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The Department of Psychiatry and Behavioral Sciences within the UW School of Medicine is the third largest clinical department with 285 full-time faculty members, 280 clinical faculty members, and over 200 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 $35 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.
The Department of Psychiatry and Behavioral Sciences is recruiting for a Program Coordinator.
This position involves coordinating a variety of activities designed to promote and support the AIMS Center in the Department of Psychiatry & Behavioral Sciences. This Center focuses on providing training and practice change support to primary care clinics and other general medical settings regarding integration of behavioral health (mental health and substance abuse) services. This position will work closely to support the AIMS Center associate director, technical project manager, faculty and staff, to support, schedule and coordinate projects and activities. This position interacts with staff, faculty and program participants, and serves as the contact for key program details.
RESPONSIBILITIES Implementation Program Coordination •Coordinate with outside organizations to schedule planning calls, coaching calls, webinars, and trainings; send invitations via Outlook calendars •Assemble relevant, up-to-date PowerPoint slides and handouts according to event agendas and trainings •Edit PowerPoint slides for design standards and grammatical errors; make suggested edits to clinician trainers/facilitators for content •Use Word and Adobe to update and finalize handouts to be distributed to event attendees •Anticipate the needs of the facilitators when preparing their materials •Organize and maintain project folders in the AIMS Center shared drive •Attend calls/meetings to note important information, decisions, next steps, etc. •Serve as a point of contact for outside organizations; answer questions and concerns, send reminders/follow-up emails related to meetings •Use REDCap to create surveys as relevant to the project •Attend Zoom meetings/webinars that need to be recorded; sign in to the appropriate Zoom account as host, record meeting, save in the AIMS shared drive, and post to the AIMS Vimeo account for sharing with attendees •Update project-specific websites via Drupal with new information, webinar recordings and handouts, etc. •Serve as point of contact for troubleshooting connectivity/technical issues for Zoom meetings •Collect evaluations completed by outside organizations after we provide trainings, summarize results using Excel to determine consistency with program goals •Assemble relevant PowerPoint slides and handouts according to event agendas
Technical Program Coordination •Work closely with the technical project manager to provide program support for the AIMS Caseload Tracker clinical registry software •Become familiar with the AIMS Caseload Tracker software, its functionality and use in clinical behavioral health settings •Interact with clinical staff across the country that purchase the AIMS Caseload Tracker to guide them through the training process •Respond to email inquiries about the registry software from the general public, including questions about functionality and pricing •Provide tier 1 technical assistance for the AIMS Caseload Tracker •Update content and formatting of technical user guide documents and create descriptive flyers and other marketing materials •Keep web page content current using Drupal for text editing
Brief Behavioral Skills Program Coordination •Provide technical assistance by responding to general public inquiries to AIMS Center inbox on questions related to brief behavioral skills •Manage consultant contracts and update documentation as necessary •Track certification status in REDCap and administer certificates •Review trainer invoices using Excel •Maintain organization of behavioral interventions shared drive folders •Assemble and coordinate training cohorts (from inquiries & waitlists) •Draft services agreement for organization and route services agreement for execution •Coordinate training start date with cohort members & trainer •Schedule webinars practice sessions, and group supervision with trainer and trainee using Zoom and send invitations via Outlook •Send provisional certification and REDCap access information •Provide technical support to participants & trainers for REDCap as needed •Document participant/cohort training status •Update & revise training materials & trainer network directory •Incorporate policy changes into materials where necessary •Develop/revise content for webinar presentations using PowerPoint and Adobe •Gather and maintain program evaluation data in REDCap •Collaborate with other staff to complete Annual Report for APA accreditation
MINIMUM REQUIREMENTS: •High school graduation or equivalent AND two years of program coordinator experience in a healthcare or related field
ADDITIONAL REQUIREMENTS: •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 staff members •Proficiency in the use of the following software applications: MS Word, MS Excel, PowerPoint, MS Outlook
DESIRED: •One or more years of relevant program coordinator experience •Experience working with the public or representing an organization to other organizations •Experience with design and layout of written materials •Experience with REDCap is recommended but not required •Ability to clearly communicate technical language to a general audience
Equivalent education/experience can substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
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.