Seattle Campus; University of Washington Medical Center
Open Until Filled
$2,999 - $3,995 per month
This classification is governed by a negotiated labor contract and is subject to union shop provisions. For more information about union shop provisions, visit Union Information
The Department of Laboratory Medicine serves as a regional resource for clinical laboratory services required for patient care, research and educational programs in laboratory medicine. The department now employs 900 people who work at the award-winning University of Washington Medical Center (ranked among the top medical centers in the United States as rated by U.S. News & World Report), Harborview Medical Center (the region's only Level I Trauma center, known for innovations and excellence in trauma care and its centers of emphasis: Trauma, Burn, Neurosciences, AIDS/STD CARER, and mentally- and medically- vulnerable populations.), and many other clinical and research facilities in the area. The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement and natural beauty.
Our Laboratory Medicine Department has an outstanding opportunity for a full-time (100%), day shift, PROGRAM COORDINATOR.This position provides effective and timely administrative support for the Medical Laboratory Science Bachelor of Science Program (MLSP) and Laboratory Medicine Master of Science Program (MS) within the Department of Laboratory Medicine, UW Medicine. Under the general direction of the supervisor, this position provides support to the faculty and administrators in the departmental programs listed above by establishing work priorities and ensuring deadlines are met. This position performs work using knowledge and experience specific to the programs and exercises independent judgment in interpreting and applying rules and regulations. Experience in a medical academic environment is highly desirable.
Provides support to MLSP and MS faculty and administrators by performing clerical duties including but not limited to minute taking, word processing, graphics, statistical, spreadsheet and/or data base software
Monitors and responds in a timely manner to inquires sent to the MS program email
Maintenance of MLSP and MS website
Responsible for drafting/recording MLSP and MS minutes; compose and/or type letters, acknowledgements, notifications, confidential and sensitive materials, Internet searches, etc.
Serves as a liaison between MLSP/MS program and affiliate hospitals during meetings and effectively present division messages and policies/procedures
Implements new tracking and training programs and projects (i.e. writing and sending communications, conducting research, monitoring progress through statistical reports)
Organizes and coordinates MLSP and MS educational activities and special events
Provides support for MLSP and MS faculty, staff, and guest travel arrangements and reimbursements, completing travel requisitions and utilizing the Ariba system
Manages MLSP/MS program accreditation communications and documents as well as the MLSP/MS program applications process
Coordination of all aspects of interviews, including gathering admissions committee availability, email applicants to schedule in-person, Skype or phone interviews, scheduling, communication and confirmation of interview times, scheduling interview rooms, coordination and onsite support for Skype interviews, general interview point-of-contact and resource for applicants, staff and faculty
Manages current MLSP/MS students to include coordinating new student orientation, development and distribution of program materials (handbook, events, courses), clinical Rotation management, and tracking of student immunizations and other onboarding requirements- HIPAA, competencies, background checks, drug testing
Monitoring International student requirements- CPT/OPT, visas
Sole management of all on-boarding requirements for students during rotations at over 15 different hospitals, including coordinating computer access, organizing background checks and drug screens, responsibility for all communications with affiliates and coordination of all HR paperwork, they also will follow-up on non-compliance including disciplinary actions
Maintain undergraduate and graduate student records and archived documents as required
Negotiates new affiliate contracts and maintains current contracts
Prepares, maintains, and produces procurement documents and reports for MLSP and MS by utilizing PurchasePath and Ariba
Budgetary management of Graduate student stipends, scholarship budgets, faculty and staff travel budgets, and capitol equipment purchases
Sole planning of quarterly events including all budgetary management, independent development of all materials for events (agendas, marketing materials, bulletins), oversight of catering and all details
Owns the process of evaluations, including guiding content, process decisions, maintaining documentation, executing updates, compiling evaluations for faculty for promotional needs, much of which requires advanced excel knowledge, such as creating and maintaining macros, mail merges, statistical analysis, etc.
Makes decisions on website content, and performs oversight and QC of website
Provides back-up support for courses, including but not limited to communication and coordination with lecturers, laboratory instructors and course directors for the purposes of course scheduling, printing of course materials, course proctoring including A/V support of guest lecturers, and compiling program evaluations.
Provides back-up support for clinical rotations, including but not limited to communication and coordination with clinical sites for the purposes of rotation scheduling, student on-boarding, and compiling program evaluations
Performs other duties as required
This position provides opportunities to work in a fast-paced, challenging, diverse and rewarding environment. As an employee you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
REQUIREMENTS: High school graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience.
Ability to work with both PC and Mac platforms
Intermediate skills in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.)
Demonstrates the ability to perform a mail merge
Demonstrates the ability to type at least 60 WPM
DESIRED: Three or more years' experience supporting faculty and administrators in an academic medical setting.
CONDITIONS OF EMPLOYMENT:
This position may be stressful at times in that there is a pressure for quick turnaround time and multiple projects occurring simultaneously
Visual verification of small print (as small as font size 9) between two to three references (labels, list, and requisitions) may be required
May have to travel between sites that may result in indirect exposure to infectious patients
Will spend long periods of time working at a desk on keyboard/computer
Will be working in an administrative/research environment
Must be able to lift 25 lbs
Lab Medicine employees are considered essential staff and as such are required to report to work during inclement weather. It may be necessary to work in other departmental locations in order to meet patient service requirements (i.e. UWMC, SCH, Fred Hutchinson Cancer Research Center, Roosevelt, etc.)
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.