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Job Description

The Department of Family Medicine's MEDEX Northwest Physician Assistant Program has an outstanding opportunity for a Program Coordinator (Student Affairs) to join their team.

About this Opportunity

Reporting to the Assistant Director of Student Services, the Program Coordinator (Student Affairs) provides operational management and project coordination for the MEDEX Student Affairs team. This position coordinates student support services, tutoring activities, Student Progress Committee operations, academic records, scheduling, and administrative projects supporting students and faculty across MEDEX Northwest's multiple campuses.

The Program Coordinator serves as a primary resource for students, tutors, faculty, and staff navigating student support programs and related policies and procedures. The position exercises independent judgment when coordinating sensitive academic matters and maintains the confidentiality of student information in accordance with FERPA requirements and program accreditation standards.

Key Responsibilities

• Student Affairs operations and student support coordination (30%):Manage day-to-day operations and projects for the Student Affairs team. Coordinate meetings among students, academic coaches, tutors, faculty, and staff; monitor student support activities; recommend strategies to improve outreach and scheduling; maintain operational procedures; and advise students, tutors, and faculty regarding student support processes and resources.

• Tutoring program coordination (20%):Lead tutoring program logistics, including tutor outreach, onboarding, access to instructional resources, scheduling, attendance tracking, invoices, hours, and monthly payment documentation. Maintain tutor activity and student attendance records, monitor compliance with budgetary requirements, and initiate corrective action when needed.

• Student Progress Committee support (20%):Coordinate regular and ad hoc Student Progress Committee meetings involving leadership, faculty, students, and other stakeholders. Prepare agendas, track student cases, collect relevant information, record confidential meeting minutes, distribute academic warning letters, communicate action items, and maintain committee files and records.

• Academic records, Canvas, and administrative support (20%):Build and maintain Student Affairs courses in Canvas; track remediation and student support assignments; prepare completion reports; maintain student performance, accommodation, and disability-related absence records; draft, proofread, and edit correspondence; support presentations and virtual sessions; and organize records in accordance with retention requirements.

• Scholarships, evaluation, and program initiatives (10%):Coordinate scholarship application and review logistics, advise students regarding scholarship requirements, compile application scores, and support award decisions. Collaborate on program evaluation activities and participate in accreditation, technology, orientation, graduation, retreat, and other program initiatives and events.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

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

• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Additional Qualifications

• Experience working with students experiencing academic difficulty, professionalism concerns, or other performance-related challenges.

• Experience supporting student accommodations and collaborating with disability services offices.

• Experience coordinating operations in a higher education, health professions education, or other accreditation-driven educational program.

• Experience maintaining confidential student records under FERPA or comparable privacy requirements.

• Experience supporting accreditation requirements related to student support, student progression, or program outcomes.

• Experience supporting student remediation, tutoring, academic coaching, or other student-success initiatives.

• Experience coordinating complex schedules involving students, faculty, staff, and multiple stakeholders.

• Experience supporting academic committees through agenda preparation, meeting coordination, minute taking, case or action-item tracking, and follow-up.

• Experience using Canvas or a comparable learning management system.

• Advanced proficiency with Microsoft Excel, including developing and maintaining tracking databases and reporting tools.

• Experience developing and maintaining operational procedures, workflow documentation, or filing and recordkeeping systems.

• Demonstrated ability to communicate supportively and adapt communication to students with diverse experiences, learning needs, and communication styles.

• Demonstrated discretion when handling sensitive academic, performance, professionalism, accommodation, or other confidential student matters.

• Proficiency in drafting, proofreading, and editing professional correspondence.

• Proficiency with Microsoft 365 applications, including Word, Excel, PowerPoint, Teams, Outlook, and OneDrive, as well as database applications.

• Demonstrated ability to manage competing priorities and complete projects accurately within established deadlines.

• Strong verbal, written, and interpersonal communication skills when working with students, faculty, staff, and other stakeholders.

Preferred Qualifications

• Experience supporting Physician Assistant, medical, nursing, or another health professions education program.

• Experience coordinating student support services within an accredited health sciences program.

• Experience supporting a student progress committee, academic review committee, or similar academic governance body.

• Experience working with adult learners in graduate or professional education.

• Experience working in a multi-campus or geographically distributed educational environment.

Working Conditions

• Must learn the computer systems and software applications necessary to fulfill the position's responsibilities, including Canvas, Catalyst, FileMaker Pro, PowerPoint, Zoom, and other applicable systems.

• Must develop and maintain working knowledge of MEDEX policies and procedures necessary to provide operational coordination, project support, and guidance to students, tutors, faculty, and staff.

• Must be available to participate in applicable administrative and academic meetings, projects, and events at the University of Washington campus in Seattle.

• Must maintain confidentiality when working with protected student information and sensitive academic or professionalism matters.

• Must occasionally carry lightweight office or classroom equipment.

• Must be able to assist with in-person events, which may require walking some distance in inclement weather or driving a personal vehicle.

About the Team

MEDEX Northwest is the University of Washington's Physician Assistant Program and a section of the Department of Family Medicine within the School of Medicine. MEDEX prepares physician assistants to serve communities throughout the region and operates across five campus locations: Anchorage, Alaska; Spokane, Washington; Kona, Hawaii; Seattle, Washington; and Tacoma, Washington.

The Student Affairs team supports student success, academic progression, tutoring, coaching, accommodations, scholarships, and other services across the program. The Program Coordinator works collaboratively with Student Affairs leadership, faculty, academic coaches, tutors, students, and administrative colleagues throughout MEDEX's multi-campus environment.

Compensation, Benefits and Position Details

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About the UW

Working at the University of Washington provides a unique opportunity to change lives - on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

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.