Job Information
Seattle Children's Program Coordinator II - Department of Pediatrics in Seattle, Washington
Responsibilities:
The Program Coordinator II is responsible for coordinating activities associated with a specific complex program or group of complex programs in a specialty/functional area including scheduling, coordination of communication, data management, document preparation, and process improvement. Works in collaboration with the Program Manager and other program staff as well as other stakeholders to help to implement the program's objectives in support of identified goals and the continuous improvement process. Responsible for ensuring effective communication among stakeholders and program staff. May manage data on the program's effectiveness. Responsible for facilitating the deployment of the program's strategy including implementing a variety of solutions that optimize the program's effectiveness. Coordinates the process of executing initiatives essential for the success of the program.
Job Posting Addendum:
This position is employed by Seattle Children’s, but will work within the partner institution University of Washington’s Department of Pediatrics’ Chair’s Office. The Chair’s Office supports the projects and calendar needs of 17 Department Vice Chairs, Associate Vice Chairs, Administrative Leaders, and the Chair.
The University of Washington Department of Pediatrics is a national leader and has a global presence in advancing the science of childhood health, disease prevention and cures. We are also redefining how healthcare can be delivered effectively to diverse communities and how a diverse department can create a vibrant workplace as well as a rich academic environment. We have over 600 faculty and we train over 250 Pediatric residents and fellows annually. We have every medical specialty represented within 21 Divisions and Sections. We serve the Northwest region of the United States with clinical and training programs that span Washington, Idaho, Montana, Wyoming, Alaska, and internationally in Kenya. We welcome and value our partnerships with Seattle Children's, Fred Hutchinson Cancer Research Center, and many other individuals and organizations who share our vision of serving our local and global communities to improve child health. Our research includes innovative work in Immunotherapy, Infectious Disease, Genetics, Oncology, Diabetes, Cystic Fibrosis, and Behavioral Health. Building on our outstanding research, we are committed to an integrated clinical and research environment where we strive to rapidly bring discoveries to the bedside of the children who need them.
PROJECT/PROGRAM SUPPORT:
Provide general administrative support, project management, scheduling and document preparation for the Department’s Associate Director of Finance, Associate Director of Operations, Associate Director of People & Workforce, and (as assigned) Vice Chairs, and Associate Vice Chairs.
Assist Chair’s office with special projects on behalf of the Department, Seattle Children’s and UW Medicine. This includes assignment of projects from Chair, Vice Chairs, Associate Vice Chairs, Associate Directors, and Manager of Executive Administration.
Support the planning of meetings and retreats for various units with the UW Pediatrics Administrative team.
Provide management and support to the Strategic Operations + Finance (SO+F) team meetings, weekly calls, and retreats. In collaboration with the Manager of Executive Administration, assist with tracking priorities and strategic planning.
Manage preparation, slide finalization, note taking, etc. for department staff meetings, division administrator meetings, SO+F meetings and other meetings as requested.
Provide support to departmental committee(s) as assigned. Support includes meeting scheduling & management, priority tracking, distributing communications, event planning, etc.
DEPARTMENT OF PEDIATRICS SUPPORT:
Serve as a resource and point-of-contact within the department for administrative needs.
Extensive and confidential correspondence and signature requests of senior leadership within the Department, ranging from but not limited to: letters of support, grant applications, financial approval documentation and recruitment documentation.
Answer multiple and/or designated telephone lines, take messages, prioritize, screen, and route calls. Assist callers on complex matters.
Assist team in managing the Chair’s Office shared inboxes: Pedssignatures (for processing signature requests) and PedsTravel (for processes pre-travel requests).
Manage scheduling and data collection for productivity reviews, budget reviews, incentive reviews and staff reviews.
Greet visitors and customers. Manage visitor and customer flow by answering questions, resolving conflicts, and notifying appropriate staff of urgent issues. Redirect visitors and customers to appropriate department, organization, or service center. Answer visitor and customer questions, and provide additional research and follow-up as necessary.
ASSISTANT SUPPORT FOR ASSOCIATE DIRECTORS AND ASSIGNED VICE CHAIRS/ASSOCIATE VICE CHAIRS:
Management of Associate Director of Finance, Associate Director of Operations, Associate Director of People, Vice Chairs, and Associate Vice Chairs’ complex calendars, which includes coordinating multiple site locations, urgent meeting schedules and daily changes
Schedule meetings for Associate Directors, and (as assigned) Vice Chairs and Associate Vice Chairs for work in those roles; reschedule meetings as conflicts arise.
Proactively resolve conflicts or communicate conflicts to schedule owners.
Schedule individual and department meetings with internal and external partners.
Prepare and distribute agendas; organize presentations, communicate meeting expectations and standards
Order and set-up equipment and catering.
Take and distribute meeting minutes.
Make travel arrangements for which includes flights, hotels, itinerary prep, etc.
Participate at staff meetings and in workgroup initiatives for the Department, School of Medicine, and Seattle Children’s.
Provide back up administrative and project support to the Department’s Vice Chair of Finance & Administration and Chair (as needed).
Requirements:
Required Education/Experience:
Two (2) years college coursework in Business, Healthcare, Human Services or related field or equivalent combination of education and experience.
Three (3) years program coordination support experience; including at least 1 year of experience organizing multiple projects through to completion.
Successful track record convening and facilitating dialogue with multiple and diverse stakeholders.
Experience with: drafting, editing and developing communications and/or reports; data analysis and data entry.
Required Credentials:
- N/A.
Preferred:
Bachelor’s Degree in Business, Project Management, Marketing, Human Services or related field.
Experience working in public health, health care or social services.
Experience working on continuous process improvement projects and understanding of lean methodology.
Experience in an academic medicine based environment.
Project management assistance experience.
Experience with interdisciplinary projects.
Experience with managing complex calendars.
Min to Max Hourly Salary: $27.61 - $41.42 /hr
Salary Information:
This compensation range was calculated based on full-time employment (2080 hours worked per calendar year). Offers are determined by multiple factors including equity, skills, experience, and expertise, and may vary within the range provided.
Disclaimer for Out of State Applicants:
This compensation range is specific to Seattle, positions located outside of Seattle may be compensated differently depending on various factors .
Benefits Information:
Seattle Children’s offers a generous benefit package, including medical, dental, and vision plans, 403(b), life insurance, paid time off, tuition reimbursement, and more. Click here (https://www.seattlechildrens.org/careers/benefits/) for more information.
About Us:
Hope. Care. Cure. These three simple words capture what we do at Seattle Children’s –- to help every child live the healthiest and most fulfilling life possible. Are you ready to engage with a mission-driven organization that is life-changing to many, and touches the hearts of all? #HOPECARECURE
Our founding promise to the community is as valid today as it was over a century ago: we will care for all children in our region, regardless of the families’ ability to pay. Together, we deliver superior patient care, advance new discoveries and treatments through pediatric research, and serve as the pediatric and adolescent, academic medical center for Washington, Alaska, Montana and Idaho – the largest region of any children’s hospital in the country.
In 2022, U.S. News & World Report once again ranked Seattle Children’s among the nation’s best children’s hospitals – for the 30th year in a row. For more than a decade, Seattle Children’s has been nationally ranked in all 10 specialty areas evaluated by U.S. News & World Report. We are honored to be the top-ranked pediatric hospital in Washington and the Pacific Northwest.
As a Magnet designated institution, and classified among America’s best large employers by Forbes, we recognize the importance of hiring and developing great talent to provide best-in-class care to the patients and families we serve. Our organizational DNA takes form in our core values: Compassion, Excellence, Integrity, Collaboration, Equity and Innovation. Whether it’s delivering frontline care to our patients in a kind and caring manner, practicing the highest standards of quality and safety, or being relentlessly curious as we work towards eradicating childhood diseases, these values are the fabric of our culture and community. The future starts here.
Our Commitment to Diversity:
Our community welcomes diverse experiences, backgrounds, and thoughts as this is what drives our spirit of inquiry and allows us to better connect with our increasingly diverse patients and families. Our organization recruits, employs, trains, compensates, and promotes without regard to race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.
The people who work at Seattle Children’s are members of a community that seeks to respect and celebrate all the qualities that make each of us unique. Each of us is empowered to be ourselves within this community, which cultivates and promotes equity, diversity, and inclusion at all levels.
Seattle Children’s is proud to be an Equal Opportunity Workplace and Affirmative Action Employer.