University of Washington · 23 hours ago
Program Coordinator
Seattle, WA
Full-time
Hybrid
Entry Level
$46K/yr - $62K/yr
2+ years expThe University of Washington is a leading institution known for its research and teaching in medicine, and they are seeking a full-time Program Coordinator for their Division of General Internal Medicine. The Program Coordinator will manage day-to-day activities of the Hospital Medicine Program, providing administrative support and ensuring organizational effectiveness.
EducationHigher EducationUniversities
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. (50%)
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. (25%)
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 (20%)
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 (5%)
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
Qualification
Required
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
Preferred
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
Benefits
For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
Company
University of Washington
University of Washington is an educational institution that provides undergraduate, graduate, and research programs.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$215.35MKey Investors
Avista foundationNational Institute of Allergy and Infectious DiseasesAdvanced Research Projects Agency for Health
2026-01-18Grant· $10M
2025-04-21Grant· $0.01M
2024-09-13Grant
Leadership Team
Andrew S Allen
Adjunct Professor
Arthur Denny
Founder
Recent News
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