University of Washington
PROGRAM COORDINATOR
University of Washington, Seattle, Washington, us, 98127
If you are using a screen reader and experience any difficulty accessing our web pages, please call 206-543-2544 or email UWHires and we will be happy to assist you. jump to contentJob Location Detail: Harris Building: 3 days on site and 2 days remotePosting Date: 11/18/2024Closing Info: Closes On 12/02/2024Other Compensation:Union Position: YesShift: First ShiftBenefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.
The Division of Cardiology has an outstanding opportunity for a Program Coordinator to join their team.
POSITION PURPOSEThe Division of Cardiology is a large, complex Division in the Department of Medicine with over 200 physicians, trainees and advanced practice providers and more than 65 staff members spread across 8 campuses: UW Montlake, Harborview Medical Center, Northwest Hospital, Mill Creek Cardiology Clinic, Mountlake Terrace Cardiology Clinic, Ballard Cardiology Clinic, VA Puget Sound Hospital and UW South Lake Union.
The Division of Cardiology has an outstanding opportunity for a Program Coordinator for the University of Washington Division of Cardiology Program (UW/NWH DIV CARDS). The purpose of this position is to provide UW administrative support to the UW/NWH DIV CARDS Program. The UW/NWH DIV CARDS Program includes coordinating the Division of Cardiology Core Lab and providing administrative support for the Northwest Hospital faculty. This position will also assist the Manager of Academic Human Resources (AHR) with onboarding and faculty administrative processes. This position will maintain clear communication with clinic, fiscal and administrative staff and numerous university departments.
The Program Coordinator will interact regularly with faculty leaders in order to facilitate the Division of Cardiology Core Lab. The Program Coordinator is an active member of the Cardiology administrative team. This position is evaluated in terms of adherence to program goals, and compliance with laws, regulation and general institutional policies. The Department of Medicine is committed to the goals and mission of the School of Medicine and the University.The position will report to the Division’s Manager of Academic HR and Administrative Support Staff.
DUTIES AND RESPONSIBILITIESManage and Coordinate the UW/NWH Division of Cardiology Programs (60%)The Program Coordinator will provide high level, complex administrative support to the Division of Cardiology Core Lab and manage Qgenda program for Northwest Hospital. This individual will use independent judgement and make sounds decisions utilizing effective time management skills.Division of Cardiology Core Lab• Serve as the administrative main point of contact for the Division’s Core Lab• Work with research coordinators and cardiac sonographer to schedule patient visits (echoes, blood draws, physical exams, etc.)• Process all supply and equipment orders for the lab• Create and maintain invoicing mechanism for all services provided by the labNorthwest Hospital Qgenda Program• Work with Division Program Operation Specialist POS to maintain users including account activation for scheduled (providers) users, account support and the Outlook/QGenda integration• Enter “in- out” dates and availability preferences for providers• Run all schedules through QGenda automation – work with section head to fill any holes due to holidays/school breaks• Enter in “after the fact” swaps arranged by providers• Main contact support for all Northwest Hospital faculty when requesting time off and communicate information to appropriate clinic contacts to assure clinic templates have been closed, coverage has been taken care of, update Qgenda, Infinity and Amion.
Administrative Support (30%)• Enter data into Infinity and Qgenda. Manage on call schedule for faculty using internal schedule program. Monitor and update the schedule as needed.• Provide administrative support to Section Chief and other Northwest Hospital faculty; manage calendar, schedule meetings and support direction of Section Chief’s policies and procedures.• Coordinate travel arrangements, including conference registration, airline, hotel, and car rental reservations. Process travel reimbursement paperwork and track reimbursements.• Arrange dates for provider retreats, manage space and refreshments.• Assist with onboarding new faculty at Northwest Hospital.• Provide general office support including answering phones and greeting visitors.• Maintain curriculum vitae and biographical sketches for faculty.• Maintain and update listservs. Prepare posters and flyers for presentations, meetings and conferences.• Provide programmatic support (UW DIV CARDS Program) for cardiology faculty and liaison to UW Cardiology, HMC, and external customers and staff.• Record and monitor faculty professional development spending, in accordance with State, UW, Divisional, and Programmatic spending guidelines and regulations.• Coordinate with repair and construction personnel when offices requires a move/change.• Troubleshoot hardware, software, printer and office machine problems. If unable to correct issue, escalate incident to UW School of Medicine IT Support Services to resolve.• Maintain Professional Development percentages for Division of Cardiology faculty.• Other duties as assigned
Academic HR (5%)• Assist the Manager of Academic HR with obtaining clinical peer evaluations, MedHub and eValue reports, and other required documents for annual faculty processes.• Manage SharePoint site for annual Merit and Promotion meetings, assist with promotion packets and assist with new faculty AHR packets.• Assist with ordering new lab coats for new faculty members.• Create and manage standardized tools for faculty evaluations.
Other Duties as assigned (5%)
MINIMUM REQUIREMENTS• High School graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience.
ADDITIONAL REQUIREMENTS• 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 website).• 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.• Ability to use discretion when handling confidential/sensitive information
DESIRED QUALIFICATIONS• Bachelor's degree or equivalent years of increasingly responsible duties supporting administrative work.• Experience with UW systems (e.g., EPIC, eTravel, ProCard, eProcourement, Ariba, Infinity, Qgenda, etc.) and University procedures.• Experience with UWMC, HMC, VA PSHCS, UW Eastside and NWH campus locations and systems.• Willingness to learn new things and step up to a challenge.
#UWDeptMedicineJobs
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .
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The Division of Cardiology has an outstanding opportunity for a Program Coordinator to join their team.
POSITION PURPOSEThe Division of Cardiology is a large, complex Division in the Department of Medicine with over 200 physicians, trainees and advanced practice providers and more than 65 staff members spread across 8 campuses: UW Montlake, Harborview Medical Center, Northwest Hospital, Mill Creek Cardiology Clinic, Mountlake Terrace Cardiology Clinic, Ballard Cardiology Clinic, VA Puget Sound Hospital and UW South Lake Union.
The Division of Cardiology has an outstanding opportunity for a Program Coordinator for the University of Washington Division of Cardiology Program (UW/NWH DIV CARDS). The purpose of this position is to provide UW administrative support to the UW/NWH DIV CARDS Program. The UW/NWH DIV CARDS Program includes coordinating the Division of Cardiology Core Lab and providing administrative support for the Northwest Hospital faculty. This position will also assist the Manager of Academic Human Resources (AHR) with onboarding and faculty administrative processes. This position will maintain clear communication with clinic, fiscal and administrative staff and numerous university departments.
The Program Coordinator will interact regularly with faculty leaders in order to facilitate the Division of Cardiology Core Lab. The Program Coordinator is an active member of the Cardiology administrative team. This position is evaluated in terms of adherence to program goals, and compliance with laws, regulation and general institutional policies. The Department of Medicine is committed to the goals and mission of the School of Medicine and the University.The position will report to the Division’s Manager of Academic HR and Administrative Support Staff.
DUTIES AND RESPONSIBILITIESManage and Coordinate the UW/NWH Division of Cardiology Programs (60%)The Program Coordinator will provide high level, complex administrative support to the Division of Cardiology Core Lab and manage Qgenda program for Northwest Hospital. This individual will use independent judgement and make sounds decisions utilizing effective time management skills.Division of Cardiology Core Lab• Serve as the administrative main point of contact for the Division’s Core Lab• Work with research coordinators and cardiac sonographer to schedule patient visits (echoes, blood draws, physical exams, etc.)• Process all supply and equipment orders for the lab• Create and maintain invoicing mechanism for all services provided by the labNorthwest Hospital Qgenda Program• Work with Division Program Operation Specialist POS to maintain users including account activation for scheduled (providers) users, account support and the Outlook/QGenda integration• Enter “in- out” dates and availability preferences for providers• Run all schedules through QGenda automation – work with section head to fill any holes due to holidays/school breaks• Enter in “after the fact” swaps arranged by providers• Main contact support for all Northwest Hospital faculty when requesting time off and communicate information to appropriate clinic contacts to assure clinic templates have been closed, coverage has been taken care of, update Qgenda, Infinity and Amion.
Administrative Support (30%)• Enter data into Infinity and Qgenda. Manage on call schedule for faculty using internal schedule program. Monitor and update the schedule as needed.• Provide administrative support to Section Chief and other Northwest Hospital faculty; manage calendar, schedule meetings and support direction of Section Chief’s policies and procedures.• Coordinate travel arrangements, including conference registration, airline, hotel, and car rental reservations. Process travel reimbursement paperwork and track reimbursements.• Arrange dates for provider retreats, manage space and refreshments.• Assist with onboarding new faculty at Northwest Hospital.• Provide general office support including answering phones and greeting visitors.• Maintain curriculum vitae and biographical sketches for faculty.• Maintain and update listservs. Prepare posters and flyers for presentations, meetings and conferences.• Provide programmatic support (UW DIV CARDS Program) for cardiology faculty and liaison to UW Cardiology, HMC, and external customers and staff.• Record and monitor faculty professional development spending, in accordance with State, UW, Divisional, and Programmatic spending guidelines and regulations.• Coordinate with repair and construction personnel when offices requires a move/change.• Troubleshoot hardware, software, printer and office machine problems. If unable to correct issue, escalate incident to UW School of Medicine IT Support Services to resolve.• Maintain Professional Development percentages for Division of Cardiology faculty.• Other duties as assigned
Academic HR (5%)• Assist the Manager of Academic HR with obtaining clinical peer evaluations, MedHub and eValue reports, and other required documents for annual faculty processes.• Manage SharePoint site for annual Merit and Promotion meetings, assist with promotion packets and assist with new faculty AHR packets.• Assist with ordering new lab coats for new faculty members.• Create and manage standardized tools for faculty evaluations.
Other Duties as assigned (5%)
MINIMUM REQUIREMENTS• High School graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience.
ADDITIONAL REQUIREMENTS• 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 website).• 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.• Ability to use discretion when handling confidential/sensitive information
DESIRED QUALIFICATIONS• Bachelor's degree or equivalent years of increasingly responsible duties supporting administrative work.• Experience with UW systems (e.g., EPIC, eTravel, ProCard, eProcourement, Ariba, Infinity, Qgenda, etc.) and University procedures.• Experience with UWMC, HMC, VA PSHCS, UW Eastside and NWH campus locations and systems.• Willingness to learn new things and step up to a challenge.
#UWDeptMedicineJobs
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .
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