Req #: 221127 Department: SCHOOL OF MEDICINE Job Location: Remote/Hybrid, Seattle - Other Job Location Detail: Hybrid work environment (2 days/week in office). Office is located in the UW Tower. Posting Date: 04/14/2023 Closing Info: Open Until Filled Salary: $4,467 - $6,700 per month Other Compensation: Shift: 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 School of Medicine (SoM) has an outstanding opportunity for a CME Education Coordinator to join their team.
The School of Medicine at the University of Washington is recognized nationally and internationally for its excellent programs in continuing medical education (CME). The CME program at the University of Washington SoM began with the school’s formation in 1948. The SoM’s CME efforts concentrate on assessing the educational needs of medical practitioners within the State of Washington and throughout the WWAMI region (which includes the states of Washington, Wyoming, Alaska, Montana, and Idaho), and then developing and delivering CME activities based upon those identified needs. These efforts continue today with emphasis on providing high quality CME activities which embrace quality improvement principles, outcomes measurement, and evidence-based practice and are dedicated to improving the general health and wellbeing of the public.
The CME Education Coordinator (payroll title: Continuing Education Coordinator), in partnership with the Manager of Education and Accreditation and Executive Director, manages and executes the many aspects of the planning and coordination process for the CME program. This position reports to the Manager of Education and Accreditation and exercises independent judgment and discretion in work for the CME office related to the planning, course administration and logistics, ACCME standards and policies and procedures related to CME programs and courses, financial management, special projects and other administrative duties as required by the Office of Continuing Medical Education.
RESPONSIBILITIES
Educational Activity Administration & Coordination:
Exercise independent judgement and discretion in all aspects of planning, organizing, execution, and post-course follow through of educational activities.
Specific responsibilities included facilitation and administration of the following:

Development of planning timeline to meet all critical suspense’s throughout the planning and execution phases for each activities.

Development of contracts with both internal and external agencies. Planning areas include:
- Conference location and room(s)
- Catering
- Audio/visual support
- Course promotional communications, advertising (journals, websites)
- Syllabus and print materials

Communication with course chair and faculty to include coordination and facilitation to include:
- Correspondence with course guest faculty to confirm participation and attendance
- Receipt of syllabi and PowerPoint presentation materials. Coordinate for additional course materials as required
- Coordinate final arrangements for payment of honoraria and travel (to include airfare, hotel, per diem, other transportation requirements and incidental expense reimbursements and required forms)

Activity promotion coordination to include:
- Identify advertising requirements
- Identify mailing lists to be used for promotional correspondence
- Coordinate the design, production, and mailing of promotional materials
- Create marketing materials for promoting events, including using social media.

Development of documents to facilitate grant submissions. Work with Manager and Director to explore innovative funding options for programs and activities.

Administer course activities on course date(s) to include:
- Course evaluations
- Follow up correspondence to faculty and vendors
- Follow through on all financial accounting

Maintain documentation on all facets of course planning and communication.

Manage course documentation to meet legal and accreditation standards.
Administrative Support of CME Office:

Process CME certificate requests with online system.

Monitor and respond to main CME inbox.

Answer and respond to CME office telephone and voicemail messages. Process incoming mail and providing financial documents to fiscal specialist.
Special Projects and Other Duties as Assigned:

Implement performance improvement approach toward continues improvement of Major courses.

Assist CME Executive Director with ACCME accreditation planning and documentation requirements and activities.
MINIMUM REQUIREMENTS

Bachelor’s Degree in Health, Adult Education, Psychology, Marketing, Communications, Public Administration or similar. Equivalent experience may substitute for degree requirement.

Two years’ experience required as a conference planner or administrative assistant/executive assistant at a university, non-profit or large corporate setting. 3-5 years of experience in these areas is strongly preferred.
Additional Requirements:

Ability to work independently in a very challenging, high volume setting where deadlines and priorities constantly change.

Proven administrative, financial, and problem-solving skills.

Strong analytical skills. Able to research topics/issues quickly and efficiently given limited guidance and direction.

Excellent oral and written communication skills.

Ability to interpret and communicate to others complex standards, policies, and procedures.

Ability to problem solve and exercise independent judgment while handling multiple tasks with minimal supervision.

Organizational skills and attention to detail are essential. Demonstrated experience in complex records organization.

Proven ability to maintain harmonious working relationships and effectively address sensitive administrative issues.

Advanced proficiency with Microsoft Office (Word, Excel, Access, PowerPoint, Adobe, In Design).
Equivalent education and/or experience may substitute for minimum requirements.
WORKING CONDITIONS
The CME Program Education Coordinator position’s work schedule is flexible to meet the demands required to plan and coordinate the CME activities held throughout the fiscal year. Course dates and planning requirements require this position to work more than 40-hours per week and requires some work during evenings and weekends.
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 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 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.