Description
JOB SUMMARY
Working in the WPMG Office of Medical Education, this role coordinates and fulfills multiple components of medical education, health workforce development, and community benefit programs and projects involving hundreds of WPMG clinicians, medical learners, and community partners statewide.
The Program Coordinator performs advanced professional administrative coordination services for multiple programs in WPMG's medical education and community benefit arenas. Deals with sensitive departmental and organizational matters and protects confidential student participant data such as vaccination records and identifying information.
This role requires a person who is highly organized and enjoys building and improving methods to keep complex work on track. Must be comfortable working independently and exercising latitude and judgment to resolve problems within established procedures and guidelines. We seek a person to be the welcoming “first voice” of our programs, confidently interacting in writing, on the phone, and online with students, administrators, WPMG clinicians, and multiple external partner organizations.
PRINCIPAL DUTIES & RESPONSIBILITIES
Description
· Supports logistics that enable WPMG clinicians to work as clinical teachers for Undergraduate Medical Education (UME) and Graduate Medical Education (GME) in KPWA clinical settings.
· Contributes to the operational excellence of the Health Care Career Pathways Program (HCCP) by understanding the core barriers facing target student populations and applying strong project coordination and communication skills to facilitate and complete the core work of the program.
· Responsible for intake, onboarding, welcoming, and ongoing communication with medical learners from multiple school settings: from high school through pre-medical college students, post-graduate students training in health careers, and medical residents working throughout the Pacific Northwest.
· Acts as point of contact for medical, midwifery and PA school rotation coordinators who place learners at Kaiser Permanente Washington for clinical rotations.
· Provides a range of logistical support for WPMG's Health Care Career Pathways program that may include student scheduling, coordinating with clinical sites to place students in shadowing experiences, and ongoing communication with learners and participants.
· Supports logistics for events such as mentor training and professional development days for teaching clinicians.
· Works with the Kaiser Permanente Washington community engagement department to recruit and place WPMG clinicians into select community benefit activities.
· Monitors and updates communication platforms and technology tools used by the Office of Medical Education, and Health Care Career Pathways, such as SharePoint pages, Web pages, electronic intake forms, and in-boxes.
· Updates data about all learners and clinical teachers in the department's central database.
· Able to stay in synch with other remote workers and student interns using shared, cloud-based schedules, checklists, and documents.
· Maintains up-to-date lists of URM students, school deans, student organizations, and professional collaborators to inform students about opportunities.
· Collects and organizes photos and videos from events, photoshoots, and student programming.
· May attend or run meetings to go through project checklists, track decisions, and document action items.
· Coordinates administrative and logistical arrangements for conference rooms, conference calls and online learning sessions.
· Manages student requests for virtual education, mentoring, and shadowing programs; tracking, synthesizing and reporting student feedback. Schedules speakers for virtual programs and outside career exposure requests.
· Answers general inquiries coming in from learners, clinical teachers, and a wide range of KPWA staff who have questions about programs.
· Tracks and compiles expense receipts and reports. May oversee portions of a program budget.
· Troubleshoots issues that may arise in daily operations by communicating or coordinating with multiple teams around Kaiser Permanente Washington, such as IT, Provider Services, Nursing and Professional Practice Development, Security, Provider Credentialing, and front-line clinic administrators at multiple clinics.
· Communicates professionally with external contacts including school district representatives, learners and guardians, medical rotation coordinators, Offices of Academic and Faculty Affairs, community engagement partners, medical education partners, and vendor representatives.
· Other related coordination functions may be assigned as deemed necessary.
Compensation and Benefits
The salary range for this position is $74,599 - $81,517 and will be based on factors such as education, training and experience. This position is also eligible for our Annual Incentive Plan (AIP). Benefits include: medical and dental benefits, 401(k), life insurance, paid vacation and more.
JOB SPECIFICATIONS
EDUCATION
REQUIRED
DESCRIPTION
PREFERRED
Minimum:
BA/BS or equivalent combination of education and experience
EXPERIENCE
REQUIRED
DESCRIPTION
PREFERRED
Minimum:
3 years administrative experience supporting managers/departments in complex organizational environments
Excellent communication and interpersonal skills including experience composing correspondence and presentations.
Demonstrated analysis skills, including the ability to work with data in MS Excel
Experience working directly with senior management in health care, workforce development, higher education, and/or medical education environment.
Experience working with a Permanente Medical Group or Kaiser Permanente and familiarity with organizational practices and policies
Ability to work with charts and survey results
LICENSES, CERTIFICATIONS OR OTHER ESSENTIAL QUALIFICATIONS
REQUIRED
DESCRIPTION
PREFERRED
Minimum:
Proven ability to produce professional work products using Microsoft Office Suite applications (Outlook, Word, Excel, PowerPoint, Teams, OneNote, etc.).
Project management certificate completion or coursework
Experience building and maintaining a SharePoint site
COMPETENCIES
Competencies: Skills, Knowledge & Behaviors that are required for performing the job.
COMPETENCIES
DESCRIPTION
REQUIRED/PREFERRED
Expertise
Demonstrated effective problem solving, analytical, and decision-making skills.
Strong communication and presentation skills.
Learns the priorities of the department and organization.
Shares expertise and best practices with others.
Ability to attend to details, prioritize and complete multiple tasks independently in a fast-paced environment.
Ability to understand and utilize data to improve performance.
Required
Relationships
Ability to relate, build trust, and work effectively with learners with a wide range of ages, lived experiences, backgrounds, and goals.
Builds productive rapport with employees at all levels within and outside the department.
Works collaboratively with team members and others to achieve identified goals and objectives.
Accepts suggestions and criticism in a cooperative and positive manner.
Interacts with others in a helpful and informative manner.
Treats others with fairness, dignity, and respect.
Required
Continuous Improvement
Maintains and fosters skills necessary to perform job functions over time.
Continually looks for ways to improve processes and foster learning
Documents and shares best practices related to current job functions.
Encourages innovation, respectfully listens to and acknowledges ideas of others.
Required
Service Excellence
Understands and responds promptly and courteously to customer needs and expectations.
Establishes and maintains good working relationships with both external and internal customers.
Follows through to see if customer needs were met and keeps them informed of status.
Timely when responding to voicemail, e-mail and interoffice communications.
Encourages, respectfully listens to and acknowledges diverse points of view.
Treats all customers with courtesy and respect.
Required
DISCLAIMER: The above statements are intended to describe the general nature and level of work assigned to this job. This is not intended to be an exhaustive list of all the responsibilities, duties, and skills required. The time devoted to the activities listed may be changed and other duties may be assigned.Apply on company website
Find Connections via Linkedin
