MWAETC/IDEA PROGRAM SUPPORT SPECIALIST
University of Washington
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MWAETC/IDEA PROGRAM SUPPORT SPECIALIST

University of Washington

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Details
Posted:
October 8, 2020
Location:
Seattle, Washington
Salary:
Open
Type:
Full Time

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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years. 

The Division of Allergy and Infectious Diseases in the Department of Medicine has an outstanding opportunity for a full-time Program Support Specialist.

The purpose of the MWAETC/IDEA Programs Support Specialist (Continuing Education Coordinator) position is to provide administrative and program support to achieve the overall mission, goals, and objectives of the Mountain West AIDS Education and Training Center (MWAETC) and Infectious Diseases Education & Assessment (IDEA) programs.

The MWAETC is a regional federally-funded program more than two decades old, offering HIV treatment education, clinical consultation, and capacity building programs to health care professionals and agencies in Washington, Alaska, Montana, Idaho, Oregon, Colorado, North Dakota, South Dakota, Utah, and Wyoming. The purpose of the MWAETC is to increase the number and capacity of providers willing and able to deliver high quality HIV prevention and care within the region's health care systems and nationally. Its mission is to deliver innovative education and training to improve access to care and quality of life for people who are living with or are at-risk for acquiring HIV.

The IDEA program consists of four national online infectious disease training curricula – Hepatitis B Online (www.hepatitisb.uw.edu), Hepatitis C Online (www.hepatitisc.uw.ed), the National HIV Curriculum (www.hiv.uw.edu), and the National STD Curriculum  (www.std.uw.edu).  These national training platforms provide free Continuing Education Credits (CME, MOC, CNE, CE) and Certificates of Completion for their broad user base.  To date, the IDEA curricula have provided over 76,000 CME credits, over 163,000 CNE contact hours, and have more than 85,000 registered learners.  The IDEA program is a nationally recognized technology leader in delivering online educational content.

The MWAETC/IDEA Programs Support Specialist is essential in supporting the MWAETC Director, the MWAETC Program Manager, and the IDEA Director to coordinate administrative, program, and fiscal activities for multiple federally-funded cooperative agreements.  The Program Suport Specialist will play a key role in helping to coordinate meetings, support educational programs, organize information, generate and manage correspondence, review work plan progress, and track deliverables.  In addition, this position will process budgetary paperwork, generate fiscal reports, assist with grant and report submissions, post content to the MWAETC website, create on-line surveys, take meeting minutes, order and manage supplies, and interface with vendors, contractors, and UW facilities management.

Position Complexities:
This position involves the ability to work independently and as part of a team, multitask, prioritize activities, and interact with clinical faculty and staff in-person and by email. Must also be able to professionally interact with healthcare professionals and internal and external administrative staff to implement program related activities. The Program Support Specialist serves as a primary point-of-contact for both internal and external partners with respect to program implementation and operational matters, and provides technical/professional and programmatic guidance, consultation, and support to client constituencies as appropriate.

The UW is strongly committed to developing infectious disease training partnerships in the areas of care, treatment, and prevention of HIV, hepatitis, and other sexually transmitted diseases.  The MWAETC and IDEA Programs are housed in the Division of Allergy and Infectious Diseases. Specifically, this position will be supporting health information training systems and live training programs that will increase the visibility of the UW's commitment to care, treatment, and prevention of infectious diseases.

Duties and Responsibilities:

Program Support:
  • Coordinate logistics and communications for annual MWAETC Regional Meetings/Faculty Development Conferences/Funder site visits and additional meetings and conferences as needed.
  • Coordinate communications, travel arrangements, and logistical support for preceptorships throughout the 10-state region
  • Support Continuing Education (CE) application processes across multiple in-person and electronic formats for IDEA and MWAETC programs
  • Update and monitor accuracy of information held for region within Glasscubes (filesharing) program; manage Glasscubes access for regional partners
  • Upload content to MWAETC website
  • Serve as primary contact from MWAETC for the National AETC National Coordinating Resource Center (NCRC)
  • Manage “loaned” materials from regional office to regional partners
  • Other duties as assigned

    Fiscal:
  • Prepare monthly financial status reports to identify expenditures, encumbrances, and fund balances to forecast needs and identify potential problems
  • Monitor and report monthly budget expenses (MyFD budget reconciliation, including e-filing of receipts)
  • Manage purchasing processes (Ariba, ProCard)
  • Participate in regular budget meetings with IDEA Director to determine accuracy in fiscal allocations and/or to review and discuss fiscal and resource decisions for grants
  • Assist with creation of budget templates, budget renewals, and new budget set up.

    Administrative Support:
  • Provide administrative support to IDEA Director, MWAETC Director, and MWAETC Program Manager, including meeting minutes, action items, and room reservations
  • Coordinate and organize meeting materials and equipment for team meetings, funder site visits and additional meetings as needed
  • Coordinate complex calendars, schedule meetings, consistently communicate scheduling priorities and changes; ensure scheduling requirements are handled in a responsive and timely manner, and with sensitivity to the issues within the organization
  • Assist in the development of grant applications, progress reports, and reapplications
  • Format and edit content, including PowerPoint presentations and curriculum materials
  • Manage online documents and folders, assuring information is current and logically organized
  • Manage training  and office supply orders, surplus, storage room and mailings/shipments for the Regional Office and IDEA (Infectious Diseases Education & Assessment), which supports national curricula initiatives for multiple infectious diseases
  • Liaise with Harborview Medical Center (HMC) Engineering and Environmental Services for office lights/cleaning/plumbing repairs, office set-up and reconfiguration for staff, badging and keying.  Monitor and intervene as needed to ensure completion of requests.
  • Manage copy room and copy machines (when in-person work resumes)
  • Assist in data cleaning as-needed
  • Other duties as assigned

    Information Creation & Dissemination:
  • Manage MWAETC listservs, directories, org charts, and distribute updated lists to appropriate staff
  • Coordinate the creation, compilation, and dissemination of educational and marketing materials
  • Liaise with clinical faculty and coordinate process for updating MWAETC print materials, including educational content
  • Assist in implementing marketing plans
  • Coordinate Regional Office communication, including responses to phone and email requests for information
  • Create semi-annual request for materials to local partners

    As a UW employee, you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, click here.

    REQUIREMENTS:

  • Bachelor’s Degree in administration, communications, or related field and three years of experience.

    Additional Requirements:

  • Experience with the coordination of events, trainings, or projects, preferably related to health care delivery, HIV, or infectious diseases; demonstrated budget creation and management experience; and demonstrated experience and competency managing multiple projects, with ability to track and prioritize tasks. Additional years of experience of higher academic degree may be used for equivalencies for the minimum qualifications.

    Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

    DESIRED

  • Experience working in the field of HIV/AIDS care and treatment education for healthcare providers.
  • Working knowledge of UW travel policies and procedures and UW financial accounting and purchasing systems
  • Experience with on-line survey development tools (Survey Monkey, Catalyst, Redcap, etc)
  • Experience working with Content Manage System (CMS) programs, such as Drupal or Wordpress
  • Some knowledge of CSS, HTML
  • Experience working with pdf files
  • Experience supporting multiple managers concurrently
  • Lived experience related to HIV or those most affected
  • Experience with Twitter and other Social Media platforms

    CONDITIONS OF EMPLOYMENT

    At present, this position will require telecommuting. Computer hardware will be provided. The applicant must have sufficient bandwidth in their offsite work location to allow for VPN access and videoconferencing. When COVID-19 restrictions are lifted, this will be an office-based position, in downtown Seattle, with limited travel required. Most work will occur during typical office hours, with occasional early morning and weekend work required

    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 Workforce 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.
    		•

    Internal Number: 183368
    About University of Washington
    Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.
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