| | 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 six consecutive years.
The School of Medicine (SoM) at the University of Washington is recognized nationally and internationally for its excellent programs in continuing medical education (CME). The CME program at the University of Washington SoM began with the school’s formation in 1948. The SoM’s CME efforts concentrate on assessing the educational needs of medical practitioners within the State of Washington and throughout the WWAMI region (which includes the states of Washington, Wyoming, Alaska, Montana, and Idaho), and then developing and delivering CME activities based upon those identified needs. These efforts continue today with emphasis on providing high quality CME activities which embrace quality improvement principles, outcomes measurement, and evidence-based practice and are dedicated to improving the general health and wellbeing of the public.
The CME program is a self-sustaining unit at the University of Washington and does not receive public monies in support of its educational efforts. Fees for the CME courses and activities planned and conducted by the CME program cover the costs involved with running the program.
The CME program has an outstanding opportunity for an Education Coordinator. The CME Education Coordinator manages the many aspects of the planning and coordination process for the CME program. This position reports directly to the CME Executive Director and exercises independent judgment and discretion in work for the CME office related to the planning consultation, course administration and logistics, documentation and interpretation of federal, state, university, and ACCME laws, standards, policies and procedures related to CME programs and courses, financial management, special projects and other duties as required by the Office of Continuing Medical Education.
RESPONSIBILITIES
CME Activity Administration:
Exercise independent judgement and discretion in all aspects of planning, organizing, execution, and post-course follow through of CME activities.
Specific responsibilities included facilitation and administration of the following:
Development of planning timeline to meet all critical suspense’s throughout the planning and execution phases for each activities
Development of contracts with both internal and external agencies. Planning areas include:
- Conference location and room(s)
- Catering
- Audio/visual support
- Course promotional communications, advertising (journals, websites)
- Syllabus and print materials
Communication with course chair and faculty to include coordination and facilitation to include:
- Correspondence with course guest faculty to confirm participation and attendance
- Receipt of syllabi and PowerPoint presentation materials. Coordinate for additional course materials as required
- Manage final arrangements for payment of honoraria and travel (to include airfare, hotel, per diem, other transportation requirements and incidental expense reimbursements and ACCME required forms)
Activity promotion coordination to include:
- Identify advertising requirements
- Identify mailing lists to be used for promotional correspondence
- Coordinate the design, production, and mailing of promotional materials
Development of proposals and grant requests for commercial/industry support of CME programs and activities. Work with CME Executive Director to explore innovative funding options for CME programs and activities.
Administer course activities on course date(s) to include:
- Course evaluations
- Follow up correspondence to faculty and vendors
- Follow through on all financial accounting
Maintain documentation on all facets of course planning and communication
CME Education and Course Planning Consultation:
Works independently (and concurrently with the CME Executive Director) with SoM department chairs, CME course chairs, SoM Faculty and department administrators and coordinators in determining the needs and requirements for planning, executing and evaluating CME events and activities.
Specific education and course planning consulting responsibilities include the following:
Meets and consults with course chair / department chair / department administrator to review and assess the following requirements:
- Course description
- Course objective
- Catering and logistics
- Course venue / location
- Target audience
- Needs assessment
- Course schedule
- Internal and external marketing plan
- Advertising
- Commercial / industry support
Draft pro-forma budget
Review and assist with the completion of the CME Planning and Application forms. Advise and troubleshoot problem areas as appropriate.
Interpretation and application of Federal, State, University, and ACCME laws, standards, policies and procedures related to CME activities:
Specific law, standards, policy and procedure interpretation and application responsibilities related to accrediting and supporting CME activities to include:
Confer regularly with off-campus organizations, hospitals and health care agencies as well as departmental chairs course chairs department administrators, conference registrants, students, and staff regarding interpretation and implementation of the following:
- ACCME standards
- Industry/commercial support guidelines
- Federal, state, and University of Washington policies and procedures
Participate in national organizations keep current on developments with standards governing the conduct of CME courses and activities
Manage course documentation to meet legal and accreditation standards
Financial Management of CME Major Courses:
Develop and/or assist CME Executive Director with drafting preliminary course budget for review with course Chair/Department Chair/Department Administrator approval
Work with Manager of CME Operations to prepare course purchasing paperwork
Work with CME Executive Director and Major Course Chair to plan and solicit commercial and industrial support for Major Courses
Monitor course revenue and expenses
Provide information as required to the CME Executive Director and Manger of CME Operations for final course settlement reports
Special Projects and Other Duties as Assigned:
Work with CME Executive Director, Manager of CME Operations and CME Advisory Committee with development of strategic planning for the Office of CME
Develop / update written policies and procedures for administration of CME activities
Implement performance improvement approach toward continues improvement of Major courses
Assist CME Executive Director with ACCME accreditation planning and documentation requirements and activities
MINIMUM REQUIREMENTS
Bachelor’s Degree in Health, Adult Education, Psychology, Marketing, Communications, Public Administration or similar
Five years’ experience as a conference planner or project manager at a university, non-profit or large corporation setting
Ability to work independently in a very challenging, high volume setting where deadlines and priorities constantly change
Proven administrative, financial, and problem-solving skills
Strong analytical skills. Able to research topics/issues quickly and efficiently given limited guidance and direction
Excellent oral and written communication skills. Experience with group facilitation. Previous experience with business writing and report preparation
Ability to interpret and communicate to others complex standards, policies, and procedures.
Ability to problem solve and exercise independent judgment while handling multiple tasks with minimal supervision.
Ability to work independently with a high degree of reliability, accuracy and productivity
Organizational skills and attention to detail are essential. Demonstrated experience in complex records organization.
Understanding and experience working in a continuous quality improvement (CQI) environment.
Proven ability to maintain harmonious working relationships and effectively address sensitive administrative issues.
Advanced proficiency with Microsoft Office (Word, Excel, Access, PowerPoint, Adobe, In Design)
DESIRED REQUIREMENTS
Master’s degree in Health, Adult Education, Psychology, Marketing Communications, Public Administration, or similar
Experience in educational design and programming in a continuing education or similar environment
Experience in the development and implementation of CME programs and mastery of ACCME/AMA guidelines for medical education and communications
Experience in writing health education materials and grant proposals
CONDITIONS OF EMPLOYMENT
The CME Program Education Coordinator position’s work schedule is flexible to meet the demands required to plan and coordinate the CME activities held throughout the fiscal year. Course dates and planning requirements require this position to work more than 40-hours per week and requires some work during evenings and weekends. Some travel is required to facilitate courses held outside the greater Seattle region.
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. |
