PROGRAM COORDINATOR (50%FTE)
Req #: | 172639 |
Department: | SCHOOL OF DENTISTRY |
Job Location: | Seattle Campus |
Posting Date: | 10/02/2019 |
Closing Info: | Closes On 10/16/2019 |
Salary: | $3,331-$4,452/ per month |
Union Position: | Yes |
Shift: | First Shift |
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 six consecutive years.
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 enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The UW School of Dentistry’s research programs contribute to the fundamental understanding of biologic processes and to the behavioral, biomedical, and clinical aspects of oral health. The School values diversity in its students, staff, faculty, and patient populations. It seeks to foster an environment of mutual respect where objectivity, imaginative inquiry, and the free exchange of ideas can flourish to facilitate personal development, professionalism, and a strong sense of self-worth.
Position Purpose:
The Program Coordinator reports directly to the Administrator for the Office of Regional Affairs & RIDE in the School of Dentistry, and performs a wide range of diverse and specialized administrative and fiscal activities to support program operations. The employee regularly exercises independent judgment and discretion in work directly related to fiscal policies or department business operations and has delegated authority to make commitments that affect the Office of Regional Affairs & RIDE operations.
Position Complexities:
This position requires an individual who is especially detail-oriented and has strong organizational skills. It requires an individual who is skilled at event planning and at producing event announcements and other marketing materials. The selected candidate should be comfortable with identifying and pursuing creative problem solving, as well as have the ability to effectively write and communicate in a concise manner to a variety of stakeholders.
Position Dimensions and Impact to the University:
This position supports on average 80 clinical student rotations and requires robust oversight for the students at remote community clinical sites. The incumbent must be able to set priorities and function independently in responding to conflicting deadlines and responding to faculty, staff, and students at the UWSOD and our partners at community sites. The rotations create significant opportunities for dental students to provide oral health care to rural and underserved patients in our region, a top priority of the UWSOD as we fulfill our mission and that of the University of Washington to improve the health of the State’s population. This position is vital in our work to execute these complex programs and to ensure outreach rotations for all students.
Duties and Responsibilities
(30%) Administrative Support:
o Provide direct administrative support to the RIDE Director and Administrator, draft confidential correspondence, agendas and manage the RIDE Director and Administrator’s calendars, establishing priorities.
o Work directly with the three office managers, Regional Initiatives in Dental Education (RIDE) Manager, Service Learning Rotations (SLR) Manager and Finance Manager, on projects as needed.
o Manage the bi-monthly All RIDE Leadership meetings: prepare agendas, take notes, identify action items and quality improvement initiatives, and prepare minutes for distribution.
o Use Office Word, graphics, web design, Excel spreadsheets and/or database software to perform a variety of tasks related to correspondence, print publications, recruitment /social media and communications.
o Organize 2-3 special events per year, including invitations, venue selection, catering and set-up/tear-down. Attendance ranges from 10 – 60 people.
o Provide administrative support for scheduling and meeting materials for IT and course review meetings, SLR orientations, and other standing program meetings.
(30%) Student Clinical Rotation Operations:
o Assist in the logistics associated with placing and monitoring students at off-campus community rotation sites, within and outside of Washington State.
o Confer regularly with representatives of off-campus organizations, including 35-40 clinical rotation sites and tribal agencies regarding the interpretation and implementation of program and institutional policies, referring complex issues to the SLR Manager or RIDE manager as appropriate.
o Organize existing RIDE and SLR program information/manuals for distribution to students.
o Organize student information and track that necessary compliance paperwork for participating in rotations is complete.
o Pull reports on student progress, site evaluation and other variables for the SLR and RIDE Program Managers.
o Manage Tacoma House check in/check out process with students, resupply the house with necessities, and schedule house cleanings between rotations.
(30%) Fiscal / Purchasing Support:
o Develop budget estimates for student rotations and conference travel, as well as for program staff, faculty and visitors.
o Serve as travel coordinator for the program staff, faculty and visitors, averaging about 40-50 trips per year, including airline, hotel and rental car bookings. Interpret policies related to travel and purchasing. Request the necessary documentation and process all related travel expense reports on behalf of the travelers.
o Serve as travel coordinator for 15 out of state student clinical rotations, including airfare, housing and rental car bookings. Draft and submit travel expense reports for 15 out of state and 75 local student clinical rotations, the majority being mileage reimbursements
o Order office supplies on Ariba as needed.
(10%) Point of Contact:
o Serve as the first point of contact for the Office of Regional Affairs and RIDE, answering the main office line, greeting and assisting walk-ins and maintaining the office common areas. Pick up the mail daily.
o Provide information and advice to students, UW staff, community rotation preceptors/staff and the public regarding program content, policies and activities; troubleshoot student concerns on rotation and promote the program with outside organizations. Perform other job related duties as required.
Requirements
o High school graduation or equivalent AND two years of office or administrative support OR equivalent education/experience.
One –two years of experience in:
o Ability to use/develop tools necessary to manage, organize and communicate large volumes of details.
o Excellent communication skills and proven experience communicating with a diverse group of employees, including the ability to collaborate with professionals of different disciplines, perspectives and regional locations.
o Strong organizational skills and a demonstrated ability to work with computerized management systems (e.g., MS Office Suite).
o Proven success planning and executing special events/meetings.
Desired
o Bachelor’s Degree in Marketing, Communications, Public Relations, Business, Education or other related fields
o Knowledge of basic graphic design, web design or media communications.
o Knowledge of University of Washington policies and procedures.
o Knowledge of curriculum management software, including Canvas and eClas.
o Experience working in health care environments/systems and familiarity with higher learning/education.
Conditions of Employment
o Work during early evenings may be required 2-3 times per year.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
BENEFITS
As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, click here.
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 Workforce 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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.