Job Information

University of Washington PROGRAM COORDINATOR in Seattle, Washington

Req #: 197593


Posting Date: 10/14/2021

Closing Info: Closes On 10/28/2021

Salary: $3,398 - $4,541/month

Shift: First Shift

Notes: 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 website, click here. (

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. The Department of Laboratory Medicine and Pathology has an outstanding opportunity for a Program Coordinator. The University of Washington, Department of Laboratory Medicine and Pathology is a broad and dynamic department that strives for a consistent level of high achievement in all its activities. The Department offers full diagnostic services in all areas of Pathology and is a top ranked research organization as measured by research awards from the National Institutes of Health and offers an array of specialized educational training programs. UW Medicine Department of Laboratory Medicine and Pathology brings together state-of-the-art technology and highly trained, world-renowned personnel to provide comprehensive diagnostic and personalized service to physicians, community hospitals, independent laboratories, and other health care organizations. Our operations are based at the University of Washington Medical Center, Harborview Medical Center, South Lake Union, Northwest Hospital, and the Seattle Cancer Care Alliance. Pathology faculty members also serve at Seattle Children's Hospital, the Veteran’s Administration Puget Sound Healthcare System, and the Fred Hutchinson Cancer Research Center. These collaborative efforts have generated innovative, translational studies in the basic mechanisms of disease as they apply to diagnostic pathology. The Program Coordinator performs a wide range of duties encompassing the Grand Rounds program in the DLMP (Department Lab Med and Pathology) as well as administrative support for Clinical and Research operations. RESPONSIBILITIES Grand Rounds Support: • Coordinate the day-to-day operations of Grands Rounds and a variety of medical lectures hosted by DLMP. • Process travel logistics, reimbursements, honoraria, and financial disclosures. • Facilitate complex scheduling between internal and external clients, while adhering to program needs. • Correspond with guest speakers for program content and presentation materials. • Disseminate and gather program evaluations, provide feedback, and appropriate course of actions to direct supervisor, and Grand Rounds committee members. • Updates master spreadsheet to track schedule, document status, titles, credentials, and other details needed for the program for Continuing Medical Education (CME) office. • Monitor financial aspects of Grand Rounds, including working with vendors (UW Telehealth, UWTV, Plaza Café, outside catering, etc.), securing approvals, and tracking costs. • Compiles CME credits for the Department of Laboratory Medicine and Pathology faculty. Compiles and sends CME credits and attestation forms to Grand Rounds CME attendees outside of the Department of Laboratory Medicine and Pathology. • Coordinates committee meetings, track attendance, takes minutes and forward correspondence. • Attends meetings as a program representative. • Track attendance for lectures, and any other hosted program. • Promote programs through advertisements, fliers, department websites, and social media. Administrative Support: • Provide administrative support to faculty including coordinating and scheduling meetings. Prepare and distribute meeting agendas/minutes. Draft/edit correspondence, researching, collecting, and preparing information, reports, and presentations. Use discretion when handling confidential/sensitive information. • Assist with creating and assigning the On Call Schedule for faculty. Utilize momentum software and University on call system to assign schedules. Monitor and update the schedule as needed. • Make travel arrangements, including conference registration, airline, hotel, and car rental reservations. Process travel reimbursement paperwork and track reimbursements. • General office work includes answering phones, distributing mail, greeting external visitors, and ordering and restocking supplies. • Attend meetings and/or conferences as subspecialty representative. • Oversee and/or execute office operations including ordering supplies and equipment within department guidelines, submitting IT requests, orienting, and training staff, updating, and developing office policies and procedures, and establishing quality controls for office operations to ensure efficiency. • Schedule and coordinate arrangements for department activities such as meetings, conferences, and banquets; coordinate and arrange travel and meeting logistics for staff for conferences and meetings. • Utilize the UWMC library database to obtain books and scholarly journal articles for research purposes. Download resources from PubMed, as well as references for Endnote. • Coordinate processes related to faculty recruitment, appointments, and promotion. • Consult with department experts and advise staff/Investigators/other program personnel of administrative policies and procedures to recommend best practices. • Other duties as assigned by faculty or supervisor related to the operation of the office, including special projects. Grants & Grants Proposal Support: • Assist with faculty research and grants to include, but not limited to, maintain and update documents for grants (Biosketches, Cv’s, Grant specific justification) and correspond with co-investigators and their administrative staff to gather materials and resources as needed for grant proposals. • Maintain communication with budget administrators and managers to keep faculty updated on the status of current grant proposals, and budget health. Ensure that any documents, reports, signatures, or any other correspondence needed is submitted in a timely manner. • Assist with grant submission as directed by faculty to include drafting and editing grant proposals and checking references. MINIMUM REQUIREMENTS • High school graduation or equivalent AND two years of experience providing administrative support to an academic program, preferably a program related to healthcare; OR equivalent education/experience. DESIRED REQUIREMENTS • Experience, Microsoft Outlook, Ariba, PurchasePath, Momentum. CONDITIONS OF EMPLOYMENT 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.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.