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MEDEX NW has an outstanding opportunity for a full-time Assistant to the Program Director. The Assistant to the Program Director and Associate Program Director serves as the principle assistant to the Program Director and Associate Program Director of the MEDEX Northwest Physician Assistant program. Working in a highly self-directed manner and maintaining a high degree of confidentiality, they provide executive support to the Program Director and Associate Program Director; coordinate the faculty recruitment, process; provide program support to the department Administrator and Associate Program Director; and regularly advise faculty, residents, fellows, staff and students as to department and University rules, policies and procedures.
This position provides direct executive administrative support to the Program Director and Associate Program Director of MEDEX Northwest. MEDEX Northwest is the Physician Assistant program at UW and part of the Department of Family Medicine. There are approximately 130 students in each of the 27 month training programs, which results in a total enrollment between 260 and 390 students per quarter. MEDEX has four training sites across the WWAMI region, located at UW Seattle, UW Tacoma, Gonzaga University in Spokane, and at the Univeristy of Alaska, Anchorage. Each site has unique relationships with the hosting University. This is a relatively large program with 38 faculty located across four training sites and 1650 clinical preceptors. This program has been ranked Number 11 Physician Assistant program in the U.S. by U.S. News and World Report. Accordingly, this is a high profile position that requires a high degree of professionalism by way of representing the program to multiple contacts locally, regionally, and nationally. The assistant to the Program Director and Associate Program Director must be able to function in a self-directed manner; handle a number of complicated tasks simultaneously; be able to maintain a high degree of confidentiality in the daily conduct of their job duties; and function effectively within a high stress work environment. The duties of this position would include, but are not limited to:
Provide executive and program support to the Program Director and Associate Program Director of MEDEX Northwest
Maintain Program Director's and Associate Program Director's calendar, using computerized scheduling program. Schedule multiple departmental meetings required by the Program Director and Associate Program Director. Take and draft minutes. Post minutes to faculty email conference site. Staff department committees. Coordinate complicated meeting schedules for multiple participants both at UW and outside the University including: faculty meetings, Chairman's Advisory Committee, faculty and manager retreats, and other meetings as required. Draft and process Program Director's and Associate Program Director's correspondence. Maintain extensive reading files of a confidential nature. Screen all incoming correspondence for the Program Director and either respond directly or assure it is properly directed to the Associate Program Director, Administrator, or appropriate faculty member for expeditious processing. Act as liaison for the Program Director to the Chair of Family Medicine, and faculty and staff of other departments. This is a high profile position that requires a high degree of professionalism and a thorough working knowledge of the program by way of assuring proper representation of the Program Director and Associate Program Director.
Faculty Recruitment, Appointment, and Promotions
Responsible for coordination of the recruitment of new section-based faculty to include processing of advertising, receipt and handling of applications, coordination of interviews including travel arrangements as required. Advise and inform applicants about the program, Department and University. Once a candidate is selected, coordinate the extensive appointment process, working with Family Medicine HR and including medical staff appointments as required. Coordinate and schedule annual faculty reviews with the Program Director and Associate Program Director. Coordinate and process reappointments and promotions. Requires close working relationship with Family Medicine HR, the Dean's Office, Academic Personnel, the Medical Directors Office, and Risk Management Office.
Provide Executive and Program Support to the Administrator of the MEDEX program
Serve as the Seattle Office Manager. Support the Administrator in serving as office manager for the office suite. Work closely with Administrator to assess office supply, equipment, and facility needs. Coordinate processing of medical license renewals for faculty. Assist Administrator with grants preparation as required. Assist Administrator with preparation of a variety of reports as required, including collections of materials and statistical information.
Travel & Purchasing
Coordinate and process all travel related to the Program Director and Associate Program Director. The Program Director and Associate Program Director travel extensively within the region, nationally, and on occasion internationally. Coordinate travel for faculty applicants, visiting faculty, and faculty traveling on behalf of the Program Director and Associate Program Director. Coordinate purchasing activities for the Program Director and Associate Program Director.
ReportsResponsible for preparation of Department annual reports, including collection of materials and statistical information department-wide, preparation, printing, and distribution of reports to a large constituency both on and off-campus. In a typical year prepare a number of reports as required, involving multiple input and multiple drafts. Exhibit strong working knowledge of report materials to be able to represent the Department and respond to inquiries from UW personnel and visitors about the Department.
Process, coordinate and research licensing and credentialing documents for MEDEX graduates. Manage and process verifications of training for all MEDEX graduating students and prior graduates. Research and retrieve accurate information on individuals utilizing both electronic and historical files. Reconcile all paper and electronic records and update each record. Prepare documents for Director's signature. As required, contact state licensing boards to ensure that correct information is provided and to ensure documents are received in a timely manner. Provide oversight of all graduate records facilitating faculty access to records and file student support letters, recommendation letters, etc. Maintain contact with alumni and provide updates to the School of Medicine magazine. Plan and implement alumni events including annual alumni receptions at the Washington Acadamy of Physician Assistants (WAPA) and American Academy of Physican Assistants (AAPA) annual conferences.
Other related Duties
Development activities. Assist with collection and processing of gifts. Coordinate combined fund drive at the department level. Assist with coordination of department newsletters and/or large informational mailings. Compile and maintain key documents files. Supervise hourly and/or temporary staff as required to assist with a variety of projects for the Program Director, the Associate Program Director and the Program. Provide a variety of other support duties and tasks as required.
The Assistant to the Program Director and Associate Program Director is the principle support person to the Program Director and Associate Program Director of MEDEX Northwest. As such this is a high visibility position that must represent the Program Director and the program as a whole in a consistently professional manner to multiple constituencies locally, regionally and nationally. They frequently and regularly advise faculty, and staff on behalf of the Program Director and Associate Program Director as to departmental and University policies and procedures. They are responsible for overall coordination of faculty recruitment, appointment and promotions, including assurance that the complex processing rules and regulations are stringently adhered to. They advise and council faculty on promotion criteria. They have principal responsibility to assure faculty comply with and submit in a timely fashion required licensure, dues, compliance, and certification documents. They are responsible for coordination of the preparation and submittal of a number of reports required by the section, the Department and the University annually. They maintain the extensive minutes and reading files that provide a critical historical perspective of section operations.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.