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Job Description

Overview

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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for four consecutive years.

The Department of Psychiatry and Behavioral Sciences within the UW School of Medicine is the third largest clinical department within the School of Medicine with 330 full-time faculty members, 460 courtesy faculty members, and over 350 staff. Department faculty provide clinical services in 5 hospitals, 14 primary care locations, and several outpatient sites in addition to telepsychiatry consultations to more than 150 clinics in Washington and beyond. As the only academic psychiatry department serving the five state WWAMI region (Washington, Wyoming, Alaska, Montana, Idaho), the Department’s highly competitive residency training program is largely responsible for developing the mental health workforce in the Pacific Northwest. The Department’s robust research portfolio totals $67 million in grants and contracts per year for projects ranging from clinical neurosciences to treatment development to health policy and population health. The Department is recognized as an international leader in developing, testing, and implementing Collaborative Care, an integrated care model increasingly seen as a solution for population-based mental health care. Other areas of excellence include Addictions, Autism, High Risk Youth, Neurosciences, and Trauma, and the Department is developing innovative new programs in Technology and Mental Health, Global Mental Health, Maternal and Child Mental Health, and Targeted Intervention Development. Psychiatry is the third largest department in the School of Medicine and the largest non-divisioned department. The overall annual operations funding from all sources is over $130 million.

The Department of Psychiatry & Behavioral Sciences within the UW School of Medicine currently has an outstanding opportunity for a full-time **Program Assistant** .

The individual in this position will assist in the daily operation of the Psychiatry Residency Training Program for the Department of Psychiatry and Behavioral Sciences, and to maintain responsibility of a few, large ongoing projects.

Responsibilities

Program Administration (95%)

+ Front desk support for the Psychiatry Residency Program. Triage phone, e-mail, and in-person requests.

+ Assist with the management of Canvas for course materials, syllabi, and rotations.

+ In partnership with Program Coordinator, collect and prepare educational materials for electronic distribution to faculty and residents for didactics.

+ In partnership with the Program Coordinator, track trainee educational progress in the program including maintaining records for trainees’ educational portfolios.

+ Assist with the maintenance of residents/fellows’ electronic files.

+ Summarize didactic teaching evaluations for distribution to lecturers and coordinators.

+ Assist with the maintenance of faculty teaching and supervision portfolios.

+ Attend GME meetings and connect with other program administrators at the UW.

+ Assist the Associate Director for Education with recruitment efforts by responding to inquiries from interested applicants. Provide guidance on eligibility and serve as backup coordinator for interviews.

+ Assist with virtual interviews during recruitment season.

+ Edit content for the residency recruitment and orientation portfolios.

+ Manage the residency library. Monitor the internal library via an Access database. Ensure the psychotherapy books and recorders are distributed and collected from residents for the various seminars.

+ Enter monthly site prorates in MedHub for psychiatry residency and the ACGME fellowship programs.

+ Enter call schedule into MedHub monthly for meal reimbursements.

+ Ensure residents attest to VA remote access each month.

+ Ensure residents and fellows submit workhours every week.

+ Maintain database for alumni files and assist Program Coordinator with alumni survey every 3 years.

+ Purge alumni files and prepare for archive every year.

+ Assist with recruitment, orientation, CME, retreats, workshops, PRITE exams, and graduation events.

+ Process loan deferment requests for residents and fellows.

+ Provide general office responsibilities (triage phone calls, maintain supplies, mailing prep, etc.).

+ Assist with various projects and duties as assigned.

+ Maintain compliance with the University's confidentiality regulations.

+ Review monthly VA EAR reports.

+ Distribute mail and packages to residents.

Financial Responsibilities (5%)

+ Submit travel reimbursements to department finance team on behalf of associate program directors and residents.

+ Maintain the resident wellness portfolio and assist residents with wellness reimbursement requests.

+ Purchase supplies and materials as needed for resident/fellow/program activities.

Minimum Requirements:

+ High school graduation or equivalent AND Two years of clerical experience.

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

Desired Requirements:

+ Bachelor’s degree OR Equivalent education/experience.

+ One or more years of relevant administration experience.

+ Demonstrated creative problem-solving skills, strong attention to detail.

+ Excellent interpersonal skills.

+ Ability to communicate effectively, orally and in writing, and to interact positively with a wide variety of people.

+ Ability to prioritize work appropriately and to work effectively both as a team member and independently with minimal supervision.

+ Ability to work on several different projects and with several different team members with competing deadlines.

+ Proficiency in the use of the following software applications: MS Word, MS Excel, PowerPoint, MS Outlook.

+ Demonstrated ability to work independently and multi-task.

+ Expected to be in the office Monday through Friday.

+ Experience working with the public or representing an organization to other organizations.

+ Experience with web editing tools such as Wordpress or Sharepoint.

+ Experience with RedCap and Trello.

Compensation, Benefits and Position Details

Pay Range Minimum:

$44,256.00 annual

Pay Range Maximum:

$54,732.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

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 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

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 (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

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.