Program Coordinator - Department of Medicine, Division of Cardiology

Hybrid (telework 2 days or less per week)

Seattle, WA

Full time

REQ-0000137830

Job Description

The Division of Cardiology has an outstanding opportunity for a Program Coordinator to join the Harborview Medical Center Cardiology Program (HMC CARDS).

About this Opportunity:

Reporting to the Administrative Operations Manager, the Program Coordinator provides administrative and financial support to the HMC CARDS Program. The HMC CARDS Program is composed of the Section Head and 8-13 additional faculty. This position will maintain dynamic communication with UW Medicine Medical Training Programs, HMC Cardiac Services, clinic, fiscal and administrative staff, HMC, and numerous university departments. The Program Coordinator is an active member of the Cardiology Administrative Team.

Key Responsibilities:

HMC CARDS Program Support: 85%

• Programmatic Support (HMC CARDS Program) for cardiology faculty and liaison to UW Cardiology, HMC, and external customers and staff.

• Coordinate the day-to-day activities of the Section Head. Facilitate appointments and meetings. Transcribe and prepare confidential correspondence and obtain data needed for reports. Organize meetings, conferences and itineraries.

• Assist with managing communications and scheduling of Medical Trainees from thirteen programs.

• Build monthly multiple On-call schedules, route, add to calendars, and update.

• Enter schedules into HMC Infinity (online) and update. Manage call schedules, calendars and schedule meetings for multiple Attendings, update as required. Support HMC Cardiology Conference twice monthly, prepare and tabulate evaluations.

• Record and monitor faculty professional development spending, assure compliance with State, UW, Divisional, and Programmatic spending guidelines and regulations.

• Assist Budget Analysts with the collection of faculty bio-sketches and for grant submissions.

• Assist with the coordination and execution of faculty recruitment and fellowship interviews.

• Arrange faculty and guest itineraries and tracking reimbursements.

• Monitor faculty membership, medical and DEA license renewal deadlines; entering into databases, processing renewals prior to deadlines.

• Maintain CV, Biosketches, and Other Support Documentation under deadlines.

• Create drafts of letters, memos, forms etc. for review.Maintains records and archived documents as required.

• Process ARIBA reimbursements, invoice payments, and purchases.Assist with special reporting as requested.

Divisional Support as assigned - 15%

• Collaboratively document and organize information in electronic and hardcopy format to facilitate workflow of administrative, fiscal and compliance management.

• Analyze and improve program workflow to facilitate effective and efficient operations.

• Serve as an essential member of the Division Faculty Support Team, attending team meetings, contributing to Division policies and procedures, operational decision making, and serving as a peer resource.

Other duties as assigned.

Required Qualifications:

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications:

• High school graduation or equivalent AND two years of experience in an academic medical setting.

• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Compensation, Benefits and Position Details

Pay Range Minimum:

$47,256.00 annual

Pay Range Maximum:

$63,156.00 annual

Other Compensation:

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

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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.