Req #: 240997

Department: SCHOOL OF MEDICINE

Job Location Detail: Hybrid Eligible - This position will work remote/hybrid during the week: 2 days in the office located in the Health Sciences Center (T-Wing on the 5th Floor) and 3 days from home

Posting Date: 11/25/2024

Closing Info: Open Until Filled

Salary: $5,114 - $5,834 per month

Shift: First Shift

Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf)

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 School of Medicine has an outstanding opportunity for an Academic Support Program Operations Specialist to join their team.

Reporting to the Director of Academic Support, the Academic Support Program Operations Specialist (Specialist) plays an important role in facilitating student programs and initiatives for the School of Medicine (SoM) academic support and financial aid units. The Specialist is responsible for programmatic management, data collection and analysis, communications, and administrative coordination for these units. This position works collaboratively with SoM and regional WWAMI (Washington, Wyoming, Alaska, Montana and Idaho) partners to support students throughout their medical school training.

The Specialist has frequent administrative contact with medical students and works closely with student affairs staff and faculty. This position must be service-oriented and customer-focused, and able to address issues in a prompt and professional manner. The Specialist must be able to multitask, prioritize responsibilities and competing tasks from students and administration, and work independently under pressure of frequent deadlines and changing priorities. It requires a high degree of independent decision-making and problem-solving skills, data collection and analysis skills, and the ability to work effectively with faculty, students and staff. This position analyzes student data, plans and projects future student program needs, and assists in meeting student program goals.

The Specialist impacts the scope and quality of the SoM medical education program provided to over 1,100 enrolled medical students. The position is integral in ensuring that academic support and tutoring services are accessible and provide timely and quality services to all students across the WWAMI region. This position provides critical assistance and services towards fulfilling the national standards for academic support services as required by the Liaison Committee on Medical Education.

DUTIES AND RESPONSIBILITIES Academic Support Program Support (50%)

• Manage the administrative needs related to the daily operations, planning, and implementation of academic support programs. Update and maintain program, process, and systems manuals and training resources.

• Create and execute student body communications calendars, paying attention to key school, university, and national deadlines to ensure messages are delivered in a clear and timely manner.o Monitor departmental email inboxes and respond to inquiries in a timely fashion. Provide students with appropriate resources and referrals to assist them with academic issues.o Draft and edit content (email communications, presentation announcements, etc.) on topics related to academic support programs and academic skills development. Maintain the academic support website, including updates and edits.

• Schedule and coordinate recurring meetings. Send meeting invitations, manage communications, prepare meeting agendas and documents, invite guest attendees, and take meeting minutes.

• Coordinate workshops, presentations, and informational recordings for medical students. Arrange workshop details including reserving rooms, updating student event calendars, prepare presentation content for learning specialists, and maintain video and resource libraries.

• Collaborate with Disability Resources for Students to ensure that programs and materials are universally accessible.

• Organize USMLE licensing exam registration process including drafting communication to students, working with the director to set dates and deadlines, and working with the registration, disability resources and financial aid teams to coordinate touch points needed to help students complete the registration process.

• Monitor USMLE licensing exam registration statuses, exam dates, exam scores and deadlines.o Maintain accurate and up-to-date student data in all academic support systems, databases, and spreadsheets daily.o Provide weekly updates to regional deans, academic support specialists, and college mentors.o Organize meetings between the deans and unit directors to review students who are non-compliant.o Follow up with students who are non-compliant with completing exam requirements by the necessary deadlines and refer them to the appropriate staff, faculty, deans, and/or committees.

• Collect data for continuous quality improvement on metrics including students' utilization of and satisfaction with academic support and tutoring services, including survey feedback. Analyze data for trends in demand and usage to inform future staff and program development. Identify opportunities for program enhancement and improving student outcomes. Provide quarterly reports to the director and deans.

• Develop and maintain the Academic Support Project Management platform.

• Troubleshoot issues on behalf of the division and serve as point of contact for vendors.

• Assist the director of academic support with new learning specialist onboarding, including e-mail set up, Acuity set up, spreadsheet access, UW Listserv access, etc.

• Assist the director of academic support in purchasing and allocating WWAMI funded 3rd party resources to students (UWORLD, AMBOSS) across all sites. This includes email notification to students, answering student questions regarding subscriptions and communication with WWAMI leadership regarding timelines and expectations.

• Initiate purchase order requests and supply order requests. Maintain purchasing records and resolve problems including UW purchasing and vendor inquiries, unpaid invoices and order status.

• Assist in obtaining 3rd party vendor discounts for students.

• Complete special projects or additional duties as required by the director of academic support and/or the director of financial aid.

• Assist with in-person exam proctoring and School of Medicine programs and events as needed.Medical Student Tutoring Program Support (25%)

• In collaboration with the Director of Academic Support and Tutoring Program Manager, administer and manage the medical student peer tutoring program, Acuity scheduling system, and tutoring session video library.

• Process job applications and make recommendations to tutoring program manager for applicant interviews, oversee the onboarding and orientation of new medical student tutors. Generate job descriptions, process student hiring paperwork, liaise between academic support and human resources.

• Review tutor timesheets and reconcile appointment schedules to ensure that all hours are recorded in an accurate and timely manner. Report any discrepancies to the tutoring program manager.

• Send reminder emails to tutors regarding timesheets and reported hours every 2 weeks.

• Manage tutor schedules and sign-up sheets to ensure that all tutoring sessions are staffed.

• Update budget spreadsheets with approved hours for current pay period.

• Assign tutors to block group sessions and various subjects for individual sessions; maintain the spreadsheet for group coverage. Evaluate tutor and tutoring program efficacy and performance.

• Update survey feedback links annually, download reports and process data as needed to facilitate ongoing quality improvement.

• Set up newly hired tutor Zoom accounts

• Share recorded group session Zoom link with lead tutor; ensure lead tutor properly uploaded recorded session to Mediasite.

• Track student utilization of individual tutoring sessions and notify tutoring program manager of data, weekly.

• Manage tutor availability by monitoring coverage of groups, checking the student scheduling page for availability and reaching out to tutors regarding updating their availability.

• Oversee advertisement of tutoring group sessions by working with SOM communications team to post sessions on the school wide student calendar.Financial Aid Program Support (25%)

• Develop and improve website content, resource materials, and other financial aid communications and presentations, ensuring information is up to date and creating new pages/material as needed.

• Assist with sending out informational emails and tracking students' participation in group financial aid sessions for incoming students, loan repayment seminars and senior loan exit interviews for graduating students, and debt management presentations for all medical students. Assist in the preparation of presentation slides and materials.

• Collect and analyze data on student utilization of and satisfaction with financial aid services.

• Assist with preparation of reports needed for accreditation and quality improvement purposes.

• Accurately maintain electronic records and databases using Excel and other software programs, ensuring compliance with federal, state, and University policies. Maintain a high level of confidentiality and discretion. MINIMUM REQUIREMENTS

• Bachelor’s degree in any field and two years of relevant work experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Excellent oral and written communication skills and excellent interpersonal skills; ability to manage multiple stakeholder relationships and communicate effectively with diverse audiences.

• Ability to work effectively both in a team and individually.

• Excellent organizational skills, time management skills and attention to detail. A strong ability to multitask and prioritize. Able to balance the demands of pressing, immediate tasks with the follow-through necessary for long-term projects.

• Ability to work independently with a high degree of reliability, accuracy and productivity.

• Proficient with spreadsheets and databases.

• Proficient in Microsoft Office suite and WordPress, and a willingness to work with new software and technology.

• Strong goal and results orientation, strategic thinking, problem solving, sound judgment and discretion with access to sensitive information.

• Experience with writing, editing, and proofreading.

• Effective at dealing with sensitive issues and maintaining collegial relationships. DESIRED QUALIFICATIONS

• Experience with data analysis and survey design.

• Experience with designing webpages and newsletter content.

• Experience and/or familiarity with medical school programs.

• Experience working with underrepresented students in a university or similar setting.

• Experience monitoring, managing, and maintaining Excel balance spreadsheets.

• Experience handling multiple tasks or projects while meeting assigned deadlines.

• Proficiency with computer applications and programs associated with the position (i.e., Microsoft Office suite).

• Excellent interpersonal, initiative, teamwork, problem-solving, independent judgment, organization, communication (verbal and written), time management, project management, and presentation skills.

• Strong attention to detail and follow-up skills.

• Strong customer service skills and phone and e-mail etiquette. CONDITIONS OF EMPLOYMENT

• The position may require the employee to work beyond a normal work week (e.g. more than 40 hours a week) and intermittently requires evening and weekend time to meet project deadlines and attend and give presentations at events and/or meetings.

• After the appropriate training period, this position may be eligible for a hybrid (partly remote/partly in office) work schedule, subject to business need and manager approval. Application Process: The application process 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 access 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.

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.