.
Administer, maintain, and file administrative, student, financial, and electronic database records to ensure compliance with federal, state, and University policies and procedures.
Maintain a high level of confidentiality and discretion.
Initiate, allocate, and monitor spending, purchase order requests, reimbursements, expense reports, pro-card purchases, supply order requests, and other purchasing and reimbursement requests.
Maintain purchasing records and resolve problems including UW purchasing and vendor inquiries, unpaid invoices and order status.