Lab Medicine & Pathology Graduate Medical Education: Program Coordinator

University of Washington • Seattle, WA

1d • Hybrid

About The Position

The UW Department of Laboratory Medicine & Pathology (DLMP) in Seattle, WA has a fantastic opportunity for a Program Coordinator with the Graduate Medical Education (GME) Division. This position will work a hybrid schedule at the Health Sciences Building. The GME division of DLMP plays a central role in supporting the next generation of physicians and specialists in pathology and laboratory medicine. Working across a diverse portfolio of residency and fellowship programs, the division partners with faculty, trainees, institutional leaders, and staff to create strong educational programs and a positive training experience from recruitment through graduation. As a Program Coordinator with the GME Division, you will provide professional administrative and program support for the educational program and operations. This may include organizing events, scheduling, evaluations, and compliance for medical students, residents and fellows.

Requirements

• High school graduation or equivalent AND two years of experience in professional administrative and program support for the educational program and operations
• Excellent written and oral communication skills.
• Experience coordinating events, including conferences or large meetings.
• Excellent office organizational skills under competing project deadlines in a fast-paced environment with attention to detail and quality of work.
• Demonstrated experience working in a team environment with ability to work independently within supervisory guidelines.
• Experience with and ability to communicate professionally through Zoom and Microsoft Teams virtual platforms when required.
• 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

• Intermediate/advanced computer skills, especially with Microsoft Office Suite. This includes MS Teams, Forms, and SharePoint; ability to learn basic website editing; ability to learn new programs.
• Excellent proactive problem-solving skills.
• BA/BS in related field or equivalent.
• Experience with the following programs: ERAS, MedHub, and/or eValue.
• Experience with medical education programs, especially residency and/or fellowship graduate medical education program(s).
• Ability to manage high-volume workload during recruitment, orientation, and program end-of-year reviews (or cyclical events).

Responsibilities

• Coordinate fellowship recruiting, including advising candidates on program requirements, managing candidate application materials and correspondence, scheduling interviews with candidates and faculty members, preparing travel documentation, submitting reimbursement requests, and assisting residency coordinator as needed.
• Prepare accreditation review documentation.
• Track conference attendance and evaluation for required training conferences.
• Assist supervisor with visa applications through Graduate Medical Education Office and International Student Office.
• Maintain compliance documentation for trainees with multiple training sites including UW departments and off-campus hospitals.
• Coordinate electronic distribution and retention of evaluations of trainees and programs as required by the program and the accreditation organization.
• Coordinate scheduling of program meetings and events.
• Assist trainees in the preparation of travel documents; process travel reimbursements.
• Advise faculty, trainees, and interdepartmental and outside constituents about program policies and procedures.
• Prepare narrative and/or statistical reports regarding program operations for program directors.
• Represent program at interdepartmental meetings as assigned by the Program Operations Specialist.
• Take and disseminate meeting minutes.
• Maintain training and conference schedules for the use by trainees, faculty, and administrative staff.
• Maintain confidential training records.
• Assist with training verification requests for former trainees.
• Maintain a knowledge base on the policies and procedures related to graduate medical education.
• Stay up to date with changes in policy to advise program directors, faculty, and trainees.
• Provide cross-coverage for other members of the team (including residency assistance) as requested by the supervisor.
• Provide support for other projects as requested by the supervisor.
• Coordinate and report time and leave information in multiple computer systems for trainees.
• Process and maintain visiting trainees.
• Perform related duties as required.
• Attend meetings as required.

Benefits

• Vacation time and sick time off that accrue monthly, including 12 paid holidays.
• State Employee Tuition Exemption Program covering up to 6 credits of qualifying coursework per quarter at the University of Washington or other participating colleges or universities.
• Fully subsidized public transit pass (U-PASS) that covers multiple forms of public transportation in the region.
• Excellent healthcare, dental, disability, retirement, and other plan options.
• Lots of free fantastic fitness, healthy eating, finance, and stress reduction classes offered through the Whole U.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees