Program Coordinator, DAID Fellowships, Department of Medicine, Division of Allergy & Infectious Diseases

Job Description

The Division of Allergy and Infectious Diseases has an outstanding opportunity for a Program Coordinator to join their team.

About this Opportunity

Reporting to the Program Manager of Education & Fellowships, the Program Coordinator is a member of the AID fellowship team and will provide support to three fellowship programs and two training grants within the Division of Allergy and Infectious Diseases.

Key Responsibilities

Fellowship Programs Support (45%)

• Provide program support for the annual fellowship interview process (100-150 applicants). Assist fellowship program managers to create interview agendas, applicant packet, reserve meeting rooms, organize meals, and send communications to Interview Committee members meeting.
• Assist with planning and organizing fellowship graduations and orientations. Assist with all the event planning details, creation of documents, sending communications and assistance with onboarding logistics.
• Management of various fellowship schedules in several UW systems to include Amion/MedHub/OneDrive and Infinity OnCall systems. Create new schedules at the beginning of each academic year and update schedule changes throughout the year. Communicate with fellows to ensure timely and accurate tracking of fellow activity, vacation and sick time, and other modifications to fellow schedules.
• Coordinate weekly CME accredited Conference and ID Conference - schedule, reserve rooms, contact participants, faculty and fellows, maintaining online conference recordings. Send weekly reminders. Coordinates with speakers for receipt of presentation materials. Attend the ID Conference and manage food purchasing and setup.
• Primary contact for inpatient teams; sends service reminders and documentation to incoming teams.
• Maintain fellowship websites and program databases.
• Assist with collecting fellow evaluations. Set-up and send out evaluations throughout the year. Annually enter new fellow information. Aggregate MedHub evaluations for fellow evaluation meetings.
• Manage Duty Hours for fellowship program through Medhub. Set up and send out reminders. Reports to programs leadership.
• Assist with event planning and preparation for fellowship-related events such as, Fellows’ Day, AID Retreat, AID Picnic, etc.
• Assist in collecting data for annual surveys for the different accrediting institutions (ACGME).
• Assist with fellowship related purchases and reimbursements. Point person for white coat orders and cleaning.
• Schedule fellowship meetings, and take meeting minutes as needed, annual Curriculum Committee meeting, Semiannual Clinical Competency Committee meetings and other meetings called by the Program Directors or Program Managers.
• Attend Division, Graduate Medical Education and Department of Medicine meetings as needed.
• Coordinate and manage student rotations at AID sites, ensuring effective scheduling, communication and support.

Training Grant Program Support (35%)

• Assist with annual progress reports.
• Assist with preparing and sending TG appointment/re-appointment letters.
• Collect Individual Development Plans (IDP) and schedule IDP and exit meetings with PI/Director.
• Assist with tracking completion of curriculum requirements.
• Send out new trainee RFA’s and manage applicant process.
• Maintain training grant websites.
• Maintain trainee files.
• Collect and process tuition exemption and tuition statement for trainees.
• Available to work occasionally early mornings/alternate schedule to meet programmatic needs.
• Provide assistance with scheduling recurring meetings for this program.
• Assist with event planning and coordination.
• Coordinate exit interview scheduling and gather necessary documentation.

Program Operations Support (20%)

• Answer phones/emails throughout the day and respond accordingly, this includes fellowship, AI Teaching Series, and training grants.
• Fax, file, copy, scan and mail - ongoing, as needed. Distribute incoming mail to mailboxes; forward mail when necessary to AID faculty and fellows in other locations. Maintains office supplies and provides office support.
• Collate purchasing or fiscal related documents and send to AID central fiscal group.

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 Requirements:

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

• High school graduation or equivalent AND two years of experience in the program specialty, administrative or clerical work
• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Additional Qualifications:

• Proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint, with demonstrable Excel experience using basic functions.
• Demonstrated capacity to manage multiple tasks and competing priorities simultaneously.
• Strong organizational and communication skills.
• Aptitude for quickly learning new computer software programs.
• Sound judgment and discretion in handling sensitive information.
• Clear and effective verbal and written communication skills.
• Flexibility to work non-standard hours, including Wednesday evening ID Conference and occasional program events throughout the year, such as Graduation and Kirby Breakfast.

Preferred Qualifications:

• Previous experience with GME or fellowship program  
• Working knowledge of MedHub software
• Administrative experience

About the Team

The University of Washington Infectious Diseases Fellowship Training Program is one of the longest-standing ID fellowship programs in the country, with fellows training at UW since 1960. The program provides broad-based clinical training and clinical investigation experiences designed to prepare fellows for leadership in infectious diseases. Fellows train across four hospitals and have access to extensive opportunities in research, public health, global health, and graduate education.

The fellowship team includes program leadership, faculty, program administration, and staff who work together to support recruitment, onboarding, scheduling, educational activities, evaluations, and overall fellow experience. The Program Coordinator is an important part of this team and helps ensure the day-to-day coordination that keeps the fellowship and related training programs running smoothly.

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.

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.