Job Information
University of Washington HCOP PROGRAM OPERATIONS SPECIALIST in Seattle, Washington
Req #: 241786
Department: SCHOOL OF MEDICINE
Job Location Detail: Hybrid Eligible - 1-2 days a week in person at Health Sciences Bldg
Posting Date: 12/19/2024
Closing Info: Open Until Filled
Salary: $5,114 - $6,500 per month
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 School of Medicine has an outstanding opportunity for a HCOP Program Operations Specialist to join their team.
The HCOP Program Operations Specialist provides important program support and oversees the operation of the Health Careers Opportunity Program (HCOP) at the University of Washington. HCOP is designed to support students from economically and educationally disadvantaged backgrounds who are interested in pursuing careers in healthcare. By means of a variety of offerings, workshops, and mentorship opportunities, HCOP aims to prepare and guide these students through the healthcare pipeline, with the goal of increasing diversity in the healthcare workforce.
This position involves operational management, student and stakeholder coordination, program evaluation, and curriculum support for HCOP. The Program Operations Specialist plays a key role in supporting the development of students pursuing healthcare careers, ensuring that program milestones are met, events are organized smoothly, and relationships with internal and external stakeholders are maintained.
The HCOP Program Operations Specialist directly impacts the quality and scope of support offered to disadvantaged students pursuing healthcare careers at the University of Washington. HCOP is an important initiative aimed at addressing the healthcare disparities in underserved communities by increasing the diversity of the healthcare workforce. This role supports the academic and professional development of students through advising, programmatic support, and coordination of events and opportunities. The Program Operations Specialist’s responsibilities include maintaining student databases, managing event logistics, coordinating with student and stakeholders, and ensuring the smooth operation of the four HCOP initiatives that align with the university's broader goals of equity, inclusion, and diversity in healthcare education.
The HCOP Program Operations Specialist plays a critical role in shaping the scope and quality of the University of Washington’s Health Careers Opportunity Program (HCOP), which aims to increase the diversity of the healthcare workforce by supporting students from disadvantaged backgrounds. This position ensures that HCOP program elements are properly administered, monitored, and evaluated, adhering to federal and state guidelines, UW regulations, and accreditation standards. Failure to hire a specialist with the expertise to manage these program functions could negatively affect compliance, program success, and the university’s broader goals related to equity in healthcare education.
The Program Operations Specialist’s responsibilities directly impact student success and retention and, by extension, contribute to the university’s mission to provide educational opportunities for students from historically underrepresented and underserved communities. Through the successful administration of HCOP, this position supports the university’s commitment to diversifying the healthcare workforce and addressing disparities in access to medical education.
The HCOP Program Operations Specialist is tasked with managing complex program operations that require close coordination with internal and external stakeholders, including faculty, students, and community partners. The complexities of the position arise from balancing the needs of a diverse student body, managing detailed program logistics, and ensuring compliance with strict federal program requirements.
Additionally, the role requires adaptability, as the HCOP program works with students from disadvantaged backgrounds who may face unique challenges. The Specialist must be responsive to evolving program priorities, ensuring timely support for students while navigating the administrative demands of event planning, communications, and student services.
The regional nature of the program adds further complexity, as the Specialist must maintain relationships with students, faculty, healthcare professionals, and institutions across a wide geographic area, ensuring seamless coordination and support for students and partners in both urban and rural communities.
DUTIES AND RESPONSIBILITIES The HCOP Program Operations Specialist works closely with program leadership, administrators, faculty, and students to manage and provide assistance to the operational activities of the BRIGHT-UP, UDOC, SHPEPLE and Ambassador programs, with key duties and responsibilities on the Ambassador program. Major duties and responsibilities include:
Operations Management - 55%:
Manage communications, logistics, and database management for the HCOP program, ensuring efficient support for students and stakeholders.
Process reimbursements for student and staff travel and event-related expenses.
Generate weekly, monthly, and annual reports on student progress and engagement in HCOP activities and healthcare pipeline programs.
Maintain HCOP program websites, newsletters, and social media presence, providing consistent updates and information.
Provide technical and logistical support for online workshops, classes, and events related to HCOP, including room reservations, A/V needs, and event resources.
Assist with recruitment of students in HCOP programs as well as maintain a database of current and future Ambassadors.
Attend weekly and monthly meetings with team members to share updates, co-learn about activities and events, and perform related tasks from meetings.Student and Stakeholder Management - 25%:
Serve as the primary contact for HCOP-related inquiries, coordinating with UW faculty, staff, and external partners to support program goals.
Manage the administrative processes related to student engagement, program activities, credentialing, and event planning.
Organize and lead large-scale HCOP events, such as student retreats, professional development workshops, and graduation ceremonies.
Develop and implement activities for student and faculty workshops, webinars, orientation, and other programmatic sessions to enhance engagement and learning.
Assist the Associate Director with Canvas learning platform in planning and interacting with students.
Provide regular reports on students’ progress with Canvas modules and engagement.
Regularly check in with current Ambassador students to ensure continued engagement and provide resources to students as requested.Program Evaluation Management - 15%:
Oversee the evaluation processes for HCOP programs, ensuring timely feedback from students, mentors, and community partners to support continuous improvement.
Analyze evaluation data and provide recommendations for program enhancements and strategic planning to improve student outcomes and overall program effectiveness.
Conduct evaluation of HCOP programs and collaborate with team members on how to best present, analyze and evaluate data from the HCOP programs.Curriculum Assistance - 5%:
Assist and provide support for HCOP-related courses and educational activities.
Assist in teaching a course for health science professional students as needed.
Respond to emerging priorities and needs within the HCOP program and the Office of Curriculum to ensure program success. MINIMUM REQUIREMENTS
Bachelor’s degree or equivalent experience.
Two years of administrative work experience and proficiency in the use of Zoom, Teams, Microsoft Office programs (including cloud-based record storage), Outlook (or similar email, calendar system), Excel, REDCap, and Adobe. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
Familiarity with learning management platforms (i.e. Canvas), and communication platforms like WordPress, MailChimp, Constant Contact, and Canva.
Demonstrated ability to multitask, adapt to evolving priorities, and coordinate projects independently and collaboratively in cross-functional teams.
Ability to work a flexible schedule with some evening (quarterly) and/or weekend work (minimal).
Experience with event planning.
Travel in the WWAMI region (minimal). Daily work to be completed remotely. DESIRED QUALIFICATIONS
Master’s degree focused on health sciences or public health plus 2 years’ experience managing data, grants, and/or program development.
Proven experience working with diverse groups and teams, demonstrating respect for, and contributing to UWSOM’s commitment to diversity, equity, and inclusion. Lived experience related to healthcare access or healthcare equity in the communities we serve (rural, small-city, urban historically disadvantaged) is highly valued.
Experience with data gathering and analysis.
Self-motivation, resourcefulness, strong organizational skills.
Strong oral and written communication skills.
Prior program management experience.
Ability to work remotely with minimal supervision. CONDITIONS OF EMPLOYMENT
The position may require the employee to work beyond a normal work week (e.g., more than the scheduled hours in FTW per week) and intermittently requires evening and weekend time to meet project deadlines and attend meetings. 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.