OFFICE OF FACULTY AFFAIRS EVENT & EDUCATION PROGRAM SPECIALIST

First Shift Benefits: 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.

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 mission of the UW School of Medicine (SoM) Office of Faculty Affairs (OFA) is to support and empower our community of faculty to learn, grow, and thrive. OFA brings together a variety of resources including year-long courses, day-long seminars and many half-day workshops for the SoM faculty. These educational offerings range from leadership development, well-being practices, career design, teaching skills as well as programming to help faculty successfully navigate a career in academic medicine.

The Event & Education Program Specialist provides critical operational administration within the OFA team for their ongoing educational events such as workshops, courses, and special events. This position will work with teams to develop annual programming as well as independently manage a variety of educational activities and events. This position will oversee the operations and strategic management for these programs including in-person operational management and maintenance. This role will also interface with Deans, Department Chairs, Faculty, Directors and Administrators, and others throughout the School of Medicine and UW Medicine.

Duties And Responsibilities

Workshop & Course Administration - 70%

• Provide high level operational management of OFA workshops, seminars, in person annual gatherings, and other events or activities as assigned.
• Schedule, coordinate, and implement virtual and in-person workshops for the SoM faculty community focused on promotion, leadership skills, well-being, and other faculty development topics.
• Manage all OFA workshop, event, and programming accreditation needs in CloudCME system including the creation of activities, registration products, and email communications.
• Work with workshop speakers, panelists, and other stakeholders to ensure successful coordination for all events.
• Serve as primary liaison for SoM faculty for all OFA workshops and other assigned activities.
• Collaborate with OFA Vice Dean for Faculty Affairs, Associate and Assistant Deans, as well as other faculty leads to facilitate programming for core areas of OFA work.
• Administer all course activities such as attendance, evaluations, thank you letters, and other data needs for individual workshops and courses.
• Manage and develop resources needed for promotion and coordination of events such as marketing materials, communication listservs, and other resources.
• Collaborate with stakeholders across UW SoM and UW Medicine to effectively manage and assess outreach needs.
• Collaborate with team to create and manage processes for gathering course/workshop evaluations, annual tracking, and reporting of program data.
• Manage operational, finance, and resource needs for events (honorariums, room bookings, etc.).
• Develop and implement contracts with both internal and external agencies for workshop and courses such as booking space, catering, promotional materials, educational materials, and speaker needs.
  
  

Administrative Support of OFA Team - 15%

• Implement continuous process improvement of programming and events in collaboration with team members.
• Work closely with team members to create and manage annual calendar of OFA programming and events, other key programming relevant to SoM faculty community, as well as provide input for annual project timelines.
• Assist in development and management of annual programming review and needs assessment.
• Assist in management and consolidation of learner and activity data to meet the ongoing accreditation requirements for accredited activities.
  
  

Special Projects and Other Duties - 15%

• Support new initiatives within the OFA teams connected to educational events, programming, outreach to SoM faculty community or other business needs as assigned.
  
  

Minimum Requirements

• Bachelor's Degree in related field.
• 2-3 years professional experience in high-level administrative role.
  
  

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

Additional Requirements

• Proficiency with Microsoft Office Suite (Word, Excel, Access, PowerPoint).
  
  

Desired Qualifications

• 3-4 years professional experience in high-level administrative role, including event or conference management experience in a university, non-profit, or large corporate environment.
• Proven administrative, financial, and problem-solving skills.
• Excellent oral and written communication skills.
• Proficiency with audio and video technologies including video conferencing equipment and software, such as Zoom and other virtual event software.
• Demonstrated ability to work in a hybrid team setting and communicate effectively with multiple stakeholders including senior leaders.
• Strong analytical skills. Ability to interpret and communicate complex standards, policies, and procedures.
• Ability to work independently with a high degree of reliability, accuracy, and productivity while managing multiple deadlines and priorities.
• Ability to problem solve and exercise independent judgement while handling multiple tasks.
  
  

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 log into your "My Jobs" page. If you choose 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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is 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 dso@uw.edu.

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