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Job Description

EDUCATION COORDINATOR
The University of Washington (UW) is proud to be one of the nation?s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

The Department of Ophthalmology in the School of Medicine has an outstanding opportunity for a EDUCATION COORDINATOR . This position as Education Coordinator reports to the Manager of Education. The Coordinator provides professional administrative and program support in regard to educational programs and operations. This may include but is not limited to: organizing events, scheduling, evaluating and assisting with compliance for medical students, residents and medical fellows.

Job Duties:
MEDICAL STUDENT EDUCATION: 35%:
The Education Coordinator is the liaison for the WWAMI region Clerkship Coordinators and Preceptors, serving as the main point of contact for the preceptorship and any education-related programs for medical students.

Program Coordination: 20%:
Advise students on available clerkship opportunities

Independently manage day-to-day operations of the clerkship including coordinating all student requests, questions and correspondence for WWAMI rotations

Ensure faculty, residents, and medical students have the appropriate materials, resources and information to efficiently and effectively participate in the clerkship program

Direct all medical students to the appropriate resources within the education program and provide follow-up as needed

Manage the Clerkship Program events, including: scheduling meetings, room reservations, AV needs;coordinating committees, taking and/or transcribing meeting minutes

Coordinate clerkship activities based on the understanding of the Liaison Committee on Medical Education (LCME) requirements

Attend UW SoM meetings and act as the liaison between the department and the UW SoM

Actively participate in local, regional, and national clerkship coordinators organizations, attend annual meetings

Manage, coordinate, schedule and process the visiting medical students in VSAS

Maintain accurate information for disseminating evaluations for medical students, faculty and residents in E*Value and in VSAS

Provide program support to the Director regarding the Medical Student Program

Maintain department website information regarding the clerkship updating regularly

Market the clerkship program to students, community members, and others as needed

Coordinate the on-boarding of medical students to the VA, SCH, UWMC, and HMC

Manage all of the on-boarding and off-boarding for WWAMI rotations

Maintain the badging privileges of all medical students

Organize on-boarding tasks (Epic, ORCA, etc) for visiting medical students

Coordination of Schedules 10%:
Create individual clinical schedules for students using Epic and the Ophthalmology surgery schedule

Coordinate, maintain and update orientation schedules

Develop EyeSi schedules as well as arrange for availability in WISH lab

Coordinate medical student education sessions, including faculty led case studies

Create, coordinate and disseminate schedules for rotations at all affiliated hospitals

Coordinate Observation Privileges for medical students visiting the clinic and O.R.

Evaluations and Grades 5%:
Collect, organize and disseminate student and course evaluations

Manage student evaluations by compiling data from course evaluations

Maintain correspondence with evaluators on a regular basis to attain evaluations

Enter final grades for clerkship via E*Value and attain final grades for visiting students on their institution forms

EDUCATION PROGRAM RESPONSIBILITIES: 50%:
Provide program support to the Education Manager and provides the following operational support for residents/fellows and general education division needs:

General: 20%:
Serve as main point of contact for Visiting Scholars and Observers

Coordinate onboarding and off-boarding of all visiting scholars and observers

Assist with quarterly CME data-gathering and delivery to CME department and annual renewal of CME accreditation for grand rounds lecture series

Create, distribute, and collect patient evaluations of residents; record conference attendance and deliver evaluations

Onboard Residents and Senior Fellows in accordance with department and GME processes: keys, lab coats, badges, pagers, on call parking, etc.

Independently arrange senior residents? rotation at Madigan Army Medical Center

Oversee and assist residents with the credentialing process at the VA and Seattle Children?s Hospital

Maintain accuracy and distribution of the online Resident Handbook as well as the paperback Resident Survival Guide to the incoming residents

Confirm and process verification requests for past residents and fellows

Actively seek opportunities for process improvement and program materials updates

Create and/or purchase gifts, plaques, award trophies and certificates to recognize faculty, fellows and residents in conjunction with the annual Resident Alumni Dinner

Assist with data-gathering for annual ACGME accreditation activities

Maintain Education webpages and ensure all UW websites are up-to-date with department info

Attend job-related training and program related in-service sessions

Maintain knowledge base on the policies and procedures related to Graduate Medical Education

Communicate with students on a regular basis re: HIPAA, Electronic Health Records compliance training and updates

Coordinate special projects as needed for the Education Department

Event Planning: 20%

Program events: order catering and set up conference room and AV for weekly grand rounds and didactic conferences

Coordinate and staff annual Research Symposium

Working with the Alumni Committee, organize the annual Resident Alumni Day CME events including the facilitation of the event program and course credits

Coordinate the annual Resident/Fellow Graduation event

Assist Program Manager with coordination and execution of all resident and fellow recruitment events

Scheduling and Coordination: 10%

Maintain weekly conference schedules, monthly on-call schedule

Create monthly resident on-call schedules in Excel and maintain online call schedules in HMC and UWMC on-line paging systems and distribute to practice sites

Maintain grand rounds and conference schedules using Medhub

Schedule review meetings between Program Director and residents

Organize multiple resident wet lab sessions, communicate with pharmaceutical company sales representatives, reserve the appropriate space in the lab

Other Administrative Responsibilities: 15%

Distribute mail outgoing and incoming

Update daily conference room calendar

Deliver lab coats to laundry and distribute clean coats to faculty

Participate in department administrative team by providing support as needed for general administrative activities (Update phone tree, Review incoming faxes, etc.)

REQUIREMENTS:
High School graduation or equivalent AND two years of experience in medical education

Must be proficient with Microsoft Outlook , Excel, Word, Publisher and Microsoft Office Suite

Experience in UW clerkship systems including: E*Value, VSAS, Medical Student database

Proficiency with EPIC scheduling and ophthalmology surgical schedule

Experience with medical education programs

Excellent organization skills with the ability to prioritize competing projects and deadlines

Highly organized and flexible in order to effectively manage rapidly changing priorities and demands, often with frequent interruptions and/or little advance notice

High degree of reliability, accuracy and productivity with attention to detail

Demonstrated experience working in a team environment with the ability to work independently within supervisory guidelines

Experience as a program assistant coordinator with increasing responsibilities

Proven ability to problem solve and exercise good judgement in a highly dynamic environment

Solid critical thinking skills and the ability to collaborate closely with others

Ability to develop and maintain collaborative relationships is required. This includes relating to students, a wide range of health care professionals and community members

Excellent verbal and written communication skills

DESIRED:
BA/BS in related field or equivalent

Knowledge of UW policies and procedures

Customer service and interpersonal skills

Experience with web design

Experience with the following programs: SF Match, PubMed, MedHub

Advanced competency with MS Office and Adobe

Valid driver?s license

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 Work Authorization, Criminal Conviction History, 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.

CONDITION OF EMPLOYMENT:
Appointment of the successful candidate to this position may be made contingent upon a satisfactory outcome of a criminal conviction history check .

Will work in shared office space

Must be able to start the workday at 6:30 am (approx.) several days per month

The University of Washington is a leader in environmental stewardship & sustainability , and committed to becoming climate neutral.

The University of Washington is an equal opportunity, affirmative action employer.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu .