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The Department of Medicine has an outstanding opportunity for a full-time Assistant Director of Medicine Student Programs.
The Assistant Director of Medicine Student Program is responsible for strategic planning and oversight of all administrative elements for the program. The Medicine Student Program offers preceptorships, non-clinical electives, a twelve-week required medicine clerkship, required Advanced Patient Care clerkships, subinternships and a large number of subspecialty electives to first through fourth-year University of Washington medical students and visiting students. Training sites are located at Seattle area hospitals and clinics as well as hospitals and clinics elsewhere in a five state, Washington, Wyoming, Alaska, Montana, and Idaho, region known as WWAMI. The Assistant Director is expected to exercise independent judgment, solve complex problems, and develop innovative approaches to the management of medical student programs and initiatives. The Assistant Director also plays a crucial role in the student advising program for students applying for residency in Internal Medicine and Preliminary Medicine.
The Medicine Student Program is a high profile program that is at the core of the education mission for the School of Medicine. This program is unique in the country for its broad scope across five states, Washington, Wyoming, Alaska, Montana, and Idaho (WWAMI). The Assistant Director must have outstanding interpersonal skills and will coordinate the program’s development and operations with School of Medicine leaders, site coordinators and faculty at remote locations. In addition, this position requires strong program management skills to move the program forward with continuous curriculum renewal, expanding class size and curriculum requirements necessitating more clerkship availability, and our departmental internal quality improvement efforts. The Assistant Director must use systems thinking to advocate for students while ensuring consistent policies and procedures across the program.
Dimensions and Impact to the University:
This position supports the education mission of the School of Medicine. This Medicine Student Programs team works with over 900 students per year who rotate in our required medicine clerkship, subinternships, advanced patient care electives, electives, non-clinical electives, preceptorships, and undergraduate research elective. One important mission of medical school is to successfully match medical students into residency programs, as well as advise students who don’t match. This position administers the Department of Medicine’s career advising program.
DUTIES & RESPONSIBILITIES:
STRATEGIC PLANNING, PROGRAM MANAGEMENT AND DEVELOPMENT (55%)
As the Medicine Student Program’s senior administrative manager, the Assistant Director is responsible for developing and directing the long-range strategic business plan for the program. This includes analyzing current programs and trends, reviewing and developing recommendations and proposals for new educational and student advising programs, and using student and faculty feedback for continuous performance improvement efforts. The Assistant Director supervises four full time staff and has the responsibility for full oversight of the program’s administrative support.
Oversee, advise and direct staff to achieve programmatic goals including:
Provides leadership and oversight for the WWAMI clerkship sites including strategic planning for new sites, ensuring existing sites meet programmatic requirements, and developing communication and outreach activities.
Advise students, faculty and staff coordinators in Seattle and regional sites in all policies and procedures pertaining to the student program, including clinical assignments, WWAMI regional rotations, time-off policy, evaluation process, grading policies and procedures, grade grievances and confidential student and faculty issues.
Represent Medicine Student Programs on School of Medicine committees and in interactions with Deans and other SOM leadership.
Provide responses to inquiries by UWSOM for LCME accreditation, annual clerkship review, and other various inquires.
Manage appointments for WWAMI faculty including new appointments, renewals and promotions by coordinating with Site Directors and Regional Clinical Deans.
In the Director's absence, be able to analyze, resolve and effectively direct concerns and issues with medical students and educators. These issues will be sensitive in nature and must be handled in a timely manner.
Oversee and supervise the management of the Visiting Scholar and visiting US and international medical students program.
Develop rotation schedules for students assigned to Seattle hospitals and WWAMI sites and resolve all conflicts related to scheduling, site logistics and student preferences.
Liaise with the School of Medicine regarding medical student enrollment, student progress, grade and housing issues.
Provide statistical reports and analysis for required various committee meetings.
Initiate and write program policies and procedures and make program recommendations to Clerkship Director of Student Programs and faculty site coordinators.
Compile statistics, reports, grade analysis and enrollment trends.
Oversee record management for compliance with the Family Educational Rights and Privacy Act (FERPA) and Health Insurance Portability and Accountability Act (HIPAA). Supervise student records and evaluation management to ensure compliance with SoM and LCME accreditation.
Oversee the final grade process for approximately 900 student evaluations per year.
Assist with planning and facilitating yearly retreats for Internal Medicine educators from the WWAMI region.
Understand medical education trends and apply knowledge to program management for process improvement.
Develop presentations for the education community showcasing the strengths and unique qualities of the Medicine Student Program.
Work closely with the School of Medicine regional affairs and other offices to identify new teaching sites and facilitate the site approval process.
Plan, develop and implement the student program workload, position descriptions, hiring, training/orientation and disciplinary action.
Manage unit’s monthly time and leave reporting to include leave requests, compensatory time, and overtime.
Conduct performance evaluations and staff recognition.
Develop staff resources for training, evaluation and performance needs.
Manage program space/staffing and program operations to ensure program, student and faculty needs are met.
Manage the unit’s website, write content, photo editing, and update as needed.
CAREER ADVISING (40%)
The Assistant Director manages the unit’s career advising for both the Internal Medicine and Preliminary Medicine match. An average of 45% of UWSOM graduating class contact the department for advising, with approximately 30-36% matching in Internal Medicine or Prelim Medicine for residency each year.
Advise medical students on internal medicine and prelim medicine residency application process. Oversee tracking of students through all advising phases from MS4 scheduling, ERAS application, interview season, ranking and matching.
Meet 1:1 with students for career advising; assess their competiveness, and suggest programs to apply to and application strategies.
Supervise the Department of Medicine Letter of Recommendation process; ensure timely upload to ERAS application.
Plan group advising sessions.
Monitor students’ progress throughout interview season.
Educate students and provide periodic and timely information during various stages of the match process, e.g. application preparation, program selection, personal statements, interview review, and rank lists.
FINANCIAL MANAGEMENT (5%)
The Assistant Director manages the financial resources for an effective Medicine Student Program including:
Develop an annual financial plan that incorporates changing priorities, sites, accreditation and curriculum renewal requirements. Continually review financial management practices including the operating budget, grant and gift budgets and apply appropriate stewardship to available funding streams.
Use sound financial planning to budget and allocate resources to meet program needs. Approves expenditures for program and assures compliance with all state, University and School of Medicine policies and procedures.
Full supervisory responsibilities as defined by UW for a staff of 4.
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.
Bachelor's Degree in Business, Education, Counseling or related field and five years of experience to include medical student, undergraduate or graduate student advising.
Previous experience as a program administrator with supervisory role.
Demonstrated dedication to equity, diversity and inclusion
Strong organizational skills; demonstrated effective communication skills; and ability to work independently and problem solve while handling multiple tasks with minimal supervision.
Ability to be flexible and adaptable.
Proficiency in Microsoft Word, Excel, and PowerPoint
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience in medical education
Experience with regional program planning
Experience in E*Value or other medical student database system
Experience in Canvas
Experience with web design
CONDITIONS OF EMPLOYMENT
This position is day schedule Monday-Friday but may require occasional evenings for student and faculty meetings, and limited time on weekends as needed for special projects and deadlines.
Application Process: The application process for UW positions 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 Workforce 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 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.