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
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 Benefits page.
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, artistic pursuits, and natural beauty.
The Department of Urology at the University of Washington consistently ranks among the top urology programs in the country. Our four word motto reflects our mission: Cure, Comfort, Teach, and Wonder. As a clinical department, our emphasis is "to cure the patient when possible and comfort always". This preoccupation applies not only to routine urologic management but also to the difficult and/or unusual conditions requiring special knowledge and skill. In addition, all professional members of this department have embraced this motto because they wish to teach didactically and by example. This teaching involves medical students, resident physicians, and surgeon fellows in a way that enhances the care of the patient. Finally, most people are in academic medicine because they are intellectually fascinated with the Wonder of medical biology and human nature. Clinical and applied laboratory research is a major mission of this department and its national ranking is in part because of outstanding research productivity in many urologic subspecialties including cancer, infection, pediatrics, sexual function, transplantation, trauma, and women's healthcare. As such, another major focus of the department is to train urologic researchers and surgeon scientists for the future.
The Department of Urology has an outstanding opportunity for a PROGRAM COORDINATOR. This position will provide administrative support to Urology's Manager of HR/Faculty Affairs and the Education Program.
The Program Coordinator reports to the Manager of HR/Faculty Affairs. The Coordinator provides professional administrative and program support in regard to Faculty Affairs and HR operations. This may include but is not limited to the hiring and onboarding of both faculty and staff; dealing with compliance issues and updates, offering daily support to faculty;
The Education Program consists of a busy clerkship, residency program, and a growing number of subspecialty fellowships. We insure a high quality learning experience for rotating medical students and visiting scholars, as well as coordination and accreditation of the excellent education of our residents and fellows.
This individual will be the main point of contact within the Department of Urology's Clerkship program for UW medical students and students outside the UW, educators and coordinators in the WWAMI (WA, WY, AK, MT, ID) region, and the Academic Affairs office.
While this position reports to the Manager of HR/Faculty affairs, the Program Coordinator will support the Manager of HR/Faculty Affairs and the Education Program Manager in day-to-day operations, splitting his or her time equally between Education and HR duties.
HR/Faculty Affairs Responsibilities: (40%)
Candidate provides program support to the HR Manager for Faculty Affairs and provide the following operational support:
Assist HR Manager in the processing of faculty and staff appointments, credentialing, re- credentialing.
Onboarding for all faculty, staff, fellows, and trainees: including badges, ID cards, Husky cards, UPASS, parking, and building access following SOM requirements, and coordinating with counterparts in the UWMC, HMC, VA, Children's Hospital, NWH, GU lab, MF lab, IPCR, WISH, East Side clinic, other clinics, and other Sites of Practice, as needed.
Coordinate the ongoing UWP mandatory compliance training for all faculty including federal ICD-10 and Electronic Health Records. This includes scheduling training for onsite participants, monitoring online module completions and ensuring compliance is completed. Liaison with UWP Compliance and Regulatory office.
Track expiration/renewal dates and ensure that all medical licenses and DEA certificates are renewed and distributed in a timely manner.
Communicate with the faculty on a regular basis re: HIPAA, Compliance training and updates and maintain Asbestos Training certification tracking for all new faculty members
Coordinate faculty performance evaluation processes, including maintaining evaluation database, creating evaluation surveys (Catalyst/etc.) and other materials, and communicating with faculty and Chair to ensure process stays on track to deadlines
Promotions: Provide professional support to the internal A&P Committee by compiling documents and data
Provide administrative support for HR Manager with courtesy faculty appointments and promotions process; using mail-merge to draft and/or send renewal letters for annual appointments
Function as Data Steward for the faculty and staff: maintain current roster, provide information to faculty on required data, audit data and contact appropriate parties for updating and maintaining information
Call schedule: assist Service Chief with call schedule, performing complex scheduling.
Maintain faculty personnel documentation and files; interface with School of Medicine Academic Appointments and Compensation (AAC) with respect to documentation and records
Acts as a point of contact for all Faculty members, regarding: policies and processes, university and departmental policies, in regard to faculty appointment, promotion.
Advise students, faculty, and staff about HR policies, and recommend appropriate courses of action. Refer faculty, students, and staff to appropriate resources within the department, direct them to university resources and provide follow-up as needed
Provide back-up assistance to the faculty coordinating travel for conferences; seminars and international research meetings
Provide back-up support to faculty committees as needed: scheduling meetings, room reservations, AV needs; coordinate committees, take and transcribe meeting minutes as needed
Maintain current faculty CVs with list of current publications using PubMed, if requested
Human Resources: Provide program support to the HR Manager for Faculty Affairs and provide the following operational support for HR related issues for administrative and research staff:
Using UW Hires and Workday: create new staff requisitions and follow through from approvals to hiring
Request and track certifications such as HIPAA, Asbestos training, Maintaining Confidential Information, etc. for all staff and volunteers in the department
Coordinate with Lab Managers to ensure that the proper research training takes place
Act as Volunteer Coordinator to educate faculty and staff who wish to bring volunteers to the department. Ensure Agreement is received, signed and retained according to the SOM policies and procedures.
Coordinate Observation privileges for clinical visitors and researchers
Assist with immigration paperwork and visas for research senior fellows and visiting scholars (paid and unpaid)
Provide consistent documentation for personnel files by generating all staff (and faculty) files upon hiring. Work with Manager and others to ensure documentation is received and retained accordingly.
Review documentation; make decisions on retention of documents, in accordance with UWMC documents retention policies and schedule. Contact supervisors to collect documentation as needed.
Appointments, Credentialing and Onboarding:
Assist GME Program Manager in the processing of appointments, credentialing and onboarding, following GME requirements;
Process hospital access, badging, pagers and dictation accounts; arrange event details and prepare for Department of Urology Orientation Day
Senior Fellows, Senior Fellow Trainees, visiting residents and visiting scholars: process necessary paperwork for appointments and contracts of non-ACGME trainees; following OMSA and GME application process requirements
Ensure continued compliance with GME credentialing requirements, including medical licenses, DEA licenses, immunizations, HIPAA training, Learning Gateway modules, and web-based training as required
Maintain compliance documentation for trainees with multiple training sites including UW departments and off-campus hospitals;
Assist program manager with trainee graduation and exit process: deactivate accounts; collect badges and pagers; process and frame graduation certificates; coordinate end-of-year fellow graduation gifts
Assist in the preparation of appropriate letters of recommendation for graduates and completion of verification requests for alumni completion of training
Education Program Responsibilities (40%):
The Program Coordinator will interact with all levels of training including students, residents, fellows, faculty, volunteer educators, and community urologists. Under the direction of the Education Manager, support with day-to-day operations of clerkship, communication with rotating students, and coordination of the Urology Interest Group meetings. Specific duties include:
Act as liaison with WWAMI region clerkship coordinators and preceptors from other states and institutions
Participate in national clerkship coordinators organizations, attend annual meetings as the urology education program representative
Manage School of Medicine (SOM) urology courses UROL 680/685, 681, 682, 679, 684, 697/699: Act as main program contact and work directly with clerkship director to create schedule and communicate rotation requirements/materials to School of Medicine Elective Clerkship Students and visiting students
Coordinate and maintain medical student orientation schedule and update content; coordinate schedules of all medical student rotations at all affiliated hospitals
Deliver and manage student evaluations and course evaluations via e*Value; Collect, organize and disseminate student and course evaluations; Create, distribute, and collect patient evaluations of residents
Compile data from all faculty and resident evaluation forms; calculate final grades using e*Value
Ensure faculty, residents, and medical students have the appropriate materials, resources and information to efficiently and effectively participate in the medical student program
Coordinate all medical student education sessions, including case studies with faculty members
Schedule residency and fellowship program meetings, Coordinate and support annual residency and fellowship events
Serve as main point of contact for preceptorship, visiting scholars, and any education- related programs for med students, conducting informal presentations to provide information and promoting the program on campus and with outside organizations
Maintain all confidential trainee records and files
Order catering and set up for weekly grand rounds and didactic conferences
Coordinate and staff fall recruiting events, annual research day, annual graduation banquet etc.
Maintain Education webpages and ensure they are up-to-date with department info
Maintain resident on-call schedule distribute to practice sites, and input to on-line paging systems monthly
Assist with maintenance of grand rounds and conference schedules using Medhub, record conference attendance and deliver evaluations
Assist with coordinating annual program review data; ensure completion of confidential annual program evaluations by residents, fellows and faculty; input resident and fellow training time in GMETaBS; maintain resident and fellow demographics, schedules, rotation goals and objectives, evaluations, monitor duty hour compliance, learning portfolios and ensure timely completion of duty hour reports; develop understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements and Subspecialty requirements unique to both programs; assist Program Manager in maintaining the ACGME Accreditation Data System; learn the requirements of the ACGME Next Accreditation System; administer the evaluation process for program trainees in MedHub, and ensure timely completion by evaluators; administrative support of PD to schedule semi-annual fellow reviews; ensure timely completion of summative evaluations by the PD for graduating fellows
Non-ACGME Fellowship Programs: Track and maintain progress reports, evaluation and regular communication with trainees
Maintain training and conference schedules for the use by trainees, faculty, and administrative staff. Track conference attendance and evaluation for requited training conferences
Assist program manager with scheduling and organizing itineraries and travel for the four annual visiting professors to the department
Schedule, coordinate, and serve as the main point of contact for MEDEX NW PA Urology Rotations.
Administrative Responsibilities: (20%)
Maintain excellent working relationship and professionalism with members of the Education, Research, Fiscal, Clinical and Administrative groups
Process reimbursements for faculty, residents, and fellows, including dues for annual memberships to various urological groups, exam fees, travel, conference fees, and medical licenses, collaborating with finance team to stay within budget, and ensure the correct budgets are used.
Participate as part of the department administrative team by providing support for general administrative activities including: answering department phones and directing calls appropriately, back-up mail distribution, etc.
Coordinate with UW Parking/Commuter Services for new residents/fellows/faculty and on-call parking
Support Faculty Affairs and Education through fellow and faculty separation process
Process verification requests for past residents, fellows and faculty
Attend software and database training as needed; Attend job-related training and in-service sessions
Assist with the coordination of department-wide functions and events as needed
Attend meetings as required and take meeting minutes
Assist with on-boarding of new residents, fellows and faculty by obtaining keys, lab coats, ID badges and access, pagers, etc.
Coordinate and schedule Medical Staff Orientation for new faculty and fellows; track progressive orientation needs (EHR training, compliance, etc.)
Assist residents and fellows in the preparation of travel
Additional Job Duties:
Represent program at meetings as assigned by the residency and fellowship program manager
Maintain a knowledge base on the policies and procedures related to graduate medical education
Provide cross-coverage for other members of the team as requested
Provide support for other projects as requested
High school graduation or equivalent and two years of experience with a residency or fellowship program, or equivalent education/experience;
Intermediate/advanced computer skills, especially Microsoft Office Suite;
Experience coordinating events including conferences or large meetings;
Excellent written and oral communication skills;
Excellent office organizational skills under competing project deadlines in a fast-paced environment with attention to detail and quality of work;
Excellent proactive problem solving skills;
Demonstrated experience working in a team environment with ability to work independently within supervisory guidelines.
Experience with the following programs: MEDHub, eValue, Pub Med, ARIBA, eTravel
Experience with medical education programs, especially residency and/or fellowship graduate medical education program(s);
Experience with human resources;
BA/BS in related field or equivalent;
Knowledge of UW policies and procedures
Experience with the following programs: ERAS, GMETaBS, UWHires, OPUS, OWLS, Workday, or other HRIS system.
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Criminal Conviction History, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select Apply to this position. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your My Jobs page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
CONDITION OF EMPLOYMENT:
Appointment of the successful candidate to this position may be made contingent upon a satisfactory outcome of a criminal conviction history check .
This position requires occasional overtime (roughly 5X per year) due to staffing of recruiting events and other department events as needed.
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.