PROGRAM COORDINATOR (SOM Registration & Scheduling) (Fixed Duration/Temporary)
University of Washington
Location: Seattle, Washington
Type: Full Time
Internal Number: 217170
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 School of Medicine’s Office of Registrar has an outstanding opportunity open for a Temporary Program Coordinator.
The Program Coordinator is responsible for providing complex administrative program support within the UW School of Medicine's Office of Registrar. This position’s key responsibilities include coordinating clinical clerkship grades, auditing graduation requirements, and completing enrollment verification and M.D. degrees certifications for graduates. The Program Coordinator will exercise independent judgment in interpreting and applying Registration & Scheduling policies and procedures to implement the school’s registration programs, using a high degree of diplomacy and discretion in working with confidential and privileged student information. The UW School of Medicine is a regional medical school distributed across the five state WWAMI (Washington, Wyoming, Alaska, Montana and Idaho) region including six Foundations Phase campuses and over 200 clinical training sites.
RESPONSIBILITIES • Certifies medical degrees for purposes of licensure, medical staff privileges, and other agencies requiring certification of education and graduation. Preserves records of former students for certification purposes. • Evaluate and review various audit reports including AADM clinical degree, UW SDB, DARS, and E*Value for degree requirements. Maintain accuracy and completeness of transcript information. Investigate deficient degree requirements and advise students of proper procedures in correcting the deficiencies. • Produce and draft correspondence, forms, and certification documents required for current students. Proofread and correct outgoing communications to students, staff, and faculty. Advise students, staff and faculty on policies and procedures, responding to inquiries via phone, fax, and email. • Assist with the development and maintenance of new and existing communications process and intranet page for the Registration Office. Assist with editing websites and executing plans for more robust digital communications. • Coordinate USMLE Step 1 and 2CK exam registration for medical students, organizing efforts with site administrators across the WWAMI region. Ensure accurate data entry of exam scores into E*Value. • Obtain and print third- and fourth-year clinical clerkship grades for student files using the E*Value system and collaborate with departmental clerkship coordinators to ensure timely submission of grades. Audit AADB transcript audit report for overdue grades. Submit late and updated clinical grades to the UW Registrar’s Office. • Advise Explore and Focus Phase students of policies and procedures for Away Rotations (697), WWAMI Special Electives (699) and Global Health Clinical Electives (CONJ 625 and 626). Verify student enrollment information for away rotation applications in the AAMC Visiting Student Learning Opportunities (VSLO) and external application systems. Provide support for students to navigate the VSLO program. • Create files for incoming students, file registration-related documentation for current students, and coordinate archival of student files for graduates. • Assist in the coordination of the Student Progress Committee meetings by printing agendas, minutes, and supplemental documentation. Other duties include securing room reservations, ordering refreshments, setting up Zoom conference meetings, and distributing official Student Progress Committee correspondence. • Provide general assistance to the Registration and Scheduling team, including calendaring/meeting setup, triaging incoming correspondence, and submitting supply orders. • Perform other work-related duties as assigned by the Assistant Registrar and Director of Academic Operations and Registrar.
WORKING CONDITIONS This position has a primary worksite at the Health Science Building, University of Washington. A telework arrangement may be available for a day per week on an occasional basis, as long as business needs are met.
MINIMUM REQUIREMENTS High school graduation or equivalent AND two years of experience in the program specialty
Additional requirements • High level of organizational skills with attention to detail and a strong ability to multitask and prioritize. Able to balance the demands of pressing, immediate tasks with the follow-through necessary for long-term projects. Positive team player who can remain flexible in changing situations and take initiative. Able to maintain discretion when dealing with sensitive student situations. • Ability to lift at least 50lbs when moving files for archiving records. • Excellent verbal and written communication skills in order to interact effectively with students, staff, management, faculty, deans, and other members of the UW Medicine community. • Exceptional writing, editing, and proofreading skills. Experience with internet searching for research purposes, including fact-checking and cross-referencing skills. • Ability to operate and troubleshoot office equipment, including printers, copiers, projectors, laptops, telephone/video conference equipment, and fax machines. • Proven ability to maintain confidentiality concerning applicant and student records, sustaining a high degree of tact, discretion, diplomacy, and good judgment. • Ability to interpret and communicate complex policies and procedures to students, staff, and faculty. • Experience with applications in Windows 10 environment. High level of proficiency with: - Outlook (including complex calendaring), - Microsoft Word (including mail merges), - Microsoft Excel (including creating/using formulas, tables, charts, and graphs), - Acrobat Professional (including creating fillable forms), - Adobe Connect, - SharePoint.
Equivalent education and/or experience may substitute for minimum requirements.
PREFERRED QUALIFICATIONS • One year plus experience in a professional medical school. Experience with School of Medicine database systems (e.g. AADM, VSLO, E*Value, etc.). • Previous experience working with students in an administrative setting. • Familiarity with multi-state education programs.
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.
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.