PROGRAM COORDINATOR

Req #: 247395

Department: DEPARTMENT OF FAMILY MEDICINE

Job Location: Seattle Campus

Job Location Detail: Hybrid 2 days onsite and may have to work overtime and on evenings and weekends. 

Posting Date: 07/17/2025 

Closing Info: Closes On  07/31/2025

Salary: $3,861 - $5,160 per month 

Other Compensation:  

Union Position: Yes

Limited Recruitment: Open to UW Employees only

If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply.

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 Department of Family Medicine has an outstanding opportunity for a Program Coordinator to join their team. 

POSITION PURPOSE

The Program Coordinator serves as the primary administrative and curriculum operations lead for the MEDEX Northwest Seattle campus. This role provides strategic coordination of didactic programming and operational support for MEDEX faculty, students, guest lecturers, and administrative partners. The Program Coordinator works under the supervision of the MEDEX NW Seattle Campus Program Support Supervisor 1 and plays a key leadership role in developing, refining, and executing processes that support the program’s academic mission. This position requires independent judgment, a proactive approach to solving logistical and curriculum challenges, and a high degree of professionalism and communication skill.

DUTIES AND RESPONSIBILITIES 

A. Curriculum and Faculty Support (60%)

Serve as the principal liaison for Seattle-based students regarding course materials, curriculum logistics, scheduling, assignment workflows, and policy guidance. Provide timely communication and problem-solving to ensure a seamless student experience. Lead course operations for didactic faculty, including end-to-end coordination of course planning, material development, Canvas site setup and management, and quality assurance for formatting, accessibility, and accuracy. Develop and maintain the quarterly didactic calendar in collaboration with faculty leadership and program administration. Proactively manage changes and disseminate updates to all stakeholders. Independently coordinate logistics for guest lecturers, panelists, and workshop participants:

• Manage communications, scheduling, documentation, and payment processes

• Ensure a positive experience for external contributors through thorough and responsive engagement

Serve as lead logistical coordinator for student workshops, including space scheduling, material prep, staffing, and follow-up. Oversee coordination of proctors and standardized patients as needed. Manage data collection and reporting for student evaluations using RedCap or equivalent systems; analyze and distribute results to faculty leadership and use data to support curricular improvement efforts. Maintain secure, organized tracking systems for assignments, grades, and attendance across all courses. Generate summary reports and coordinate grade workflows in alignment with academic deadlines. Support multi-campus course delivery through coordination with course chairs, faculty, and instructional staff. Manage Canvas course sites, assist in cross-site consistency efforts, and ensure alignment of instructional materials. Document, track, and lead follow-up on course meeting action items. Provide high-quality written minutes, update project timelines, and coordinate next steps with key faculty stakeholders. Actively participate in MEDEX-wide operations meetings and initiatives. Collaborate with Coordinators across campuses to drive consistency, innovation, and operational excellence. Lead or contribute to special projects supporting curriculum enhancement, accreditation preparation, student support initiatives, or cross-campus coordination efforts.

B. General Administrative Support (40%)

Manage front desk and reception coverage with a focus on high-quality service delivery. Act as a professional and welcoming first point of contact for students, faculty, guest lecturers, and the public. Maintain and regularly update internal documentation and procedural manuals for curriculum and administrative functions. Identify opportunities to streamline or improve current processes. Create, edit, and format internal and external communications, ensuring consistency, professionalism, and clarity. Prepare presentation materials and faculty correspondence as needed. Provide oversight and troubleshooting for A/V setup and classroom technology; serve as point of contact for resolving equipment or connectivity issues. Represent the Seattle site at program-wide meetings. Record, edit, and distribute accurate and timely minutes. Facilitate clear and efficient communication with other MEDEX campus sites (Tacoma, Spokane, Anchorage, Kona) to support shared goals, policy alignment, and workflow continuity. Support documentation and organization of accreditation materials and processes in collaboration with program leadership. Perform other duties as assigned by the Director of Didactic Program Operations, Program Support Supervisor 1, and faculty leadership, including cross-functional support and event coordination.

MINIMUM REQUIREMENTS 

• High school graduation or equivalent AND two years of experience in the program specialty.

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

DESIRED QUALIFICATIONS 

• High School graduation or equivalent

• Demonstrated experience managing complex scheduling and tracking systems

• Strong proficiency in Microsoft Office Suite, particularly Word and Excel

• Familiarity with online learning platforms such as Canvas, RedCap, or similar

• Strong written and verbal communication skills

• High attention to detail and ability to manage multiple priorities

• Ability to work both independently and collaboratively in a dynamic team environment

• Experience with FileMaker Pro and/or ExamSoft

• Experience with EXXAT Prism

• Experience working in higher education, particularly with adult learners

• Experience with Mac OS and related applications

• Experience working with confidential student data and FERPA compliance

CONDITIONS OF EMPLOYMENT

• Must be able to transport materials to classrooms and local events as needed

• Must be able to work occasional evenings or weekends for special events or workshops

• Must be able to travel to Regional Campuses if needed.

• Must complete required training for UW systems and platforms relevant to job duties

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 Washington state law.

Open to UW Employees only

If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply.