Program Coordinator - Department of Medicine, General Internal Medicine

University of Washington Medical Center•Seattle, WA

1d•$47,256 - $63,156•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. Reporting to the Program Director, the Program Coordinator will support a new Health Resources and Services Administration (HRSA)-funded training program, the UW Street Medicine Training Program. The overarching mission of the UW Street Medicine Training Program is to increase the number of Internal Medicine residency graduates who are prepared to compassionately and capably care for people experiencing homelessness (PEH). The program will develop and implement both foundational (all Internal Medicine residents) and in-depth (select Internal Medicine residents) training through didactic and experiential learning, leveraging relationships with a variety of community-based organizations serving PEH in the Seattle area. The program will prepare residents to understand how social determinants of health affect PEH, manage substance use disorders and other chronic diseases, work in interprofessional teams, and assist PEH in navigating legal systems and social services. The UW Street Medicine Training Program primarily involves faculty in the UW Division of GIM as well as faculty and staff in the UW Internal Medicine Residency Program. The Program Coordinator will be the face of the UW Street Medicine Training Program. The Program Coordinator will serve as the main contact, provide project support to the Program Director and manage the day-to-day operations of the program. The Program Coordinator will function as a liaison between the Program Director, program faculty, Internal Medicine Residency Program, Internal Medicine residents and community partners; in conjunction with the residency program, they will schedule didactic curricula, manage program-related rotation schedules for residents and manage program-related resident travel. The Program Coordinator should be comfortable managing educational projects; coordinating meetings; managing timelines; overseeing budgets; and communicating with faculty, trainees, and community leaders. 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