PROGRAM COORDINATOR

Posted on: 07-05-2025

Description:

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 PROGRAM COORDINATOR
 
 PROGRAM COORDINATOR
 Req #: 245731
 Department: DEPARTMENT OF MEDICINE: CARDIOLOGY
 Appointing Department Web Address:
 Job Location: Seattle Campus
 Job Location Detail: Hybrid: 3 days on site and 2 days remote.
 Posting Date: 05/01/2025
 Closing Info: Closes On 05/13/2025
 Salary: $3,749 - $5,010 per month
 Other Compensation:
 Union Position: Yes
 Shift: First Shift
 Benefits: 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,
 
 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 purpose of this position is to provide administrative and financial support to the Advanced Heart Failure/Transplant Cardiology Program (AHFTC) and Mechanical Circulatory Support Program (MCS). The AHFTC and MCS Programs are led by nationally recognized cardiologists who specialize in advanced heart failure, and cardiac surgeons with advanced training in device therapies and heart transplant.
 
 The programs offer expert heart failure management; heart transplantation; multiple organ transplant; mechanical circulatory support (MCS) implant- total artificial heart and ventricular assist devices; multidisciplinary care including social worker, nutrition, transplant and anticoagulation pharmacy, infectious disease, pulmonology, gastroenterology, nephrology, hepatology, financial counseling, palliative care; and more.
 
 The Division of Cardiology has an outstanding opportunity for a Program Coordinator (NE S SEIU 925 Non Supv) for the Advanced Heart Failure/Transplant Cardiology (AHFTC) and Mechanical Circulatory Support (MCS) Programs. This position will maintain dynamic communication with principal investigators, research, clinic, fiscal and administrative staff, steering committee members, the Regional Heart Center, numerous university departments, industry sponsors and federal agencies. The Program Coordinator is an active member of the Cardiology Administrative Team.
 
 Work of this position is evaluated in terms of adherence to program goals, budgetary limitations, and compliance with laws, regulation and general institutional policies. The Department of Medicine is committed to the goals and mission of the School of Medicine and the University. This position supports the teaching and research activities by assisting the Division of Cardiology.
 
 DUTIES AND RESPONSIBILITIES
 
Programmatic Support

• Liaison with cardiology faculty (4 Program Directors, 6 Clinicians, 6 Teaching Associates and Regional Heart Center RN's), external customers, outside vendors and staff.

Advanced Heart Failure/Transplant Cardiology Program (AHFTC) and Mechanical Circulatory Support Program (MCS)

• Perform complex faculty calendaring and scheduling for inpatient services- Cards B (Cardiac Transplant), MCS, Cardiac Surgery and the Critical Care Unit.
• Manages two MCS PA Student Rotation programs.
• Assist with the coordination and execution of faculty/fellow recruitment for the program as necessary.
• Fellowship program support.
• Monitor and update program materials and website.

Adult Congenital Heart Disease (ACHD) Program

• Coordinates the ACHD CME event series.
• Coordinates Seattle Children's Fellow rotations at UWMC- on boards and is the point of contact.
• Applies for out of state licenses for outreach clinics.
• Assist with the coordination and execution of faculty/fellow recruitment for the program as necessary.
• Fellowship program support.
• Monitor and update program materials and website.

Compliance Related Activities

• In collaboration with Division Administration, Department of Medicine, and School of Medicine to process, track and manage site of practice contracts.
• Process credentialing, licensing, and privileges for faculty practicing at outreach clinics and/or performing surgical demonstrations at outside institutions as well as outside faculty invited to the University of Washington Medical Center.
• Proactively process Requests for Outside Work forms; assisting with check deposits for honorarium and other earned revenue from outside work agreements.
• Monitor faculty medical and DEA license renewal deadlines; processing renewals prior to deadlines.

Faculty Administrative Support

• Coordinate meetings, conferences, retreats and industry training events.
• Arrange faculty and guest travel in compliance with UW policies and regulations.
• Maintain CV, Biosketch, and Other Support Documentation.
• Proofread and submit research manuscripts, abstracts, and review articles for faculty.
• Acquires copyright and publication permissions to assist faculty with book chapters.
• Creates drafts of letters, memos, forms etc. for review.
• Maintains records and archived documents as required. Assists with photocopying, printing, scanning and faxing documents.
• Coordinates catering for various events and candidate recruitments.
• Process incoming and outgoing mail.

Fiscal Responsibilities

• Process ARIBA reimbursements, invoice payments, and purchases.
• Meet with the faculty and Budget Analysts on a regularly scheduled basis to review individual PI financial portfolios.
• Assist with special reporting as requested.

Division Support

• 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.
• Serves 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.
• Participates in Division-wide workgroups and projects.
• Assume duties of Program Coordinator for the Electrophysiology Program (EP) and Adult Congenital Heart Disease (ACHD) when absent.
• Provides coverage for the Program Operations Specialist for the Cardiology Inpatient Services and Cardiology ICU scheduling when absent. Duties include but are not limited to: Managing the complex Infinity on-call paging schedule for all Cardiology inpatient services.
• Provides coverage for the Front Desk Administrative Coordinator when assigned.
• Other duties as assigned.

MINIMUM REQUIREMENTS

• High school graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience.

#UWDeptMedicineJobs
 
 Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
 
 All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
 
 To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or .
 
 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

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