1+ months


University of Washington
Seattle, WA 98104


Req #: 173238
Job Location: South Lake Union
Posting Date: 12/11/2019 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with qualifications and experience.  
Shift: First Shift 
Notes: As a UW employee, you will enjoy generous benefits and work/life programs. 
For detailed information on Benefits for this position, click here.

The University of Washington (UW) is proud to be one of the nations premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research and community service.  Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

UW Medicine works to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty medical care to people of the region, and preparing tomorrows scientists, physicians, and other health professionals.

The School of Medicine Office of Research and Graduate Education has an outstanding opportunity for a Program Outreach Specialist.

The Program Outreach Specialist is responsible for managing content and delivery of training and professional development events for the School of Medicines research trainee communities, including seminars, workshops, mentored teaching experiences, and professional networking events. This position will be responsible for developing new programming in consultation with faculty leaders and user advisory groups, and organizing logistical support for these programs as required. The incumbent must be able to develop user-friendly web resources and marketing outreach to publicize educational offerings. The incumbent will partner with faculty leaders and managers to evaluate and refine programs for successful outreach to the Schools large research trainee community. This position will communicate and collaborate with School of Medicine academic departments and local and regional research partners with a shared interest in research trainee development, to develop and conduct career development programs and events. This position requires strong organizational and leadership skills to manage the pressure of deadlines and changing priorities.


Postdoctoral Affairs:  Develop new and enhance existing events, services, and informational resources for SOM-employed postdoctoral researchers. Facilitate and support faculty advisory and user groups to plan and improve offerings. Launch event series such as seminars, networking events, workshops, and orientations. Perform and oversee budgeting, registration, materials development, publicity, speaker relations, and user surveys. Collaborate with School of Medicine departments, other UW schools and regional research partners on events and mid-range strategies for postdoctoral career development. Design and launch School of Medicine career development web resources for postdoctoral trainees. Create and adapt written materials such as resource guides, orientation materials, and presentations. Serve as initial point of contact for inquiries regarding resources and services. Liaison with faculty contacts throughout the School of Medicine to reach mentors and postdoctoral audiences. Assist in development of metrics and performance measures in support of event planning and informational resources.

Science in Medicine Lecture Series:  Complete arrangements and logistics for the School of Medicines school-wide lecture series to assure exceptional presentation values. Secure venues, actively liaison with planned speakers, and secure UW-wide publicity and real-time videocasts to multiple participating institutions. Organize and expedite nominations, speaker selection, and invitations through a faculty committee selection process. Develop and coordinate itineraries for visiting speakers, including assurance of a School of Medicine faculty host and arrangements for meetings with research colleagues at UW. Maintain consistent and efficient business practices to ensure successful events.

Graduate Student Affairs:  Support professional development services and activities benefiting 650 graduate students in approximately 20 biomedical degree-granting programs, including seminars, welcoming events, and recruitment activities. Participate in planning, development and enhancement of events, services, and informational resources. Represent School of Medicine PhD programs as required in school- and campus-wide outreach and event planning processes. Organize and host recruitment breakfast meetings with visiting under-represented minority graduate student applicants, in coordination with participating PhD programs. Liaison with departmental graduate program managers and student representatives regarding recruitment initiatives. Organize and arrange recruitment events for under-represented minority applicants. Attend local workshops and conferences as required to achieve SOM recruitment goals.

Financial Services:  Manage all events and services within approved budgets, and provide monthly reports. Develop budget proposals for new initiatives as required. Secure commitments from partners for shared costs; coordinate transfers and reporting as needed to complete programs and fulfill commitments. Manage vendor relations for services and catering. Monitor student-led event series for compliance with financial requirements. Initiate all purchasing and reimbursements. Reconcile and maintain all necessary financial documentation.

Other Duties:  Develop and maintain schedules, standard operating procedures, and other tools and resources as required to support a team environment. Serve as backup to Assistant to Vice Dean and Administrative Services Unit Manager as assigned. Supervise student assistants as required. Serve as lead staff within the Office of Research and Graduate Education for periodic conference support needs, usually in partnership with departments and other institutions. Perform other duties as assigned.

  • Bachelors Degree in business administration or related field is required.
  • At least two years of relevant experience with events management.
  • At least three years of relevant experience required in program coordination and management.

    Additional Requirements:
  • Skilled crafting of publicity, outreach materials, and some event content.
  • Excellent writing, editing, proofreading and visual design skills.
  • Demonstrated excellence in organizational and problem-solving skills, including tact and diplomacy.
  • Excellent oral and interpersonal communication skills.
  • Advanced skills in Microsoft Office applications, e.g., Word, Excel, Power Point, and Outlook.
  • The ability to work in a professional manner both as a self-starter and as a team member.

    Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.

  • Experience organizing conferences and symposia.
  • Experience in an academic setting.
  • Knowledge of graduate education processes and programs.
  • Skill to develop and make presentations to professional audiences.
  • Experience working in under-represented and/or under-served communities.
  • Experience in budgeting and financial services.
  • Experience in web content management.
  • Knowledge of program evaluation.
  • Experience in Adobe InDesign.

  • Ability to work a flexible schedule is essential.
  • Able to lift 20 pounds.
  • Able to travel locally and attend national meetings as required.

    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 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 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.

  • Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

    The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

    The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.


    Posted: 2019-12-05 Expires: 2020-02-14

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    Seattle, WA 98104
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