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The Division of Allergy and Infectious Diseases in the Department of Medicine has an outstanding opportunity for a full-time MWAETC/IDEA Programs Support Specialist.
The purpose of this 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.
Our team is committed to excellence, accomplished through a combination of collaborative effort and individual achievement. Our environment is fast-paced and productive; at the same time we strive to be mutually supportive, strike a healthy work-life balance, and encourage a culture of learning. Our ideal candidate is someone who is excited by learning new things and is willing to ask questions; We are looking for a coachable team player with the ability to stay even-keeled in the face of the unexpected, who is not stressed by needing to meet multiple deadlines and who willing to take initiative within the scope of the position.
The Continuing Education Coordinator (CEC) 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 CEC 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.
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.
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 CEC 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.
Position Dimensions: 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.
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)
Other duties as assigned
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
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 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 with preparing submissions of grant applications and progress reports
Manage online documents and folders, assuring information is current and logically organized
Manage training and office supply orders, surplus, storage room and mailings/shipments
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)
Other duties as assigned
Information Creation & Dissemination:
Manage MWAETC listservs, directories, org charts, and distribute updated lists to appropriate staff
Coordinate production and dissemination of educational and marketing materials
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.
Bachelors Degree in administration, communications, or related field or equivalent experience, plus three years of demonstrated experience, that includes the following:
Two years of demonstrated experience providing logistical support for events, trainings, or projects
Two years demonstrated experience with fiscal reconciliation and report creation
Two years of demonstrated experience and competency managing multiple projects, with ability to track and prioritize tasks
Demonstrated ability to produce work with high accuracy and exceptional attention to detail
Highly competent using MS programs, particularly Outlook, Word, and Excel
Excellent oral and written communication skills
Demonstrated ability to work both independently and as a part of a small team
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience working in the field of HIV/AIDS care and treatment education for healthcare providers.
Lived experience related to HIV or those most affected
Experience using Excel as tracking/data management tool
Working knowledge of UW UW financial accounting and purchasing systems
Familiarity with on-line survey development tools (Survey Monkey, Catalyst, Redcap, etc)
Familiarity with Content Manage System (CMS) programs, such as Drupal or Wordpress
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.
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