Location: Seattle,WA, USA
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 Graduate Medical Education Office (GME) in the University of Washington School of Medicine oversees and provides support to over 125 medical residency and fellowship training programs accredited by the Accreditation Council for Graduate Medical Education (ACGME), four dental residencies accredited by the Commission on Dental Accreditation (CODA), and over 100 additional non-ACGME training programs.
The Administration and Finance team within GME manages all key administration requirements of resident and fellow appointments within UW Medicine.
We have an outstanding opportunity for a Housestaff Affairs Specialist (Temporary) to join this busy and high achieving team under the direction of the Director of Housestaff Affairs. This position will last approximately 12 months and will provide support to the onboarding and human resources efforts of the Housestaff Affairs team. They will also have the opportunity to support and learn several key administration functions of the GME Office.
Duties & Responsibilities
Onboarding Support - 40%
Work closely with the GME Appointment Manager in completing various onboarding requirements. These may include but are not limited to the following:
* Manage the incoming resident/fellow listserv throughout the onboarding season.
* Assist in pulling and disseminating New/Transfer/Promotion appointment lists to various groups external to the GME Office.
* Complete the sexual misconduct disclosure verification process.
* Support EHR registrations for incoming residents and fellows.
* Coordinate TB/Fit testing schedules with UW Medicine Employee Health offices.
* Run state and international background checks as part of the appointment process.
* Run Washington State Patrol WATCH background check renewals for promoting residents/fellows.
* Assist in completing Provider One enrollment for all incoming residents and fellows.
Event Support - 30%
* Assist in planning and organizing the annual GME Orientation event for all incoming residents and fellows.
* Organizing event planning meetings: preparing agendas, sending meeting invitations, sending meeting reminders, tracking follow up items, and completing meeting minutes.
* Coordinate event logistics, including:
* Reserving the event Zoom room.
* Ordering any necessary materials.
* Communicate with event participants, such as speakers, incoming residents and fellows, program leadership, and external stakeholders, to ensure their needs are met and expectations are managed.
* Support orientation webpage updates and communications.
* Provide day of support during the event, including tech support and troubleshooting.
* Other support, as needed.
Team Support - 30%
* Independently manage special projects as assigned by the Director of Housestaff Affairs, including but not limited to:
* Conducting negotiation research.
* Preparing data for different projects.
* Supporting human resources matters, such as leaves of absence processing.
* Policy and procedure updates.
* Support the processing of different benefit programs as outlined in the RFPU-NW Collective Bargaining Agreement. Such as:
* Meal reimbursements
* Resident and fellow safe rides home.
* Collaborate with other administrative staff to ensure efficient project management.
* Support colleagues with administrative tasks, as needed.
* Foster a positive and professional work environment through effective communication and teamwork.
Minimum Requirements:
* Bachelor's Degree in Healthcare Administration, Business, Communications, or a related field and at least 2 years of relevant experience.
* Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Desired Qualifications:
* Demonstrated excellent interpersonal and oral/written communication skills; ability to work successfully with people at all levels throughout the organization and with a wide range of constituencies.
* Excellent organizational skills: ability to work independently and successfully coordinate multiple tasks within project priorities.
* Demonstrated flexibility to meet changing needs and unpredictable deadlines.
* Excellent problem-solving skills: ability to analyze complex information, and to define and solve problems.
* Demonstrated ability to function effectively within a complex regulatory environment.
* Demonstrated ability to interpret policies and procedures.
* Strong project management background.
* Demonstrated proficiency with standard productivity software include Microsoft Office Suite or equivalent.
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.