PROGRAM ASSISTANT, Family Medicine: MEDEX: Didactic 2

University of Washington Medical Center

12d•$44,256 - $54,732

About The Position

The Department of Family Medicine has an outstanding opportunity for a Part-Time 50% FTE Program Assistant to join our team. About MEDEX Northwest Founded in 1969, MEDEX Northwest is one of the oldest and most respected Physician Assistant programs in the United States. With campuses in Seattle, Tacoma, Spokane, Anchorage, and Kona, MEDEX provides a rigorous, mission-driven education focused on preparing PAs to serve diverse communities and improve access to healthcare throughout the Pacific Northwest and beyond. Position Summary The Program Assistant provides essential administrative and curriculum operations support for the MEDEX Northwest Seattle campus. This position helps coordinate didactic programming and day-to-day operations for faculty, students, guest lecturers, and administrative partners. Working under the supervision of the Seattle Campus Program Support Supervisor II, the Program Assistant supports course logistics, student communication, and faculty coordination. Success in this role requires exceptional organizational skills, attention to detail, and a proactive approach to solving logistical and curriculum challenges in a fast-paced academic environment.

Requirements

High school graduation or equivalent
Two years of clerical experience.
Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Nice To Haves

Experience in higher education, particularly with adult learners.
Experience with Mac OS and related applications.
Experience handling confidential student data in compliance with FERPA regulations.
Demonstrated ability to manage complex scheduling and tracking systems.
Strong proficiency in Microsoft Office Suite (Word, Excel).
Familiarity with online learning platforms such as Canvas, RedCap, ExamSoft, EXXAT Prism, or similar.
Excellent written and verbal communication skills.
Strong attention to detail with the ability to manage multiple priorities.
Ability to work independently and collaboratively in a dynamic team environment.

Responsibilities

Serve as the main point of contact for Seattle-based students, providing course materials, information, and weekly updates on schedules, assignments, and workshops.
Support didactic course operations for faculty throughout the academic year, including editing and posting course materials to Canvas and preparing classroom resources.
Collaborate with faculty and the Program Support Supervisor II to create, maintain, and distribute the quarterly Seattle campus calendar; post updates to Canvas and shared drives.
Coordinate logistics for guest lecturers, panelists, and proctors, including communication, scheduling, lecture materials, and A/V setup.
Facilitate payments for lecturers, proctors, and model patients, maintaining accurate participation and payment records.
Assist with student workshops, arranging participants, coordinating logistics, processing payments, and providing on-site staffing as needed (may include evenings or weekends).
Create and manage student evaluations; compile and distribute results to faculty leadership.
Maintain secure tracking systems for assignments, grades, and attendance using Excel and other platforms; support grading and reporting workflows.
Report student progress to the Director of Didactic Program Operations at the end of each quarter.
Maintain electronic and paper curriculum files, ensuring materials are organized and up to date.
Assist with multi-site course coordination, including managing syllabi, objectives, assessments, and Canvas course sites.
Post syllabi, quizzes, and lecture materials to Canvas as directed.
Support course retreats and meetings by scheduling, taking minutes, and tracking action items.
Collaborate with MEDEX program assistants and coordinators across all campuses to ensure consistency and process alignment.
Contribute to special projects such as event logistics, inventory management, and student communications.
Provide professional and welcoming front desk coverage; answer calls, greet visitors, and direct inquiries appropriately.
Prepare and maintain administrative files and a regularly updated procedural manual for the position.
Draft, proofread, and edit correspondence and documents with accuracy and attention to detail.
Operate and maintain office equipment and phone systems; serve as a resource for troubleshooting.
Attend Seattle campus faculty meetings and MEDEX-wide meetings, taking and distributing minutes as needed.
Serve as liaison between the Seattle campus and other MEDEX sites (Anchorage, Spokane, Tacoma, and Kona).
Participate in program activities related to accreditation and compliance.
Perform related duties as assigned by the Program Support Supervisor II, didactic faculty, and the Director of Didactic Program Operations.