Program Coordinator, DAID Fellowships, Department of Medicine, Division of Allergy & Infectious Diseases

University of Washington Medical Center•Seattle, WA

9d•$47,256 - $63,156•Onsite

About The Position

The Division of Allergy and Infectious Diseases has an outstanding opportunity for a Program Coordinator to join their team. Reporting to the Program Manager of Education & Fellowships, the Program Coordinator is a member of the AID fellowship team and will provide support to three fellowship programs and two training grants within the Division of Allergy and Infectious Diseases.

Requirements

High school graduation or equivalent AND two years of experience in the program specialty, administrative or clerical work
Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint, with demonstrable Excel experience using basic functions.
Demonstrated capacity to manage multiple tasks and competing priorities simultaneously.
Strong organizational and communication skills.
Aptitude for quickly learning new computer software programs.
Sound judgment and discretion in handling sensitive information.
Clear and effective verbal and written communication skills.
Flexibility to work non-standard hours, including Wednesday evening ID Conference and occasional program events throughout the year, such as Graduation and Kirby Breakfast.

Nice To Haves

Previous experience with GME or fellowship program
Working knowledge of MedHub software
Administrative experience

Responsibilities

Provide program support for the annual fellowship interview process (100-150 applicants). Assist fellowship program managers to create interview agendas, applicant packet, reserve meeting rooms, organize meals, and send communications to Interview Committee members meeting.
Assist with planning and organizing fellowship graduations and orientations. Assist with all the event planning details, creation of documents, sending communications and assistance with onboarding logistics.
Management of various fellowship schedules in several UW systems to include Amion/MedHub/OneDrive and Infinity OnCall systems. Create new schedules at the beginning of each academic year and update schedule changes throughout the year. Communicate with fellows to ensure timely and accurate tracking of fellow activity, vacation and sick time, and other modifications to fellow schedules.
Coordinate weekly CME accredited Conference and ID Conference - schedule, reserve rooms, contact participants, faculty and fellows, maintaining online conference recordings. Send weekly reminders. Coordinates with speakers for receipt of presentation materials. Attend the ID Conference and manage food purchasing and setup.
Primary contact for inpatient teams; sends service reminders and documentation to incoming teams.
Maintain fellowship websites and program databases.
Assist with collecting fellow evaluations. Set-up and send out evaluations throughout the year. Annually enter new fellow information. Aggregate MedHub evaluations for fellow evaluation meetings.
Manage Duty Hours for fellowship program through Medhub. Set up and send out reminders. Reports to programs leadership.
Assist with event planning and preparation for fellowship-related events such as, Fellows’ Day, AID Retreat, AID Picnic, etc.
Assist in collecting data for annual surveys for the different accrediting institutions (ACGME).
Assist with fellowship related purchases and reimbursements. Point person for white coat orders and cleaning.
Schedule fellowship meetings, and take meeting minutes as needed, annual Curriculum Committee meeting, Semiannual Clinical Competency Committee meetings and other meetings called by the Program Directors or Program Managers.
Attend Division, Graduate Medical Education and Department of Medicine meetings as needed.
Coordinate and manage student rotations at AID sites, ensuring effective scheduling, communication and support.
Assist with annual progress reports.
Assist with preparing and sending TG appointment/re-appointment letters.
Collect Individual Development Plans (IDP) and schedule IDP and exit meetings with PI/Director.
Assist with tracking completion of curriculum requirements.
Send out new trainee RFA’s and manage applicant process.
Maintain training grant websites.
Maintain trainee files.
Collect and process tuition exemption and tuition statement for trainees.
Available to work occasionally early mornings/alternate schedule to meet programmatic needs.
Provide assistance with scheduling recurring meetings for this program.
Assist with event planning and coordination.
Coordinate exit interview scheduling and gather necessary documentation.
Answer phones/emails throughout the day and respond accordingly, this includes fellowship, AI Teaching Series, and training grants.
Fax, file, copy, scan and mail - ongoing, as needed. Distribute incoming mail to mailboxes; forward mail when necessary to AID faculty and fellows in other locations. Maintains office supplies and provides office support.
Collate purchasing or fiscal related documents and send to AID central fiscal group.