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 Division of Allergy and Infectious Diseases in the Department of Medicine has an outstanding opportunity for a full-time Continuing Education Coordinator.
The purpose of the Continuing Education Coordinator (CEC) position is to coordinate and execute program and technology activities for the University of Washington STD Clinical Prevention Training Center (PTC). The CEC will work closely with the PI/Medical Director, Program Director, regional staff, and partnering agencies to enact the vision and mission of the PTCs program. The UW PTC is funded by the Centers for Disease Control and Prevention to provide clinical and laboratory-based training and to serve as a consultative and educational resource with expertise in STD prevention to health care providers in AK, ID, MN, MT, ND, OR, SD and WA. Our goal is to improve patient outcomes in the US in the area of sexual health and sexually transmitted infections and to ensure providers are aware of recommendations in the CDC STD Treatment Guidelines. The UW PTC is situated in the University of Washington Department of Medicine (Division of Allergy and Infectious Diseases), and is led by its Principal Investigator, Christine Johnston, MD, MPH.
The Continuing Education Coordinator (CEC) will perform work using knowledge and experience specific to the program. They will exercise independent judgement in interpreting and applying rules and regulations, and will independently and pro-actively advise program participants, program faculty, and other clients regarding program content, policies, procedures and activities. The CEC will have responsibility (shared with the Manager of Program Operations [MPO]) for administrative and operational components of our Continuing Education Program including budgeting, purchasing, web and social media development, training event planning and development and data management.
This position requires the ability to work independently and as part of a team, multitask, prioritize activities and interact with clinical faculty in-person and by email. Must also be able to interact with healthcare professionals and internal and external staff to implement program related activities. The CEC serves as the primary point of contact with respect to operational matters, and provides technical/professional and programmatic guidance, consultation and support to client constituencies as appropriate. This position requires excellent judgment, ability to perform activities independently, and an ability to take initiative in improving program processes.
Duties & Responsibilities:
Oversees administrative aspects of the program.
Responsible for planning, developing and executing the PTC training courses including date-setting, venue identification, faculty assignment of topics, marketing, registration, participant communications, technology review and technical assistance, and onsite facilitation of all trainings.
Designs advertising fliers, website, PowerPoint templates and other marketing materials for available resources.
Prepare and ship course and resource materials to trainings.
Maintain adequate stock of requisite educational materials; order as needed.
Prepare PowerPoint slide presentations for use at trainings/for posting on website.
Refer callers/online inquiries to appropriate PTC personnel.
Serve as the point of contact for program participants, and for distribution of program-wide communications.
Triage and follow up on consultation requests that come in through the National STD Clinical Consultation Network (STD CCN), for response between 1 and 5 business days.
Provide administrative support to office staff, including room reservations and meeting scheduling and minutes, as needed.
Maintain PTC listservs, directories and other information dissemination resources.
Assist in grant writing and reporting activities to funder.
Training & Training Planning:
Contributes to design and creation of yearly training calendar and agenda.
Find and organize venues and catering.
Liaise with regional contacts about dates, locations, topics, and announcements.
Assist with and/or triage participant technical issues with the registration website and registration process.
Create training course marketing fliers; will distribute to mailing lists and regional collaborators for dissemination.
Provide onsite set up of training facilities, to include; arranging furniture, connecting audio-visual components, distributing course materials, introduce the training and the faculty, assist trainer as needed throughout day, disseminate and collect evaluations.
Several times a year will be required to travel to facilitate trainings, including overnight and tracking systems to respond to user needs.
Budget and budget related:
Intake and digitally file budget related documents.
Monitor budget status in line with program activities.
Perform monthly reconciliation of budgets, staff ProCards and CTA.
Maintain program budgets and seek advice on corrective action.
Process and deposit income from course participants, including checks and credit cards via PayPal.
Collect student data obtained from online registrations into local database; check for errors and inconsistencies, duplicates.
Create and disseminate reports on various PTC data from multiple data sources.
Prepare and distribute for review syntheses of course evaluations after each training.
Contributes to marketing strategy and execution by coordinating and implementing social media and multimedia efforts (Twitter, webinars, etc.).
Maintain and update the UW PTC website as necessary with updates and new resources.
Manage faculty slide sets posted to website for student access and use.
Continuing education coordination:
Coordinate Continuing Education process (applications, tracking) for both Continuing Medical Education credits and Continuing Nursing Education credits for UW PTC course offerings, including webinars and Grand Rounds.
Participate in the communication, evaluation and tracking systems to respond to user needs.
Interface directly with travelers to ascertain travel requirements.
Using eTravel, will book and purchase airline tickets for individual travelers.
Reserve hotel rooms and follow up on necessary changes/cancellations.
Prepare Expense Reports for traveler reimbursement, for approval by MPO.
Register travelers for conferences.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Bachelor's Degree in Education, Public Administration, Social Sciences, Communications, or a related field. Equivalent experience can substitute degree requirement. And at least 3 year's experience in:
Demonstrated experience with the coordination of events, trainings, or projects, preferably related to health care delivery, STD or other public health area.
Demonstrated experience and competency managing multiple projects.
High level of comfort with topics and issues regarding sexuality, reproductive and sexual health, and sexually transmitted disease.
Excellent and professional oral and written communication skills.
Must be willing to travel.
Highly competent using MS programs, particularly Outlook, Word, Excel and PowerPoint. Experience with Macintosh operating systems.
Attention to detail and ability to prioritize multiple tasks.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience with UW travel policies and UW financial accounting and purchasing systems
CONDITIONS OF EMPLOYMENT
This is an office-based position with occasional travel including overnights.
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.