What are the responsibilities and job description for the PROGRAM COORDINATOR position at UW Medicine?
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. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for four consecutive years.
The Department of Psychiatry and Behavioral Sciences within the UW School of Medicine is the third largest clinical department within the School of Medicine with 330 full-time faculty members, 460 courtesy faculty members, and over 350 staff. Department faculty provide clinical services in 5 hospitals, 14 primary care locations, and several outpatient sites in addition to telepsychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Department's highly competitive residency training program is largely responsible for developing the mental health workforce in the Pacific Northwest. The Department's robust research portfolio totals $67 million in grants and contracts per year for projects ranging from clinical neurosciences to treatment development to health policy and population health. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, High Risk Youth, Neurosciences, and Trauma, and the Department is developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development. Psychiatry is the third largest department in the School of Medicine and the largest non-divisioned department. The overall annual operations funding from all sources is over $130 million.
The Department of Psychiatry & Behavioral Sciences within the UW School of Medicine currently has an outstanding opportunity for a Program Coordinator (NE S SEIU 925 Non Supv). This is a Hybrid role at Harborview Medical Center.
The SPIRIT (Supporting Psychosis Innovation through Research, Implementation, and Training) Center in the University of Washington's Department of Psychiatry & Behavioral Sciences is a diverse group of researchers and trainers committed to improving the lives, well-being, and supportive care of individuals who are at risk or have serious mental illness. We are looking for a colleague to make the world a happier, brighter, and safer place for those with serious mental illness.
This position within the Department of Psychiatry & Behavioral Sciences based at Harborview Medical Center will play a vital role in providing programmatic, operational support within the Supporting Psychosis Innovation through Research, Implementation, and Training (SPIRIT) Center at the University of Washington. For detailed information about SPIRIT Center projects, please visit our website at https://uwspiritlab.org/.
Projects are focused on training, research, consultation, program reviews, and providing implementation support to clinicians and non-professionals (i.e., families) to serve individuals and families experiencing and impacted by psychosis and other serious mental illnesses. This position works under the SPIRIT Center Director and works closely with UW Finance on securing travel, reimbursements, and other finance support activities, managing new employee onboarding and other Human Resource-related tasks. Additional tasks include managing the operations and logistics for various training programs (both in-person and online), complex meeting coordination, quality improvement, and other similar activities, as needed.
This position supports the daily operations of SPIRIT Center by performing a variety of complex administrative tasks. This role ensures the efficient functioning of programs and processes, manages resources, and serves as a key liaison among staff, departments, and external stakeholders. This position is responsible for independently understanding, interpreting, and reviewing School of Medicine (SoM) and University of Washington policies and procedures for the SPIRIT Center.
The coordinator must be a self-motivated worker to accomplish the goals of the position. It is necessary to learn the complexities of the SPIRIT Center programs, as well as how they integrate into the UWSoM. This position requires a high degree of independent decision-making and problem-solving skills, along with the ability to prioritize many competing tasks from external stakeholders, faculty, and staff. The coordinator must be service-oriented and customer-focused, able to address questions, problems, or concerns from faculty, staff, and external stakeholders in a professional, prompt, and confidential manner.
Duties And Responsibilities
Financial Support (50%)
Prepare financial reports with data from Smartsheet and provide data to the Center Director to aid in the decision-making process for budgeting and contract development.
Responsible for managing SPIRIT Center purchasing, reimbursements and other finance support activities. Utilizes specialized knowledge of various program needs to develop operational policies and procedures that support the mission of the Center.
Exercise independent judgment to solve complex transactions related to finance/purchasing to ensure compliance with UW finance policies and changes.
Coordinate with other SPIRIT Center staff and faculty to reconcile purchases, submit reimbursements and vendor invoices for SPIRIT Center projects on a weekly basis and, resolve any discrepancies that arise, obtain and track documents required to complete reconciliation.
Independently facilitate travel arrangements related to professional conferences and/or training events and ensure the appropriate state and federal compliance requirements are applied to each request. This includes calculating per diem, gathering the appropriate pre-approvals, securing flights and hotels, and requesting per diem advances when appropriate.
Event Planning and Program Activities (25%)
Plan and ensures the success of logistics for multiple in-person events throughout various programs within the Center. This includes securing venues, scheduling guests, managing registration pages, arranging and testing audiovisual/teleconference equipment, preparing and circulating meeting materials, and other tasks as required.
Serve as primary contact for external stakeholders regarding events. Communicate with the general public in person, in writing, and by telephone.
Review and analyze venue agreements and contracts to ensure all outside events comply with UW travel, purchasing, contracting, and procurement policies.
Programmatic Administrative Duties (25%)
Using specialized programmatic knowledge, will perform executive level administrative support to PI's and leadership. This includes complex calendar coordination and meeting management. Maintains multiple calendars, schedules meetings, takes minutes of meetings.
Will support Center staff with communications work, including website editing and social media for various programs.
Will support Center Director with organizing new employee onboarding (e.g. purchasing equipment and securing appropriate accounts for access).
Liaison with Harborview administrative staff to ensure badge and office key access.
Contribute to department-specific or cross-departmental projects as assigned.
Research and analyze data to support project development and implementation.
Other duties as assigned.
Lead Responsibilities
Compliance Management: Ensure all financial transactions, including reimbursements and purchases, align with UW policies and regulations.
Budget Oversight: Prepare and analyze financial reports to guide budgeting and contract development.
Travel Coordination: Independently arrange and manage travel logistics for conferences and training events, ensuring compliance with state and federal requirements.
Event Leadership: Oversee logistics for in-person and virtual events, including venue selection, audiovisual setup, registration, and material preparation.
Team Support: Provide executive-level administrative support, including calendar management, meeting coordination, and note-taking for leadership and PIs.
Operational Oversight: Establish and manage operational policies to support SPIRIT Center initiatives and ensure alignment with UW School of Medicine practices.
Minimum Requirements
High school graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience.
Desired Qualifications
Bachelor's degree in a related field.
Ability to manage in-person events in Seattle and surrounding areas.
Knowledge of UW travel/procurement/financial policy and procedures, including ProCard purchasing, reconciliation, reimbursements.
Experience with UW administrative systems including Workday (previously Ariba).
Proven administrative and organizational skills.
Excellent time management skills and attention to detail, with an ability to prioritize and multitask independently.
Able to balance the demands of pressing immediate tasks with the follow-through necessary for long-term projects. Ability to track multiple projects through project tracking documents and tools.
Ability to prioritize work appropriately and to work effectively both as a team member and independently with minimal supervision.
Ability to communicate effectively, orally and in writing, and to collaborate with a wide variety of people.
Experience using shared drive communication and collaboration tools such as Google Drive, OneDrive, Microsoft Teams, SharePoint.
A positive attitude and excitement to learn new things to help support populations in need.
Experience working with the public or representing an organization to other organizations.
Candidates interested in conducting research in mental health services, implementation science, family engagement, and/or serious mental illness.
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
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 four consecutive years.
The Department of Psychiatry and Behavioral Sciences within the UW School of Medicine is the third largest clinical department within the School of Medicine with 330 full-time faculty members, 460 courtesy faculty members, and over 350 staff. Department faculty provide clinical services in 5 hospitals, 14 primary care locations, and several outpatient sites in addition to telepsychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Department's highly competitive residency training program is largely responsible for developing the mental health workforce in the Pacific Northwest. The Department's robust research portfolio totals $67 million in grants and contracts per year for projects ranging from clinical neurosciences to treatment development to health policy and population health. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, High Risk Youth, Neurosciences, and Trauma, and the Department is developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development. Psychiatry is the third largest department in the School of Medicine and the largest non-divisioned department. The overall annual operations funding from all sources is over $130 million.
The Department of Psychiatry & Behavioral Sciences within the UW School of Medicine currently has an outstanding opportunity for a Program Coordinator (NE S SEIU 925 Non Supv). This is a Hybrid role at Harborview Medical Center.
The SPIRIT (Supporting Psychosis Innovation through Research, Implementation, and Training) Center in the University of Washington's Department of Psychiatry & Behavioral Sciences is a diverse group of researchers and trainers committed to improving the lives, well-being, and supportive care of individuals who are at risk or have serious mental illness. We are looking for a colleague to make the world a happier, brighter, and safer place for those with serious mental illness.
This position within the Department of Psychiatry & Behavioral Sciences based at Harborview Medical Center will play a vital role in providing programmatic, operational support within the Supporting Psychosis Innovation through Research, Implementation, and Training (SPIRIT) Center at the University of Washington. For detailed information about SPIRIT Center projects, please visit our website at https://uwspiritlab.org/.
Projects are focused on training, research, consultation, program reviews, and providing implementation support to clinicians and non-professionals (i.e., families) to serve individuals and families experiencing and impacted by psychosis and other serious mental illnesses. This position works under the SPIRIT Center Director and works closely with UW Finance on securing travel, reimbursements, and other finance support activities, managing new employee onboarding and other Human Resource-related tasks. Additional tasks include managing the operations and logistics for various training programs (both in-person and online), complex meeting coordination, quality improvement, and other similar activities, as needed.
This position supports the daily operations of SPIRIT Center by performing a variety of complex administrative tasks. This role ensures the efficient functioning of programs and processes, manages resources, and serves as a key liaison among staff, departments, and external stakeholders. This position is responsible for independently understanding, interpreting, and reviewing School of Medicine (SoM) and University of Washington policies and procedures for the SPIRIT Center.
The coordinator must be a self-motivated worker to accomplish the goals of the position. It is necessary to learn the complexities of the SPIRIT Center programs, as well as how they integrate into the UWSoM. This position requires a high degree of independent decision-making and problem-solving skills, along with the ability to prioritize many competing tasks from external stakeholders, faculty, and staff. The coordinator must be service-oriented and customer-focused, able to address questions, problems, or concerns from faculty, staff, and external stakeholders in a professional, prompt, and confidential manner.
Duties And Responsibilities
Financial Support (50%)
Prepare financial reports with data from Smartsheet and provide data to the Center Director to aid in the decision-making process for budgeting and contract development.
Responsible for managing SPIRIT Center purchasing, reimbursements and other finance support activities. Utilizes specialized knowledge of various program needs to develop operational policies and procedures that support the mission of the Center.
Exercise independent judgment to solve complex transactions related to finance/purchasing to ensure compliance with UW finance policies and changes.
Coordinate with other SPIRIT Center staff and faculty to reconcile purchases, submit reimbursements and vendor invoices for SPIRIT Center projects on a weekly basis and, resolve any discrepancies that arise, obtain and track documents required to complete reconciliation.
Independently facilitate travel arrangements related to professional conferences and/or training events and ensure the appropriate state and federal compliance requirements are applied to each request. This includes calculating per diem, gathering the appropriate pre-approvals, securing flights and hotels, and requesting per diem advances when appropriate.
Event Planning and Program Activities (25%)
Plan and ensures the success of logistics for multiple in-person events throughout various programs within the Center. This includes securing venues, scheduling guests, managing registration pages, arranging and testing audiovisual/teleconference equipment, preparing and circulating meeting materials, and other tasks as required.
Serve as primary contact for external stakeholders regarding events. Communicate with the general public in person, in writing, and by telephone.
Review and analyze venue agreements and contracts to ensure all outside events comply with UW travel, purchasing, contracting, and procurement policies.
Programmatic Administrative Duties (25%)
Using specialized programmatic knowledge, will perform executive level administrative support to PI's and leadership. This includes complex calendar coordination and meeting management. Maintains multiple calendars, schedules meetings, takes minutes of meetings.
Will support Center staff with communications work, including website editing and social media for various programs.
Will support Center Director with organizing new employee onboarding (e.g. purchasing equipment and securing appropriate accounts for access).
Liaison with Harborview administrative staff to ensure badge and office key access.
Contribute to department-specific or cross-departmental projects as assigned.
Research and analyze data to support project development and implementation.
Other duties as assigned.
Lead Responsibilities
Compliance Management: Ensure all financial transactions, including reimbursements and purchases, align with UW policies and regulations.
Budget Oversight: Prepare and analyze financial reports to guide budgeting and contract development.
Travel Coordination: Independently arrange and manage travel logistics for conferences and training events, ensuring compliance with state and federal requirements.
Event Leadership: Oversee logistics for in-person and virtual events, including venue selection, audiovisual setup, registration, and material preparation.
Team Support: Provide executive-level administrative support, including calendar management, meeting coordination, and note-taking for leadership and PIs.
Operational Oversight: Establish and manage operational policies to support SPIRIT Center initiatives and ensure alignment with UW School of Medicine practices.
Minimum Requirements
High school graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience.
Desired Qualifications
Bachelor's degree in a related field.
Ability to manage in-person events in Seattle and surrounding areas.
Knowledge of UW travel/procurement/financial policy and procedures, including ProCard purchasing, reconciliation, reimbursements.
Experience with UW administrative systems including Workday (previously Ariba).
Proven administrative and organizational skills.
Excellent time management skills and attention to detail, with an ability to prioritize and multitask independently.
Able to balance the demands of pressing immediate tasks with the follow-through necessary for long-term projects. Ability to track multiple projects through project tracking documents and tools.
Ability to prioritize work appropriately and to work effectively both as a team member and independently with minimal supervision.
Ability to communicate effectively, orally and in writing, and to collaborate with a wide variety of people.
Experience using shared drive communication and collaboration tools such as Google Drive, OneDrive, Microsoft Teams, SharePoint.
A positive attitude and excitement to learn new things to help support populations in need.
Experience working with the public or representing an organization to other organizations.
Candidates interested in conducting research in mental health services, implementation science, family engagement, and/or serious mental illness.
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
