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The Student Affairs unit in the UW School of Medicine Dean's Office has an excellent opportunity for a Program Operations Specialist.
The Program Operations Specialist reports to the Director of Student Affairs in the Dean’s Office, School of Medicine. The position plays an important role in facilitating student programs and initiatives for the financial aid, career advising, and academic support units within Student Affairs. This position is responsible for programmatic management, data collection and analysis, and administrative coordination to ensure operational efficiency for these Student Affairs units. The individual in this position will exercise independent judgment in interpreting and applying UW and School policies and procedures to implement school programs; and use a high degree of diplomacy and discretion in working with confidential and privileged student information. Based in Seattle, this position is the primary contact for these units for the school’s 1,000+ medical students, faculty and administrative personnel across the five-state WWAMI (Washington, Wyoming, Alaska, Montana and Idaho) region including six Foundations campuses and over 200 clinical training sites.
RESPONSIBILITIES
Program Operations
Catalogue communiques to the student body from the financial aid, career advising, and academic support units. Construct a yearly communications calendar, paying attention to key School of Medicine, University of Washington, and national deadlines and ensuring messages are delivered in a timely manner.
Create a quarterly email newsletter series on topics relevant to the students at their varying levels of training, such as budgeting tips, USMLE study tips, and residency application deadlines. Prompt unit directors of upcoming deadlines for submitting content and serve as primary editor for content.
Maintain the financial aid, career advising, and academic support websites, ensuring that the content is accurate and the layout is user-friendly.
Work with unit directors to design a yearly workshop/presentation production calendar, delivering a minimum of one event per cohort per quarter from each unit, in addition to the presentations planned for new student orientations, quarterly class meetings, Transition to Clerkships webinars, and School of Medicine committee meetings.
Arrange workshop details and prepare presentation content for unit directors. Assist unit directors in refining workshop content in order to develop a longitudinal program that progresses over 4 years to help students improve their financial literacy, academic skills, and career development.
Prepare presentations on residency match and USMLE licensing exam trends and performance for various School of Medicine committees.
Work with financial aid, career advising, and academic support units to create informational videos for students on topics such as debt management, residency specialties, and study skills. Schedule recording sessions, arrange logistics, develop scripts and content prompts, and coordinate content specialists. Collaborate with Disability Resources for Students to ensure that videos are universally accessible.
Manage the tutoring and mock interview programs for the medical students. Process HR paperwork for medical student tutors to set them up in the Workday system and for faculty interviewers to receive temporary salary supplements. Approve tutor timesheets. Maintain a database of tutors and mock interviewers, oversee the tutoring and mock interview schedules, and ensure that services are available to students at all sites throughout WWAMI. Compile monthly utilization reports for review with the deans and the directors of academic support and career advising to satisfy internal and external reporting requirements.
Arrange training sessions for tutoring and mock interview staff with the academic support and career advising units. Collaborate with units to develop evaluation methods for tutors/mock interviewers, and maintain appropriate resources and guidelines for the tutoring and mock interview programs.
Prepare student interview materials in advance of mock interview appointments and process post-interview feedback, distributing to the career advising, the departmental career advising, and college faculty personnel as appropriate.
Maintain the residency programs resource library. Catalogue residency program materials, update inventory, keep the library organized and accessible to medical students, collaborate with regional WWAMI partners to develop residency program libraries at larger track and/or clinical sites.
Track all students to ensure regular meetings with career advisors throughout their medical school careers. Follow up with delinquent students to schedule appointments with advising staff. Facilitate the referral process for students in need of career advising support services. Serve as a liaison between the career advising unit and the department career advisors.
Support the work of the financial aid counselors as it relates to programming around debt management and senior loan exit interviews. Administer student satisfaction surveys after students meet for financial appointments, debt management counseling, and budgeting.
Receive scholarship application materials on behalf of the financial aid office. Review applications for completion and notify students of missing application materials. Create application packets for review by financial aid content specialists.
Collect accepted applicant student information pre-matriculation, including UW NetIDs and student ID numbers, in order to determine eligibility for and confer financial aid awards.
Data Tracking and Analysis
Design and administer evaluation and satisfaction surveys for financial aid, career advising, mock interview, academic support, and tutoring programs. Evaluate the efficacy of programming and identify opportunities for improving program quality and student outcomes. Use outcomes data to suggest and implement program and service improvements.
Monitor USMLE licensing exam registration and dates. Follow up with students who are non-compliant with completing the exams by the necessary deadlines and refer them to the academic support specialists, College mentors, curriculum office, Student Progress Committee, and/or associate/assistant deans as appropriate.
Track USMLE licensing exam scores. Provide weekly score updates to regional deans, academic support specialists, and college mentors.
Collaborate with curriculum and the department of biomedical informatics to analyze student academic performance data to identify red flag indicators for identifying students at-risk of postponing the licensing exams beyond the deadline and students at-risk of failing the exams. Refer students who display these indicators to the academic support specialists for proactive academic interventions.
Collect data on students' utilization of financial aid, career advising, and academic support services. Provide monthly reports to the unit directors and associate dean for student affairs consisting of the number and type of in-office appointments, phone consultations, and group presentations. Analyze data for trends in demand and usage to inform future programmatic developments.
Track medical student residency application data, including the number of programs fourth year students apply to, the number of interviews they receive and accept, and their residency match status. Collaborate with IT specialists to develop IT and data visualization resources for students to utilize in their subsequent application processes.
Monitor student enrollment records to determine students’ eligibility for financial aid disbursement. Alert financial aid staff of changes to students’ course loads and registration dates so that aid can be disbursed timely and accurately.
Administrative Support
Demonstrate high levels of customer service when greeting applicants, students, and faculty to the student support offices. Direct clients to the appropriate information resources while maintaining a welcoming and professional demeanor. Monitor shared unit email accounts, and answer and direct phone calls, email inquiries, and walk-ins to the appropriate staff members. Assist with scheduling appointments with unit staff as needed.
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.
Oversee and manage financial aid, career advising, and academic support unit directors and staff travel arrangement, processes, and reimbursements.
Staff committee meetings to include agenda preparation, minute taking and preparation, tracking and monitoring committee projects and materials distribution.
Perform other work-related duties as assigned.
REQUIREMENTS
Bachelor's degree and two years of experience in an academic and/or medical programs setting or similar relevant experience.
Additional Requirements:
Proven administrative and problem-solving skills.
Proficiency in data analysis and survey design.
Computer proficiency with spreadsheets, databases, and word processing
Experience with designing web pages and using information technology.
Exceptional writing, editing, and proofreading skills. Experience with developing, designing, and writing newsletter and presentation content, including editing and proof-reading abilities.
Ability to interpret and communicate to others complex program policies and procedures.
Excellent verbal and written communication skills.
Demonstrated experience working in large, highly structured environments.
Ability to work independently with a high degree of reliability, accuracy and productivity.
Ability to handle confidential information responsibly.
Proven track record in exercising discretion and independent judgment effectively in decision-making processes.
Ability to work across multiple levels of an organization to achieve results.
Evidence of ability to be innovative in the work place.
Effective at dealing with sensitive issues and maintaining collegial relationships.
High level of organizational skills with attention to detail and 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.
Proven ability to maintain confidentiality concerning applicant and student records, sustaining a high degree of tact, discretion, diplomacy, and good judgment.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
CONDITIONS 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 participate in medical student programs, meet project deadlines, and attend meetings.
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, 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.
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