Req #: 239308

Department: SCHOOL OF MEDICINE

Job Location Detail: Hybrid Eligible

Posting Date: 09/30/2024

Closing Info: Open Until Filled

Salary: $5,114 - $5,500 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf)

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 has an outstanding opportunity for a Career Advising Program Operations Specialist to join their team.

The Career Advising Program Operations Specialist (Specialist) plays an important role in facilitating student programs and initiatives for the School of Medicine career advising unit. The Specialist is responsible for programmatic management, data collection and analysis, and administrative coordination for the career advising unit, and provides administrative support for an assistant dean within Student Affairs. This position works collaboratively with School of Medicine and regional WWAMI partners to support students throughout their medical school training.

The Specialist has frequent contact with medical students and works closely with student affairs administrative leadership. This position must be service-oriented and customer-focused, and able to address issues in a prompt and professional manner. The Specialist must be able to multitask, prioritize responsibilities and competing tasks from students and administration, and work independently under pressure of frequent deadlines and changing priorities. It requires a high degree of independent decision-making and problem-solving skills, data collection and analysis skills, and the ability to work effectively with faculty, students and staff. This position analyzes student data, plans and projects future student program needs, and assists in meeting student program goals.

The Specialist impacts the scope and quality of the School of Medicine medical education program provided to over 1,100 enrolled medical students. The position is integral in ensuring that career advising services and the assistant dean are accessible and provide timely and quality services to all students across the WWAMI region. This position provides critical assistance and services towards fulfilling the national standards for services as required by the Liaison Committee on Medical Education.

DUTIES AND RESPONSIBILITIES Program Operations (55%):

• Manage career advising communications to the student body. Adhere to a yearly communications calendar, paying attention to key school, university, and national deadlines to ensure messages are delivered in a clear and timely manner.

• Monitor departmental email inboxes and respond to inquiries in a timely fashion.

• Create bi/monthly newsletters for the longitudinal student career planning program.

• Maintain the career advising website and serve as the point of contact for all website questions and projects.

• Coordinate live and recorded workshops for medical students. Arrange workshop details, support the preparation of presentation content, and maintain video and resource libraries. Track and upload student interest group videos to the Mediasite library. Collaborate with Disability Resources for Students to ensure that programs and materials are universally accessible.

• Manage the career advising mock interview program. Establish project plans, partner with student affairs deans on physician interviewer recruitment, communicate program details to students and physicians, and collect and distribute interview materials for faculty interviewers. Update and maintain appropriate resources for students and mock interviewers.

• Manage the annual update process for the online Specialty Guides, the Residents in Medicine Directory, the BIPOC Physicians Directory, and Residency Interviews & Match data.

• Coordinate the personal statement submission and review process with School of Medicine career advisors.

• Schedule and coordinate monthly Specialty Career Advisors meetings. Send meeting invitations, manage communications, prepare meeting agendas and documents, invite guest attendees, and take meeting minutes.

• Provide administrative assistance with the residency application and match programs. Coordinate the Supplemental Offer and Acceptance Program (SOAP) for unmatched applicants and advisors.

• Manage and maintain the Career Advising office’s project management platform, career advising software, and communications systems. Troubleshoot issues on behalf of the department and serve as the point of contact for vendors.

• Assist with student affairs events, programs, and exam proctoring as needed.

• Complete special projects or additional duties as required by the director of career advising and/or the assistant dean of student development.Data Tracking and Reporting (20%):

• Collect and analyze data on students' utilization of career advising services and trends. Provide quarterly reports to unit directors. Prepare reports as needed for accreditation and quality improvement purposes.

• Design and administer all student and partner surveys. Create spreadsheets for use in residency application and career advising. Evaluate the accessibility, quality, and efficacy of programming and identify opportunities for program enhancement and improving student outcomes.

• Track residency application, interview, and Match data. Generate reports and prepare presentations for deans, committees, and specialty advisors.Administrative Support (25%):

• Provide executive-level administrative support to the assistant dean for student development. Manage the day-to-day administrative affairs, including managing confidential calendars, setting scheduling priorities, resolving appointment conflicts, coordinating travel, preparing letters and meeting documents, and managing reimbursements.

• Manage communications for the assistant dean, including triaging incoming communications and producing general correspondence, memos, reports, mail merges, newsletters, and emails.

• Provide administrative support for projects and committees overseen by the assistant dean, including coordinating meeting logistics, distributing agendas, minute-taking, monitoring projects, distributing materials, and communicating outcomes to stakeholders.

• Assist telephone, email, and walk-in inquiries as appropriate. Manage shared unit email inboxes, triage program inquiries, follow up to assure timely responses.

• Demonstrate high levels of customer service when greeting applicants, students, and faculty. Direct clients to the appropriate information resources while maintaining a welcoming and professional demeanor.

• Accurately maintain electronic records and databases using Excel and other software programs.

• Administer, maintain, and file administrative, student, financial, and electronic database records to ensure compliance with federal, state, and University policies and procedures. Maintain a high level of confidentiality and discretion.

• Initiate, allocate, and monitor spending, purchase order requests, reimbursements, expense reports, pro-card purchases, supply order requests, and other purchasing and reimbursement requests. Maintain purchasing records and resolve problems including UW purchasing and vendor inquiries, unpaid invoices and order status. MINIMUM REQUIREMENTS

• Bachelor’s degree in a related field and at least two years of previous experience in student programs, program operations, administrative support or related field. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Excellent oral and written communication skills and excellent interpersonal skills; ability to manage multiple stakeholder relationships and communicate effectively with diverse audiences.

• Ability to work effectively both on a team and individually.

• Excellent organizational skills, time management skills and attention to detail. 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.

• Ability to work independently with a high degree of reliability, accuracy and productivity.

• Proficient with spreadsheets and databases.

• Proficient in Microsoft Office suite and Wordpress, and a willingness to work with new software and technology.

• Strong goal and results orientation, strategic thinking, problem solving, sound judgment and discretion with access to sensitive information.

• Experience with writing, editing, and proofreading.

• Effective at dealing with sensitive issues and maintaining collegial relationships. DESIRED QUALIFICATIONS

• Experience with supporting senior-level staff and schedule management.

• Experience with data analysis and survey design.

• Experience with designing webpages and newsletter content.

• Experience with Asana, 12Twenty, and/or Microsoft Teams.

• Experience and/or familiarity with medical school programs.

• Experience working with underrepresented students in a university or similar setting. CONDITITONS OF EMPLOYMENT

• The position may require the employee to work beyond a normal work week (e.g. more than 40 hours a week) and intermittently requires evening and weekend time to meet project deadlines and attend and give presentations at events and/or meetings.

• Telework may be permissible in a limited capacity. Application Process: The application process 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 access 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.

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.