Program Coordinator - Department of Medicine, Division of Cardiology
About The Position
The Division of Cardiology is hiring a Program Coordinator to provide administrative and financial support to the Harborview Medical Center Cardiology Program (HMC CARDS). The program includes the Section Head and 8–13 additional faculty. Reporting to the Administrative Operations Manager, the coordinator maintains communication with UW Medicine Medical Training Programs, HMC Cardiac Services, clinic, fiscal and administrative staff, Harborview Medical Center, university departments, and external customers. The position is an active member of the Cardiology Administrative Team and also provides assigned divisional support. The role coordinates the Section Head’s day-to-day activities, meetings, communications, calendars, and schedules for faculty and medical trainees. It supports conferences, professional development spending, recruitment and fellowship interviews, faculty documentation, reimbursements, invoice payments, purchases, and reporting. The coordinator also helps organize administrative, fiscal, and compliance information, improve program workflows, and contribute to divisional policies and operations.
Requirements
- High school graduation or equivalent.
- Two years of experience in an academic medical setting.
- Equivalent education and/or experience may substitute for minimum qualifications, except where legal requirements such as a license, certification, or registration apply.
Responsibilities
- Coordinate the Section Head’s day-to-day activities, appointments, meetings, confidential correspondence, reports, conferences, and itineraries.
- Serve as a liaison for cardiology faculty and communicate with UW Cardiology, HMC, external customers, and staff.
- Assist with communications and scheduling for medical trainees from thirteen programs.
- Create, route, enter, and update monthly on-call schedules in calendars and HMC Infinity; manage call schedules and attending calendars.
- Support the twice-monthly HMC Cardiology Conference and prepare and tabulate evaluations.
- Record and monitor faculty professional development spending and ensure compliance with applicable spending guidelines and regulations.
- Assist Budget Analysts with collecting faculty biosketches for grant submissions.
- Assist with faculty recruitment and fellowship interviews, including arranging itineraries and tracking reimbursements.
- Monitor faculty membership, medical license, and DEA license renewal deadlines; update databases and process renewals before deadlines.
- Maintain faculty CVs, biosketches, and Other Support documentation under deadlines.
- Draft letters, memos, and forms for review; maintain records and archived documents.
- Process ARIBA reimbursements, invoice payments, and purchases.
- Assist with special reporting as requested.
- Collaboratively document and organize information in electronic and hardcopy formats to support administrative, fiscal, and compliance workflows.
- Analyze and improve program workflow to support effective and efficient operations.
- Participate in the Division Faculty Support Team, attend team meetings, contribute to policies, procedures, and operational decisions, and serve as a peer resource.
- Perform other duties as assigned.
Benefits
- The University describes its benefits as outstanding and provides opportunities for professional growth.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
