PROGRAM COORDINATOR

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POSITION PURPOSE

The Division of Cardiology is a large, complex Division in the Department of Medicine with over 100 faculty, 31 fellows and over 100 professional, classified and hourly employees spread across 6 campuses: UW, Harborview Medical Center, Northwest Hospital, Edmonds Cardiology Clinic, VA Puget Sound Hospital and UW South Lake Union.

The Division of Cardiology has an outstanding opportunity for a Program Coordinator (NE S SEIU 925 Non Supv) for the University of Washington Division of Cardiology Program (UW DIV CARDS). The purpose of this position is to provide administrative support to the UW DIV CARDS Program. The UW DIV CARDS Program includes Cardiology Grand Rounds, annual Visiting Lecturers, Cardiology Research Conferences as well as administrative support for 5-6 faculty. This position will also assist the UW Imaging Section Head and echo program. 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 Cardiology Grand Rounds, Visiting Lectures, and Cardiology Research Conferences. The Program Coordinator is an active member of the Cardiology administrative team. This position is evaluated in terms of adherence to program goals, budgetary limitations, 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 Manager of Academic HR and Administrative Support.

DUTIES AND RESPONSIBILITIES

Manage and Coordinate the UW Division of Cardiology Programs 1. Cardiology Grand Rounds and Visiting Lecturers Program: The Program Coordinator will provide high level, complex administrative support to the Cardiology Grand Rounds, Visiting Lecturer Series Program and Cardiology Research Conferences. The individual will use independent judgement and make sounds decisions utilizing effective time management skills.

  • Track schedule, document status, titles, credentials, and other details needed for the Continuing Medical Education (CME) office.
  • Manage technical aspects of setting up laptop, audio, zoom for Grand Rounds talk every Friday morning (7:00am).
  • Monitor financial aspects of Grand Rounds, including working with vendors (UW Telehealth, UWTV, Plaza Café, outside catering, etc.), securing approvals, and tracking costs.
  • Comply CME credits for the Division of Cardiology faculty, and send CME credits and attestation forms to Grand Rounds CME attendees outside of the Department of Medicine and Cardiology.
  • Arrange Grand Round schedule which consists of reaching out to selected faculty, fellows and Visiting Lecturers.
  • Process travel logistics, reimbursements, honoraria, and financial disclosures.
  • Coordinate committee meetings, track attendance, take minutes and forward correspondence.
  • Disseminate and program evaluations, provide feedback, and appropriate course of action to direct supervisor, and Grand Rounds committee members.
  • Collect evaluations for Grand Rounds and provide summary for speakers.
  • Record Grand Round talks. Edit and upload on YouTube and Cardiology website.
  • Update Cardiology website with Grand Rounds speaker information.
  • Schedule talks for each Visiting Lecturer and make arrangements with Chief Fellows to schedule fellow tutorials.
  • Provide Grand Round attendees with participation hours to submit for CME credit.2. Research Conference Coordination:
  • In collaboration with faculty leaders, manage the UW Cardiology Research Conference every month and prepare and tabulate evaluations.
  • Work closely with faculty leadership to arrange speakers and schedules for the year.
  • Run and manage meetings as a program representative, including tracking attendance.
  • Process evaluations (SOM Teaching Peer Evaluations) for faculty speakers.Administrative Support
  • 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 faculty including coordinating and scheduling meetings, drafting agendas, editing correspondence, researching, collecting, and preparing information, reports, and presentations.
  • Coordinate travel arrangements, including conference registration, airline, hotel, and car rental reservations. Process travel reimbursement paperwork and track reimbursements.
  • Provide general office support including answering phones distributing mail 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.
  • Coordinate enrollment around the Medeck 603 and 605 programs.
  • Record and monitor faculty professional development spending, in accordance with State, UW, Divisional, and Programmatic spending guidelines and regulations.
  • Order supplies, distribute mail, sort faxes, maintain division key inventory.
  • Coordinate logistics for holiday event.
  • 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.
  • Other duties as assigned.UW Imaging Section Head Support and Cardiac Imaging/Echo Program
  • Assist the Section Head with complex faculty scheduling (QGenda and Infinity) and calendaring (Outlook).
  • Manage Cardiac Imaging Educational Lecture Series and events (OneDrive).
  • Arrange faculty and guest travel in compliance with UW policies and regulations (Tangerine Travel).
  • Process reimbursements through Workday. 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.
  • Ability to troubleshoot all hardware and software aspects of Zoom calls. DESIRED QUALIFICATIONS
  • Bachelor’s degree and 3-4 years of experience or equivalent years of increasingly responsible duties supporting administrative work.
  • Experience with UW systems (e.g., eTravel, ProCard, eProcurement, 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.

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