Program Coordinator - Department of Medicine, Division of Cardiology

University of Washington Medical Center • Seattle, WA

1d • $47,256 - $63,156

About The Position

The Program Coordinator provides administrative and financial support to the Harborview Medical Center Cardiology Program (HMC CARDS), which 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, HMC, university departments, and other contacts. The position is an active member of the Cardiology Administrative Team.

The role devotes approximately 85% of its time to HMC CARDS Program support and 15% to divisional support as assigned. Program duties include coordinating activities and schedules, supporting communications and meetings, maintaining faculty and program records, assisting with financial processes and reporting, and coordinating recruitment and fellowship interview activities. Divisional duties include organizing information, improving workflow, and contributing to Faculty Support Team operations and policies.

Requirements

• High school graduation or equivalent.
• Two years of experience in an academic medical setting.
• Equivalent education and/or experience may substitute for the minimum qualifications, except where legal requirements such as a license, certification, or registration apply.

Responsibilities

• Provide programmatic support to cardiology faculty and act as a liaison to UW Cardiology, HMC, external customers, and staff.
• Coordinate the Section Head’s day-to-day activities, appointments, meetings, correspondence, reports, conferences, and itineraries.
• Assist with communications and scheduling for medical trainees from thirteen programs.
• Build, route, calendar, enter, and update monthly on-call schedules and schedules for multiple attending physicians.
• 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 in collecting faculty biosketches for grant submissions.
• Assist with faculty recruitment and fellowship interviews.
• Arrange faculty and guest itineraries and track reimbursements.
• Monitor faculty membership, medical-license, and DEA-license renewal deadlines; maintain databases and process renewals before deadlines.
• Maintain CVs, biosketches, and Other Support documentation under deadlines.
• Draft letters, memos, and forms for review.
• Maintain records and archived documents as required.
• Process ARIBA reimbursements, invoice payments, and purchases.
• Assist with special reporting as requested.
• Document and organize electronic and hardcopy information to support administrative, fiscal, and compliance management.
• Analyze and improve program workflow to support effective and efficient operations.
• Participate in Division Faculty Support Team meetings, contribute to division policies, procedures, and operational decisions, and serve as a peer resource.
• Perform other duties as assigned.

Benefits

• The posting directs applicants to the University of Washington staff benefits website for information about benefits.
• Opportunities for professional growth.
• A diverse and intellectually exciting work environment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED