PROGRAM COORDINATOR, Family Medicine: MEDEX: Clinical ...

Job Description 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 Department of Family Medicine, MEDEX Northwest Physician Assistant Programu200b, has an outstanding opportunity for a Program Coordinator to join our team. The MEDEX Northwest Physician Assistant Program is affiliated with the University of Washington School of Medicine, Department of Family Medicine. MEDEX has five campuses located at UW Seattle, UW Tacoma, Gonzaga University in Spokane, the University of Alaska in Anchorage, and Kona, Hawaii. The Clinical Office Program Coordinator serves as the MEDEX liaison to over 1500 clinical rotation sites throughout the WWAMI (Washington, Wyoming, Alaska, Montana, Idaho) region and beyond for confirmation of clinical rotations. This position assists faculty in finalizing each individual rotation for over 160 MEDEX Northwest PA students on a yearly basis and assists students with information on clinical rotations sites, confirmations, and on-boarding at sites. The Program Coordinator assists in managing the MEDEX clinical placement database to research data related to clinical sites, preceptors and student placements; and assists in capacity building for four-month Family Medicine preceptorships and one-month clerkships for established sites and preceptors. The Clinical Office Program Coordinator reports directly to the Manager of Clinical Program Operations. The Clinical Office Program Coordinator also works under the general direction of the Program Director and Clinical Faculty. DUTIES AND RESPONSIBILITIES Clinical Team Administrative Responsibilities: 90% 1. Participates in recurring clinical team meetings with faculty and staff to discuss clinical team topics. 2. Manages and monitors clinical placements; updates information associated with site administrators/preceptors within the shared MEDEX clinical placement database; ensures that all site and preceptor data is accurate and up to date. 3. Tracks clinical site placement information/data as well as the number and frequency of students a site will accept to assist the clinical team in managing the volume of sites across the WWAMI region. 4. Tracks individual student rotation schedules in the clinical placement database, informing students of their rotation schedules and dispersing student on-boarding information. Informs the Manager of Clinical Program Operations regarding any updates. 5. Assists in tracking MEDEX student immunization requirements by coordinating with faculty, staff, the UW Health Sciences Immunization Program, and CastleBranch. Tasks are typically carried out independently within the framework of a team atmosphere. 6. Acts as a resource for clinical faculty with information about clinical sites or preceptors. 7. Acts as the liaison for the program to clinical site administrators and managers. 8. Communicates with students regarding their clinical placements. Independently fields questions regarding their rotations, clinic sites, preceptors or refers students to their faculty advisor when appropriate. Contacts students to notify them of their onboarding responsibilities for clinical rotations. Composes emails or speaks with students individually. Sends student rotations schedules, as well as notifications, well in advance of their clinical assignments. 9. Works directly with faculty to manage any last-minute changes in student rotation schedules. Informs all parties of changes and inputs information into the clinical placement database. Consults with appropriate faculty regarding problems and to seek solutions. 10. Assists clinical faculty with the development of new clinical rotation experiences. 11. Tracks and monitors student assignments utilizing the MEDEX Clinical Placement database and Canvas to ensure that all students turn in assignments on time. 12. Meets frequently with the Manager of Clinical Program Operations to share or provide new information about each clinical site and any site-specific requirements to ensure that all students meet the clinical site compliance requirements in a timely manner and that the program has fulfilled all clinical site requirements. 13. Communicates issues or questions about sites to faculty or the clinical team for solutions. 14. Attends all clinical team meetings and participates actively in presenting agenda items related to clinical placements, student rotations, etc. Takes meeting minutes if necessary. Attends the yearly Clinical Team retreat assisting in the arrangements and presenting agenda items. 15. Assists as necessary with all clinical team activities including Transition Week, Campus Weeku2019s, and Graduation Week(s). Creates schedules, reserves rooms, facilitates standardized patient exercises, participates in activities, assists faculty in proctoring exams, and confirms speakers. 16. Assists the Manager of Clinical Program Operations or clinical faculty with miscellaneous projects or tasks as assigned. 17. Cross-trains with other clinical staff within the clinical team to manage and maintain continuity of services in the event another clinical team staff member is unavailable. 18. Assists in the yearly updating and production of clinical manuals. This entails collecting and coordinating materials, utilizing Track Changes within Microsoft Word, revising materials and making corrections. Assist in distribution of manuals to clinical sites. 19. Assists with monitoring clinical operations compliance with ARC-PA standards. 20. Reviews and tracks Rosh Review assignments, milestones, and End of Rotation Exams. 21. Utilizes PAEA Exam Driver to administer a variety of student exams. Additional Duties: 10%: 1. Tracks Category 1 Continuing Medical Education (CME) credit for PAu2019s. Coordinates with the American Academy of PAu2019s (AAPA) to track CME credit and follows up with PAu2019s as necessary. 2. Other duties as assigned MINIMUM REQUIREMENTS + High school graduation or equivalent AND two years of experience in the program specialty _E_ _quivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration._ D ESIRED Q UALIFICATIONS 1. Bacheloru2019s degree 2. Excellent knowledge of Excel, including experience with the creation of Pivot Tables and the use of formulas and functions. 3. Experience making public presentations to groups. 4. Experience using Apple Macintosh computers. 5. Experience proctoring student exams. 6. Familiarity with the role of the Physician Assistant as a medical provider. 7. Excellent computer skills. Proficient in Microsoft Word, Excel, PowerPoint, Microsoft Teams, Zoom and Adobe. 8. Must have prior experience working with a database program, specifically the ability to create, revise, and manipulate database programs. 9. Must be able to merge documents, create tables, charts, and graphs in Excel. 10. Experience working with web-based systems. 11. Excellent knowledge of email and calendars. 12. Excellent communication skills, both verbal and written. 13. Ability to prioritize, multi-task, problem solve, meet deadlines, utilize attention to detail and work both independently and as a team member. 14. Maintain effective interpersonal and professional relations with faculty, staff, students and the public. 15. Function effectively as a team member working and communicating cooperatively and sharing responsibility. 16. Utilize initiative and anticipate needs. 17. Experience organizing detail-oriented projects. 18. In attendance from 8 am to 5 pm daily. 19. Able to travel distances on campus for errands/provide staff support at MEDEX functions in the Health Sciences building or elsewhere on campus. Compensation, Benefits and Position Details Pay Range Minimum: $46,332.00 annual Pay Range Maximum: $61,920.00 annual Other Compensation: - Benefits: For information about benefits for this position, visit Shift: First Shift (United States of America) Temporary or Regular? This is a regular position FTE (Full-Time Equivalent): 100.00% Union/Bargaining Unit: SEIU Local 925 Nonsupervisory About the UW Working at the University of Washington provides a unique opportunity to change lives u2013 on our campuses, in our state and around the world. UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. Our Commitment The University of Washington is proud to be an affirmative action and equal opportunity employer (. 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 Washington state law (.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.

Created: 2025-10-02