Program Coordinator

University of Washington•Seattle, WA

About The Position

The University of Washington’s Division of General Internal Medicine (GIM) is considered to be among the top five Divisions of General Internal Medicine in the nation. The Division has a workforce of over 400, with 300+ faculty members who are known for their outstanding research, teaching and patient care. The Division conducts its activities at the UW Medical Center (UWMC), Harborview Medical Center (HMC), and the VA Puget Sound Health Care System (VAPSHCS) and VA Boise, with research sites located at multiple sites across Seattle. GIM is the largest division in the Department of Medicine and includes both clinical and research functions and operates on a total annual budget of over $60m. There are over 25 research faculty, 85 staff, 125 current grant, contract and gift budgets and annual research expenses of $12 million per year. Faculty and staff are spread over 10+ sites around Seattle and in Boise, Idaho. The Division of General Internal Medicine has an outstanding opportunity for a full-time Program Coordinator. The Program Coordinator is responsible for coordinating day-to-day activities of the Hospital Medicine Program (over 130 faculty) which includes onboarding, recruitment, the Hospital Medicine and Consult Services, the Medicine Operative Consult Clinic and providing administrative support to the Director of Hospital Medicine Services, HMC Section. In addition to the Hospital Medicine Program the Program Coordinator is responsible for providing high level, administrative support to the HMC Section Head, and the HMC section faculty. The Program Coordinator is responsible for providing complex and confidential office management services to ensure organizational effectiveness and efficiency. The individual in this position will use independent judgement to interpret and apply the rules and regulations applicable to the faculty of the Hospital Medicine Program and the HMC Section. The position will report to the Academic HR Manager of GIM in conjunction with the Director of Hospital Medicine Service of HMC. This involves working with the Medical Director and faculty as well as many staff at varying levels at the University and the University of Washington Medical Center.

Requirements

High school graduation or equivalent AND Two years of experience in the program specialty OR equivalent education/experience.
Proven experience in drafting and editing correspondence, reports, documents, and meeting notes using MS Office products (Excel, Word, PowerPoint, Outlook) and web based programs (e.g., recruitment web site).
Familiarity with the principles of Quality Improvement and experience working with diverse teams of individuals.
Strong attention to detail and organization skills.
Ability to exercise independent judgment.
Creative problem solver.
Demonstrated ability to multi-task and maintain flexibility.
Knowledge of University guidelines and procedures including the ability to reference them on the UW website when requested.

Nice To Haves

Bachelor’s degree and 5 years of experience or equivalent years of increasingly responsible duties supporting clinical.
Experience with UW systems (e.g., eTravel, ProCard, eProcurement, etc.) and University procedures.
Experience with UWMC, HMC, VA PSHCS and NWH campus locations and systems.
Experience working with a diverse group of people.
Willingness to learn new things and step up to a challenge.

Responsibilities

Manage and Coordinate the Hospital Medicine Program – The Program Coordinator will provide high level, complex administrative support to the HMC Hospital Medicine Director. The individual will use independent judgement to interpret and apply the rules and regulations applicable to the Hospital Medicine Program.
Recruitment Coordinate timely new hire process during recruitment season through ongoing, updating and mailing applicant letters (notify applicants when applications are received, prepare and send correspondence related to applicants’ status in the hiring process, prepare and send rejection letters, prepare correspondence and schedule interview with successful applicants).
Create and maintain tracking system for potential candidates (approximately 60 candidates per year) using a combination of MS Excel, web based programs (e.g., InterFolio recruitment web site) and hard copy files.
Use knowledge of UWMC and HMC campuses and systems to set up interviews, reserve rooms, and escort candidates between meetings.
Manage logistics for recruitment meet and greet events including scheduling of dates/times, making room reservations, sending invitations; managing itinerary and coordinating catering needs.
Onboarding Provide onboarding for newly hired hospitalists, nocturnists, and consultants (HMP faculty) including orientation, computer and systems access requests, parking, billing and documentation, ordering of new pager(s).
Order new lab coats for newly hired HMP faculty members and maintain laundry services for all existing lab coats.
Create and manage standardized tools for new faculty orientation, tracking budget documentation and organize such tools for easy access by team members.
Hospital Medicine Support Prepare hospital coverage attending schedules for HMC, make and communicate schedule changes to specific teams, paging operators at each medical center, Residency Program Office and Department of Medicine Clinical Program Office; input final schedules ensuring accuracy and support web-based scheduling software.
Provide administrative support to the Medicine Consult Director (part of the Hospital Medicine Program) as needed; this involves working with leadership teams, faculty and staff at varying levels at the University.
Coordinate logistics for Hospital Medicine meetings (including onboarding and recruitment team meetings) and maintain agendas, and take meeting notes when required.
Review and update data as needed for GIM faculty database for HMP faculty members.
Maintain key information for director and faculty members regarding medical licensing, DEA certification and renewal dates.
Maintain curriculum vitae and biographical sketches for the director and faculty.
Edit and publish monthly Works in Progress newsletter and bi-monthly MD Aware newsletter.
Maintain hospital medicine reference documents and archives in SharePoint.
Obtain outside hospital records for faculty members on service or in clinics.
Provide reports such as billing reports, patient outcome measures, and hospital quality measures for the director on a regular basis (monthly, bi-weekly). This requires familiarity with protecting the confidentiality of computer files and manipulating data in excel.
Maintain and update HMP mailman lists.
Actively participate in process improvement efforts to improve the efficiency and effectiveness of the Hospital Medicine Program.
Maintain calendars and manage scheduling for faculty members in the Hospital Medicine Program as needed.
Other duties as assigned.
HMC Section Support - The Program Coordinator will provide high level, complex administrative support to the HMC Section Head and the faculty (91 faculty) of the HMC Section. The individual will use independent judgement to interpret and apply the rules and regulations applicable to the HMC Section Head and faculty.
Provide responsive, timely, and efficient administrative, project-specific support to the HMC section head and faculty members with respect to their clinical, research and teaching missions.
Manage all scheduling for the section head.
Provide onboarding for newly hired HMC section faculty members including orientation, computer and systems access requests, parking, billing and documentation, and order new pager(s).
Order new lab coats for newly hired HMC section faculty members and maintain laundry services for all existing lab coats.
Work with the Academic HR Manager and student assistant in preparation of annual GIM merit and promotion faculty meetings.
Review and update data as needed for GIM faculty database for HMC section faculty members.
Maintain and update HMC section mailman lists.
Manage logistics for team faculty meetings and events supporting the HMC section, prepare agenda and related materials in support of the meeting and take minutes as needed.
Maintain and perform ongoing development of guidebook for procedures related to the Program Coordinator position.
Oversee the maintenance of the guidebook for student assistant procedures.
Prepare posters (layout and printing) for presentations, meetings and conferences.
Other duties as assigned.
Research Administration Provide assistance to the Director of HMP and faculty through coordination of materials for grant proposals and submissions (on average, one submission every two months).
Review and confirm faculty biosketches are up to date and adheres to current formatting guidelines.
Manage grant preparation timeline and ensure timely submission, before grant deadlines.
Prepare and edit grant proposals, correspondence layouts, and manuscripts.
Manage and update bibliographies using software such as EndNote or RefWorks.
Conduct internet and library searches using reference databases such as PubMed, UW Healthlinks, etc.
Office Management Arrange travel and process expense report reimbursements for director and faculty to attend national meetings and conferences.
Reconcile Corporate Travel Account (CTA) and ProCards.
Monitor inventory and purchase office supplies.
Troubleshoot/fix hardware, software, printer and office machine problems. If unable to correct issue, escalate incident to UW, School of Medicine or Medical Center IT Support Services to resolve.
Coordinate with repair and construction personnel when offices require movement or maintenance requests entered and organized.
Develop and monitor tracking tools for managing inventory (computers, software, keys, subscriptions, etc.) and update as necessary.
Other duties as assigned.