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Req #: 247524

Department: DEPARTMENT OF FAMILY MEDICINE

Posting Date: 07/02/2025

Closing Info:

Closes On 07/09/2025

Salary: $5,114 - $7,672 per month

Limited Recruitment: **Open to Department employees only**

Shift: First Shift

Notes:

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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701\_a11y.pdf)

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 an Onboarding & Network Program Coordinator to join their team.** **POSITION PURPOSE

The Department of Family Medicine (DFM) at the University of Washington is committed to advancing the health and well-being of individuals, families, and communities through leadership in education, research, and clinical care. We are a nationally recognized department that values innovation, equity, collaboration, and the development of future leaders in academic medicine.

This position provides professional-level leadership over two high-impact, department-wide programs within the University of Washington’s Department of Family Medicine: The Family Medicine Residency Network (FMRN) continuing education program, which delivers accredited learning experiences to over 1,000 regional faculty across 31 affiliated residency sites in five states, and The faculty onboarding and orientation program, which ensures the successful integration of all new academic, clinical, and research faculty into department roles and systems. This role is responsible for directing program operations, including designing workflows, managing resources, implementing process improvements, and ensuring compliance with School of Medicine and UW policies. The position functions with a high degree of independence, exercising discretion in setting program timelines, coordinating with cross-functional partners, and resolving operational issues to meet strategic goals. In the onboarding domain, the position leads the full lifecycle of faculty onboarding, overseeing credentialing logistics, appointment documentation, system access (e.g., EPIC, MedHub, Workday), and new hire communications. It partners closely with HR, Academic Affairs, and credentialing offices to identify process gaps, recommend improvements, and deliver a consistent, high-quality experience that supports long-term faculty retention.In the FMRN program space, the position independently manages all aspects of CME event operations, including budget oversight, speaker engagement, contract coordination, digital communications, content production, and post-event evaluation. The role ensures offerings meet educational standards, align with departmental priorities, and serve the needs of a geographically dispersed audience. By directing these programs, the position plays a critical role in advancing faculty development, supporting regional training infrastructure, and strengthening department-wide operational excellence.

POSITION COMPLEXITIES

This position directs two distinct and complex program areas with overlapping timelines, evolving policies, and broad institutional impact. The role requires expert knowledge of onboarding and credentialing workflows, continuing education delivery, academic HR systems, and compliance requirements across multiple UW entities. It must coordinate across numerous stakeholders—including School of Medicine HR, Academic Affairs, IT, clinical systems teams, and over 30 external residency program sites—while navigating strict timelines, confidentiality, and high-volume demands. Each program requires the application of independent judgment and discretion to interpret policy, troubleshoot access and system challenges, adapt processes, and ensure smooth execution of deliverables. The position must continuously assess and improve workflows, manage vendor and budget relationships, and respond to urgent issues such as delayed credentialing, last-minute speaker changes, or evolving compliance standards. Balancing detail-oriented operations with the big-picture goals of faculty retention and regional collaboration requires high-level organization, systems thinking, and professional agility.

IMPACT TO THE UNIVERSITY

This role directly supports faculty development, retention, and engagement—core pillars of the UW School of Medicine’s mission. The onboarding and orientation program managed by this position serves approximately 50 new academic and clinical hires annually, ensuring their timely integration into department systems and roles. The continuing education program reaches over 1,000 regional faculty through multiple CME offerings each year, strengthening UW’s academic partnerships across the WWAMI region and supporting faculty teaching and accreditation needs. The position is responsible for managing program budgets, allocating resources for event delivery and system access, and tracking performance metrics that inform department operations. Its impact spans internal workforce stability, external academic reputation, and long-term relationship-building with affiliated teaching sites. Effective execution of this role directly enhances institutional efficiency, faculty satisfaction, and the department’s ability to fulfill its education, research, and service commitments.

**DUTIES AND RESPONSIBILITIES** 1. FMRN Continuing Education Course Coordination & Management (40%)

• Independently manage the development and execution of the Family Medicine Residency Network’s (FMRN) continuing education course offerings, ensuring alignment with educational standards, department goals, and stakeholder expectations.

• Direct the end-to-end planning cycle for each event, including project timeline creation, content development, coordination of internal and external contributors, and risk management.

• Exercise judgment in selecting speakers and determining course content in collaboration with FMRN leadership, based on identified gaps in knowledge, learner needs, and accreditation trends.

• Lead all communication with invited speakers and teaching faculty, negotiating expectations and deliverables, managing logistics, and resolving any access or travel-related barriers.

• Develop and oversee programmatic standards for course materials and online resources, ensuring accuracy, consistency, and accessibility across events.

• Supervise the maintenance and dissemination of program content on digital platforms and learning resource libraries, working with communications and tech staff to ensure real-time updates and usability.

• Oversee the execution of course delivery logistics, including venue contracts, AV coordination, registration systems, catering, and budget approvals, with accountability for managing expenses in alignment with program budgets.

• Act as the primary on-site representative during FMRN events, directing vendors, AV teams, and support staff to deliver a seamless attendee experience and troubleshoot issues in real time.

• Lead the design and administration of course evaluations and real-time polling, manage data collection, and analyze outcomes for quality improvement and longitudinal program tracking.

• Report outcomes and recommendations to FMRN leadership, identifying opportunities for future enhancements and resource needs.

2. Strategic Onboarding Program Management & HR Operations Oversight (30%)

• Oversee the design, implementation, and continuous improvement of the department’s onboarding program for faculty, academic staff, and clinical appointees, ensuring seamless integration across HR, credentialing, compliance, and operational systems.

• Exercise independent judgment in interpreting and applying institutional, School of Medicine, and departmental policies related to appointment classifications, benefits eligibility, credentialing requirements, and system access provisioning.

• Serve as the department’s lead onboarding strategist, managing onboarding life cycles from offer acceptance through system activation, and partnering with HR, Academic Affairs, and IT teams to resolve complex cases and ensure compliance.

• Manage internal onboarding operations, including timeline development, accountability tracking, and stakeholder communication, ensuring alignment with School of Medicine onboarding standards and department goals.

• Lead cross-functional collaboration with credentialing, academic HR, payroll, and compliance partners to ensure accurate and timely processing of access to EPIC, MedHub, Workday, Amion, and other enterprise systems.

• Analyze onboarding and credentialing workflows to identify bottlenecks, develop scalable solutions, and recommend policy or procedural updates to senior leadership.

• Direct onboarding-related communications with new hires, serving as the primary point of contact for policy clarification, procedural guidance, and problem resolution.

• Maintain and monitor onboarding dashboards, data systems, and internal documentation to ensure accurate tracking, performance evaluation, and readiness for internal or external audit.

• Collaborate with department HR and leadership to align onboarding practices with broader departmental DEI objectives, institutional compliance standards, and workforce planning goals.

• Support HR systems administration by serving as a departmental resource and backup for Workday, Interfolio, and related platforms, ensuring data integrity and process continuity.

3. FMRN Orientation Program Development & Delivery (20%)

• Lead the strategic design and implementation of a comprehensive orientation program for incoming faculty, academic staff, and clinicians affiliated with the FMRN, ensuring consistency with School of Medicine standards and department goals.

• Collaborate with HR, IT, Faculty Affairs, and Credentialing teams to develop a unified orientation framework that addresses the unique needs of various appointment types (e.g., adjunct, part-time, clinical, research).

• Independently create and manage a suite of onboarding materials and digital assets, including welcome guides, checklists, process maps, and orientation schedules.

• Coordinate and facilitate multi-stakeholder orientation sessions and presentations, guiding new faculty through institutional systems, compliance expectations, and department-specific processes.

• Customize content and delivery approaches based on participant profiles, using stakeholder feedback and institutional benchmarks to drive iterative improvement.

• Evaluate program effectiveness through surveys, participation tracking, and post-orientation assessments; analyze data trends and provide reports to departmental leadership.

• Ensure that all orientation materials and communication tools reflect the department’s values around DEI, inclusive onboarding practices, and regulatory compliance.

• Serve as a subject matter expert and resource to department leadership regarding best practices for academic and clinical onboarding in higher education and healthcare settings.

4. Program Support and Special Projects (10%)

• Provide high-level programmatic and operational support to FMRN leadership by managing data collection, visualization, and reporting related to continuing education, onboarding, and orientation activities.

• Partner with the Network Technology Strategist to develop custom data reports and dashboards for strategic decision-making, using Excel, survey tools, and visualization platforms.

• Analyze program metrics and trends to identify performance gaps and recommend improvements aligned with departmental goals.

• Serve as a liaison between faculty, staff, and administrative stakeholders to coordinate special initiatives, system enhancements, or technology implementations that impact program operations.

• Support fiscal operations in collaboration with the Network Administrator, including processing reimbursements, managing purchasing workflows, and reconciling expenses.

• Maintain documentation of workflows, operational guidelines, and standard procedures to ensure continuity and cross-training.

• Take the lead on special projects assigned by the Network Director, often involving time-sensitive deliverables, cross-functional collaboration, and independent problem-solving.

MINIMUM REQUIREMENTS

• Bachelor's degree in Human Resources, Education, Communications or a related field.

• At least 2 years of relevant experience in academic administration, onboarding coordination, or healthcare operations.

_Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration._ **ADDITIONAL REQUIREMENTS**

• Demonstrated ability to manage multiple projects with strong attention to detail and time management.

• Strong written and verbal communication skills with experience supporting professional communications.

• Proficiency in Microsoft Office Suite (especially Excel, Word, and PowerPoint), Zoom, and collaborative tools like MS Teams or SharePoint.

• Ability to learn and use internal systems such as Workday, MedHub, Amion, and UW-specific tools with training.

• Ability to work independently and as part of a collaborative team.

• Sensitivity to issues of confidentiality, diversity, and organizational culture.

DESIRED QUALIFICATIONS

• Experience working in an academic medical center or within the UW system.

• Knowledge of credentialing or faculty appointment processes.

• Familiarity with HRIS or tracking tools used in higher education settings.

• Experience coordinating large meetings or events, both in-person and virtual.

• Commitment to diversity, equity, and inclusion, and ability to foster a culture of belonging

CONDITIONS OF EMPLOYMENT

• This position is based in Seattle, WA, with hybrid remote/on-site flexibility depending on operational needs.

• Occasional early-morning or evening hours may be required to support onboarding schedules or regional Network events.

• Infrequent travel within the WWAMI region may be offered bu

**Application Process:** The application process 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 access 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.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.