Req : 239443 Department: SCHOOL OF MEDICINE Job Location Detail: Hybrid Eligible Posting Date: 10/03/2024 Closing Info: Open Until Filled Salary: $5,114 - $5,834 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 Student Engagement Specialist to join their team. The Student Engagement Specialist supports service-learning projects, student engagement initiatives, registered student organizations, and events for medical students across the five-state Washington, Wyoming, Alaska, Montana, and Idaho (WWAMI) region. The Student Engagement Specialist will utilize independent judgment and decision-making to enhance the efficacy and efficiency of program activities and support both students and faculty. The Student Engagement Specialist will ensure that service-learning activities and student engagement programs are accessible to all students across the WWAMI region, and operate in accordance with university, state, and federal policies and procedures, with a commitment to the promotion of diversity, equity, and inclusion. The UW SoM supports over 1,100 medical students across a five-state region. The position requires an ability to understand and interpret complex university policies and legal requirements, and subsequently enact programming that meets these demands across a multi-state program. The position has frequent contact with medical students, and thus must be service-oriented, and able to address issues in a prompt and professional manner. The Student Engagement Specialist must be able to multitask, prioritize responsibilities and competing tasks from students and administration, and work independently under pressure of frequent deadlines and changing priorities. DUTIES AND RESPONSIBILITIES Programming and Events - 50%: Assist with the daily operations, planning, and implementation of UW SoM student service-learning projects and interprofessional student service-learning projects. Provide programmatic support for service-learning activities, including health fairs, skills trainings, and outreach events. Provide on-site supervision of designated events to oversee use, compliance with policies, hospitality for presenters, and assist in problem solving. Plan and implement regular social and educational programming for medical students to enhance student engagement and wellbeing. Assist and support supervisors in the development and implementation of major departmental events, such as orientation and graduation. Serve as Activities Liaison for all registered medical student clubs, functioning as the main point of contact for students and ensuring successful programs and compliance with University policy. Assist with the onboarding, registration, and training of new and returning registered student organizations. Update student organization directories. Coordinate in-person and virtual activities fairs, maintain event calendars, and assist student organization leaders in the development and marketing of their events. Assist student government, councils, committees, and honor societies with administrative needs related to the daily operations, planning, and implementation of student services initiatives. Support students in the creation of new service-learning projects, student organizations, or student engagement initiatives. Develop student leader training materials on topics such as event planning, budgeting, campus and community resources, risk management, policies and procedures, recruitment and retention, and other areas specific to the needs of individual organizations and projects. Provide logistical support for student events. Coordinate room reservations, catering, A/V requirements, volunteers, RSVPs, and other event details. Provide administrative support for programs such as the annual Service Learning Award and the US Public Health Services scholarship. Support the School of Medicine Service Learning Advisory Committee. Establish agendas, take minutes, and recruit and train new faculty and student committee members. Administrative Support - 35%: Monitor and respond to telephone, email, and walk-in inquiries as appropriate. Manage departmental email inboxes, triage program inquiries, and follow up to assure timely responses. Organize, maintain, and manage access to departmental websites, course websites, and online resources (e.g. Wordpress, Sharepoint, Canvas). Maintain accurate electronic records in all departmental systems and databases (e.g. Excel, Asana). Maintain and update files, legal documents, and historical records related to assigned projects, programs, and events. Manage communications for the division, including producing general correspondence, reports, mail merges, newsletters, and other written materials. Generate content for inclusion in weekly newsletters, advertisements, and announcements. Support and manage social media channels. Conduct program and project-level data collection and reporting. Recommend and implement process improvements for enhanced program efficiencies. Create and update, as needed, program process and procedure guides. Support the onboarding of new service-learning preceptors and student organization advisors. Create training materials and modules for new faculty. Financial Administration -10%: Initiate purchase orders and reimbursements, track expenditures, resolve issues, and monitor budget activities to ensure compliance with school and university fiscal policies and ensure that expenses do not exceed approved budgets. Manage vendor contracts, quotes, and cost comparisons for equipment support plans. Maintain and distribute supply inventory for service learning and student affairs. Process supply orders as needed. Serve as backup for other financial positions within the unit as needed. Other Duties -5%: Participate and engage in regular staff and departmental meetings. Serve on designated committees and workgroups as assigned. Provide proctoring for exams as needed. Perform other duties as assigned by supervisors or their designee. MINIMUM REQUIREMENTS Bachelor's degree in related field. Two years of relevant work experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS Strong interpersonal and communication skills and ability to communicate effectively across diverse audiences. Proficient in Microsoft Office suite and Wordpress and a willingness to work with new software and technology. Proficient with spreadsheets and databases. Commitment to valuing diversity and contributing to an inclusive work and learning environment. Ability to work effectively both on a team and individually. Excellent organizational skills, time management skills, and attention to detail. Comfortable in a fast-paced environment and a strong ability to multitask and prioritize. Ability to work independently with a high degree of reliability, accuracy and productivity. DESIRED QUALIFICATIONS Strong goal and results orientation, strategic thinking, problem solving, sound judgment, and discretion with access to sensitive information. Experience working with students in an administrative setting and/or familiarity with medical school programs. Passion for serving vulnerable populations and collaborating across health professions. Employment or lived experience interacting with people facing significant barriers to accessing healthcare or health disparities. Experience with purchasing, inventory, or expense management. CONDITIONS OF EMPLOYMENT The position works a regular Monday through Friday schedule; however, it does require evening and weekend commitments to accommodate student activities and programming initiatives throughout the year. The daytime schedule will allow for flexibility in response to after-hours coverage needs and should rarely exceed 40 hours per week. Telework may be permissible in a limited capacity. 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. J-18808-Ljbffr