Program Coordinator - Department of Medicine, General Internal Medicine

University of Washington•Seattle, WA

4d•Onsite

About The Position

The Division of General Internal Medicine in the Department of Medicine has an outstanding opportunity for a Program Coordinator to join their team. This role will support a new Health Resources and Services Administration (HRSA)-funded training program, the UW Street Medicine Training Program. The mission of this program is to increase the number of Internal Medicine residency graduates who are prepared to care for people experiencing homelessness (PEH). The program will develop and implement training through didactic and experiential learning, leveraging relationships with community-based organizations serving PEH in the Seattle area. The program will prepare residents to understand social determinants of health affecting PEH, manage substance use disorders and other chronic diseases, work in interprofessional teams, and assist PEH in navigating legal systems and social services. The Program Coordinator will be the primary contact for the program, provide project support to the Program Director, and manage the day-to-day operations. This role will serve as a liaison between the Program Director, program faculty, the Internal Medicine Residency Program, Internal Medicine residents, and community partners. The Program Coordinator will schedule didactic curricula, manage program-related rotation schedules for residents, and manage program-related resident travel. Familiarity with basic software, including word processing, spreadsheets, and presentation programs will be necessary for project operations.

Requirements

High school graduation or equivalent AND two years of experience in the program specialty.
Strong communication skills.
Experience writing correspondence, reports and meeting notes.
Experience with MS Office products (Excel, Word, PowerPoint), Outlook products, (email, Teams, and calendaring), and conferencing (Zoom).
Strong attention to detail and timelines, excellent organizational skills, ability to concurrently manage a variety of tasks.
Flexibility and comfort with ambiguity, ability to adapt quickly to changes in work requirements and assignments.
Ability to exercise independent judgment and be creative in problem solving.
Ability to work both independently and collaboratively in a team environment.
Experience providing support to multiple individuals at any given time (e.g., calendaring and administrative support).

Nice To Haves

BA degree
Familiarity with medical education and/or clinical research
Experience with project management, program administration and/or health care
Experience with UW systems (e.g., eTravel, PAS, ProCard, eProcurement, Medhub, etc.) and procedures

Responsibilities

Serve as the primary contact for the UW Street Medicine Training Program and respond to program inquiries.
Provide proactive, day-to-day support to faculty and staff as directed to maintain the teaching, research, evaluation and clinical activities of the project.
Coordinate and arrange program meetings, prepare agendas, take and distribute meeting minutes, and follow-up on action items as appropriate.
Schedule and arrange program-related training activities for Internal Medicine residents, including didactic curricula, clinical rotations and skill-based training workshops.
Arrange conference and workshop travel for faculty and trainees and manage travel reimbursements.
Reserve rooms and arrange catering and A/V needs for program-related activities, including didactics, workshops and scholarship/mentorship/community-building activities.
Maintain online program calendar.
Maintain program files, notes and other records.
Create and revise program forms for internal use.
Track completion of necessary paperwork and trainings.
Ensure confidentiality and proper management of databases.
Assist in developing and administering program evaluation materials.
Track all project related expenses and purchase required items for the project.
Review program expenses, assist in monitoring budgets and maintain routine reconciliation, in conjunction with GIM grants staff.
Assist with timely preparation and assembly of reports (include HRSA progress reports), meeting materials, and other information regarding program policies and activities.
Create standardized tools for managing recurrent tasks, communications and budgets, and organize such tools for easy access by team members.
Develop tracking tools for managing inventory (computers, software, keys, subscriptions, etc.) and updates as necessary.
Ensure the program meets and follows UW policies including those related to records retention, human subjects participation, travel approvals, procurement, etc.
Perform other program related duties as assigned.
Provide detailed administrative support to the Program Director and other key personnel (e.g., managing calendar appointments, arranging meetings and room reservations, preparing presentation materials and preparing expense reports).
Make copies, file, fax, keep records and distribute documents as needed.
Order and maintain supplies and equipment as needed.
Troubleshoot/fix hardware, software, printer and office machine problems.