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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years.
The School of Medicine has an outstanding opportunity for a Communications Specialist.
The Communications Specialist position is responsible for the development and execution of strategic communications plans across written and digital communications, web and social media platforms for Academic, Rural and Regional Affairs (ARRA) and the five states served by the University of Washington School of Medicine, known collectively as the WWAMI region (Washington, Wyoming, Alaska, Montana, and Idaho). The purpose of this position is to create a foundation for communication to a variety of primarily internal audiences within the School of Medicine, including medical students, faculty, support staff, management and executive leaders. The Communications Specialist reports directly to the Administrative Director for Academic Affairs with dotted-line responsibility to the Strategic Marketing and Communications Director for the School of Medicine and WWAMI. The Communications Specialist facilitates critical communication between the Office of Academic, Rural and Regional Affairs leadership, associate and assistant deans, staff and clerkship directors with medical students and faculty throughout the WWAMI region.
RESPONSIBILITIES
Communication and Program Management
Identify needs for improved communication and the presentation of information as articulated by stakeholders, and develop detailed communications plans that will contribute to the School’s tracking of critical accreditation standards and educational quality improvement efforts.
Draft communications materials for internal audiences, including, but not limited to emails from leadership, talking points for public speaking opportunities, faculty and student newsletter content, and presentations; and make communications recommendations when needed.
Work with the Communications Director to develop brand guidelines specifically for UWSOM and WWAMI that is in line with the brand standards of UW Medicine to ensure voice and visual consistency across all forms of communication.
Act as the primary point of contact for all internal communications needs within UWSOM, and will make external communications recommendations to the Communications Director and the Administrative Director.
Oversee content on the forthcoming ARRA intranet and provide direction to stakeholders on content maintenance, website architecture changes, and overall web presence. Maintain the strategic communications plan for internal communications, and coordinate regular check-in meetings with ARRA and WWAMI leadership.
Ensure ARRA internet and intranet sites are operationally supported with up-to-date visuals and written content, consistent with leadership recommendations, and communicated to the Deans and faculty across all WWAMI teaching sites. Design and create visual assets for sharing across digital platforms.
Collaborate with faculty members, staff, and students to obtain topics, gather data, quotes, graphics and photos in support of content development for ARRA and WWAMI communications.
Work with the Communications Director to develop content for, and disseminate electronic newsletters for students and faculty. Assist with the writing, editing and production of print materials, such as the ARRA annual report, brochures, fact sheets, and event materials.
Select, prioritize and review content for preparation of PR/communications distribution. Provide generated content for production and distribution for use in brochures, reports, fact sheet, electronic media, website, emails and social media.
Partner with existing management teams to ensure content is timely, accurate, clear, and digestible. Ensure grammatical accuracy of all written internal communications across all platforms. Ensure accurate and timely postings and communications on external/internal websites, newsletters and other collateral materials as necessary.
Regularly engage with students, staff and faculty to obtain updates, new information and fact-finding, and follow up on developments. Participate on ARRA, SOM or UW-wide committees and in other forums that address the role of communications.
Strategic Planning and Development
Directly manage all ARRA and WWAMI internal communications, including writing content, designing print pieces, securing event photography, manage video production projects, and assist in creating a strategic vision for ARRA’s departmental image.
Collaborate with the Communications Director to effectively strategize on communications to be shared at the unit, departmental, college, and/or university level. Develop a plan for prioritizing and managing the myriad requests for communications assistance.
Develop and refine the SOM communications toolset to include standard communications processes, guidelines, vehicles, tools and templates. Monitor and measure the impact of communication efforts to evaluate needs and opportunities.
Manage a content review and governance process to improve quality and consistency of content and promote best practices. Assist in the day-to-day tactics determined by the internal communications strategy.
Recommend strategic improvements on student and faculty communications across WWAMI, directed primarily by the needs of the Vice Dean, Associate and Assistant Deans, Regional Deans and staff.
Work with the UWSOM leadership team and staff to determine internal communications opportunities, and define and execute appropriate strategies to support them.
Provide assistance in formulating and developing an overarching strategic communications plan for both internal and external stakeholders and audiences that encompasses the needs of ARRA and WWAMI region leadership, and is driven by measurable goals and accountability timelines as informed by the Vice Dean for ARRA.
Administrative Management and Coordination
Work on other communications and/or public relations projects as assigned by the Communications Director or Administrative Director. Regularly report progress and status of projects to the Directors.
Provide tactical support of communications initiatives and events including meeting logistics, distribution list management, department calendar management, videos, PowerPoint presentations and coordination of initiatives.
Write, develop, and maintain new and existing communications process documents for ARRA and WWAMI faculty and staff. Assist with editing websites and executing strategic plans for more robust digital communications.
Remain current on trends in internal communications. Build technical skills and understanding of current and emerging communication technologies as needed for the role.
Act as a subject matter expert in communications processes and project management methodologies. Respond to requests for information and develop correspondence as needed.
Oversee the day-to-day activities of the communication function including budgeting and planning.
Lead Responsibilities
The Communications Specialist has no direct reports, but may have responsibilities in managing project teams. This position will organize and prioritize work, monitor task completion and quality, and motivate teams that include diverse business roles.
MINIMUM REQUIREMENTS
Bachelor’s degree in Business Administration, Operations, Communications, Health Sciences, or related field.
At least three years of experience in a communications-related field.
Demonstrated success in developing and implementing strategic communication plans.
Excellent writing and editing skills including experience writing articles or promotional materials for publication.
Proficiency with Microsoft Office applications in a PC/MAC environment; knowledge of Adobe Creative Suite, WordPress, and HTML.
Ability to work both independently and as part of a team.
Demonstrated accountability related to project processes and working within tight deadlines.
Demonstrated ability as a proactive and self-motivated communicator.
Ability to exercise sound judgement and to address complex situations with creativity.
Excellent interpersonal skills. Ability to communicate well with people from diverse cultures, ethnic/racial and socioeconomic backgrounds, and represent ARRA and SOM in a professional and congenial manner with professional colleagues both within and outside of academia.
Highly organized and attentive to detail.
Equivalent education and experience may be substituted for requirements listed above.
DESIRED REQUIREMENTS
Master’s degree in Business Administration, Operations, Health Sciences, Communications or related field.
Familiarity with UW policies, procedures, data systems and IT infrastructure.
Experience in WordPress website content management system.
CONDITIONS OF EMPLOYMENT
The position requires the employee to work beyond a normal work week (e.g. more than 40 hours a week) and intermittently requires evening and weekend time to meet project deadlines and attend meetings.
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, 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.
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