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The Office of Research and Graduate Education (RGE) in the School of Medicine (SoM) promotes and facilitates research, teaching and science training within the UW Medicine community. We do so by building and enhancing infrastructure, providing UW Medicine and University leadership with strategic information and analysis, fostering an open and collaborative environment, streamlining processes, and maximizing opportunities for achievements in research and education.
Reporting to the Administrative Services Manager, the Outreach Specialist (Program Operations Specialist) is independently responsible for project management of training and professional development events for the School of Medicine’s research trainee communities, including seminars, workshops, recognition events, mentored teaching experiences, and professional networking events. As a member of RGE’s Administrative Services Unit, this position is responsible for organizing and executing logistical support for RGE’s training and professional development programs. The Outreach Specialist communicates and collaborates with School of Medicine faculty, academic department leaders, and local and regional research partners with a shared interest in research trainee development to conduct career development programs and events. The incumbent partners with faculty leaders and managers to evaluate and refine programs for successful outreach to the School’s large research trainee community, and to develop and launch new programs as opportunity presents. Strong organization and leadership skills are required to manage the pressure of deadlines and competing priorities.
This position has lead responsibility within RGE for partnering with faculty leaders and administrative directors at the school level to provide professional development offerings among SOM’s research-oriented trainee groups, including postdoctoral researchers and graduate students. The Outreach Specialist must exercise independent judgment and ownership in organizing events, developing marketing materials, and working across institutional boundaries to build collaborative capacity and optimize offerings. This role integrates advisory feedback in the development of new programming. It provides continuity and control as varied and numerous local and visiting contributors participate in events.
The scope of this position is within the School of Medicine, but includes partnerships and collaborations with other UW schools (e.g., Public Health, Engineering, other UW Health Sciences schools, UW Bothell Interdisciplinary Arts and Sciences Program) and with regional partner institutions (e.g., Fred Hutchinson Cancer Research Center, Allen Institute, Gonzaga University, Seattle Children’s Research Institute, others).
UW is challenged in offering career development programming for research trainees at the graduate and postdoctoral levels. The School of Medicine employs over 600 postdocs in research-intensive roles and enrolls approximately 600 graduate students in our biomedical PhD programs. The SoM offers more professional development resources than the UW’s central offices. This is a mission-driven staff position, and requires a skilled, knowledgeable, and motivated individual to plan, implement and adapt events and services based on results and feedback. Faculty leaders are committed to and supportive of these programs.
By improving the readiness of research trainees for careers in science RGE is increasing SoM’s success in training and placing the next generation of research scientists in academia, teaching and government, which in turn increases interest in our graduate programs and postdoctoral opportunities and attracts high-achieving faculty researchers. Additional expected impacts include improved communication among trainees and faculty mentors and between international trainees and their mentors, a more attractive workplace for high-performing trainees, better resources for department and program managers to complement their formal training programs, enhanced relationships between the School of Medicine and private sector business partners, and improved collaborative capacity overall within and among research labs and departments.
DUTIES & RESPONSIBILITIES
Science in Medicine Lecture Series:
Manage all arrangements and logistics for the School of Medicine’s school-wide lecture series to assure exceptional presentation values. Perform and oversee budgeting, marketing and publicity, and speaker relations. Secure venues, actively liaison with planned speakers, and secure UW-wide publicity and uploaded videocasts. Facilitate and expedite nominations, speaker selection, and invitations through partnership with the chair of an independent 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.
Develop new and enhance existing events, services, and informational resources for SOM-employed postdoctoral researchers. 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. School of Medicine career development web resources for postdoctoral trainees. Under faculty leadership, create and adapt written materials such as resource guides, orientation materials, and presentations. Serve as initial point of contact for inquiries regarding RGE resources and services.
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 SoM’s PhD programs. Liaison with departmental graduate program managers and student representatives regarding recruitment initiatives. Attend local workshops and conferences as required to achieve SOM recruitment goals.
Inter-School and Inter-Institutional Programs:
Organize and serve as lead staff on a series of high profile events for faculty, postdoctoral and graduate student researchers, and regional academic and biotechnology research partners. These include recognition events, topical seminars and panel discussions, and a summer internship for undergraduate science students. Manage all planning, financial and logistical elements for SoM-based events, and ensure SoM participation in planning and execution of off-site events at partner institutions. Collaborate with UW Medicine Advancement and UW CoMotion offices as required.
Develop and submit budget proposals for all programs and initiatives. Manage all events and services within approved budgets. Manage vendor relations for both on-campus services and outside vendors. Secure commitments from partners for shared costs; coordinate transfers and reporting as needed to complete programs and fulfill commitments. Monitor student-led event series for compliance with financial requirements. Initiate all purchasing and reimbursements. Reconcile and maintain all necessary financial documentation. Provide financial reports.
Actively develop and maintain accurate and up to date documentation, including event schedules, purchasing and travel documents, and correspondence. Assure standard operating procedures are accurate, current, and utilized. Deploy tools and resources for outreach operations which assure success in a team environment. Arrange and support webinar events and online conferencing. Routinely provide backup to other team members, including the Assistant to the Vice Dean and Administrative Services Unit Manager as needed. Supervise student assistants as required. Serve as lead staff within the Office of Research and Graduate Education for ad hoc conference support needs, usually in partnership with departments and other institutions. Perform other duties as assigned.
Bachelor’s Degree in business administration, communications, or related field.
Two to three years’ experience in the following:
- Events-related project management including planning, independent “hands on” handling of logistics, speaker relations, publicity, and budgeting.
- Exemplary attention to detail.
- Program coordination and management.
- Excellent oral and written communication and organizational skills.
- Demonstrated excellence in problem-solving.
- Proficiency in Microsoft Office applications.
- Visual design skills.
- Experience organizing conferences and symposia.
- Experience in an academic setting.
- Knowledge of graduate education processes and programs.
- Experience using Adobe Creative Suite, especially InDesign, Premiere Pro and Photoshop.
- 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 and editing.
CONDITIONS OF EMPLOYMENT
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.