DEPARTMENT OF SURGERY CONFERENCE COORDINATOR

Department of Surgery Conference Coordinator

Req #: 241292 Department: SURGERY Job Location: Seattle Campus Job Location Detail: Hybrid Telework Arrangement – 2 days/week or less Posting Date: 11/21/2024 Closing Info: Closes On 12/05/2024 Salary: $3,749 – $5,010 per month Other Compensation: Overtime, Shift Differential Union Position: Yes Shift: First Shift Benefits: 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. 

Req #: 241292 Department: SURGERY Job Location: Seattle Campus Job Location Detail: Hybrid Telework Arrangement – 2 days/week or less Posting Date: 11/21/2024 Closing Info: Closes On 12/05/2024 Salary: $3,749 – $5,010 per month Other Compensation: Overtime, Shift Differential Union Position: Yes Shift: First Shift Benefits: 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. 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 Department of Surgery in UW’s School of Medicine is searching for a Conference Coordinator 2 who is enthusiastic about coordinating high-quality events in support of the Department of Surgery’s mission to provide compassionate and high-quality patient care, train future generations of surgical leaders, and conduct research in a collegial environment which embraces diversity and promotes inclusiveness.

As an integral member of the department’s core administrative team, you collaborate with others to provide outstanding and inclusive support services. You would be the first “face” of the Department and provide information to staff and visitors, ensuring a welcoming, professional, and knowledgeable atmosphere.

POSITION PURPOSE

Under general guidance from faculty sponsors and supervisors, you will lead the coordination of department-wide visiting professorships, conferences, symposia, lecture series, and celebratory events. These events are usually annual, with some more frequent. You will participate with faculty and/or staff sponsors in program development. You represent the Department of Surgery to outside organizations and the community as applicable in this role.

DUTIES AND RESPONSIBILITIES

Duties will include, contacting speakers, compiling conference materials, coordinating registration, and logistical arrangements. You will develop conference/event budgets and negotiate services and costs within the parameters of position and department norms. process billing, and support fundraising initiatives. Importantly, you will provide onsite and/or remote support for AV/videoconferencing and computerized resource use and improve AV customer service for these departmental events.

The Conference Coordinator 2 is also responsible for management of the department’s centralized spaces which includes a large conference room. 

It is important to be skilled at building relationships -inside and outside the department – with a variety of individuals, including faculty, staff, surgery trainees (residents and fellows), and student employees. You will create and execute detailed plans, develop budgets, direct student employees and/or staff volunteers, and coordinate day-to-day office services.

This position is in the Department of Surgery’s central administrative office in the Health Sciences Building. Due to the nature of the responsibilities, the Conference Coordinator 2 is primarily on-site but may work remotely 1-2 days per week, depending upon business needs. The Conference Coordinator 2 reports to the Executive Assistant to the Chair. The following are the major categories of responsibility and percentage of time:

• Conference & Event Coordination = 65%
• Chair Office & Other Departmental Duties = 35%

Specific Conference & Event Coordination Duties include:

• Independently plan and coordinate arrangements for unique and repeat department-wide visiting professorships, conferences, symposiums, lecture series, Grand Rounds, and celebratory events.
• Facilitate conference planning, including participation in planning meetings and monitoring conference deadlines. Responsible for follow-up and follow-through on action items
• Manage conference and/or event logistics, including securing facilities, meals, lodging, and media equipment.
• Review events and services to be provided for compliance with applicable laws, regulations, and institutional policies; assist in facilitating approval for events and services
• Develop conference operations budgets and manage conference costs, including negotiating services and costs, and preparation and processing billing, speaker fees, and other fiscal transactions.
• In conjunction with the program sponsor, develop and distribute publicity and conference materials; contact news media; issue news releases; compile mailing lists.
• Provide or direct on-site coordination of on-day events.
• Collect and tabulate conference evaluations; participate in conference evaluation meetings.
• Coordinate any follow-up from event/conference, including nomination and selection of award winners’ process.
• Assist program sponsors with the development of new programs.

Specific Chair Office and Other Departmental Duties include:

• Monitor office supply needs for the Chair’s office, order and receive supplies
• Maintain the current faculty photo roster outside the administrative offices
• Oversee and arrange cleaning and repairs of common areas, including break room, conference room, and central Chair’s suite
• Serve as Building Access Coordinator. Maintain a centralized key repository and process orders for new keys or codes.
• Manage centralized equipment (copy machines, etc.) and consult with Department IT services to review, repair, and/or recommend new equipment
• Manage reservations of the conference room; Provide A/V support for the conference room
• Manage mail and package intake, distribution, and mailing, for the Chair’s office
• Manage and triage phone calls to the Chair’s office, providing general information and assistance
• Greet and assist visitors to the Chair’s office
• Participate as a member of the Department’s Recognition Committee

Our Mission and How This Position Contributes:

Department Mission:

The Department of Surgery is a large department within the School of Medicine, with surgeons practicing at all our locations and in eight surgical subspecialties. The UW Department of Surgery is guided by our mission of providing compassionate and high-quality patient care, training future generations of surgical leaders, and conducting research in a collegial environment that embraces diversity and promotes inclusiveness.

Your Contribution

The conference coordination and facilitation bring together members of the department and community to share and receive knowledge on the latest research in surgical topics. This sharing and community-building enhances surgeons’ ability to provide excellent patient care and develop in their careers as surgeon-scientists and leaders, in settings that are diverse and inclusive. This position will also facilitate seamless operations of the Chair’s Office, broadly supporting surgical faculty day-to-day to allow increased focus on patient care, training, and research.

Our Commitment to Equity, Diversity, and Inclusion (EDI):

The Department of Surgery strives to dismantle systemic racism, eliminate healthcare disparities, and promote health equity in our work. Racism and intolerance have no place in our community. We celebrate our multitude of intersecting identities and commit to the ongoing effort of creating an inclusive and supportive workplace climate.

All staff in the Department of Surgery are asked to demonstrate and develop the following core competencies:

1. Quality Focus: strives to deliver the best possible service and results, and continuously seeks opportunities for improvement.

• Key attributes: accuracy, customer service, continuous improvement, problem solving, and self-development

2. Planning & Organization: completes work in a timely, efficient, and resourceful manner

• Key attributes: priority setting, efficiency, resourcefulness, adaptability and flexibility, organizational awareness, and initiative

3. Teamwork & Relationship Building: builds and fosters positive working relationships with others to achieve shared objectives.

• Key attributes: collaboration, communication, emotional intelligence, recognition, and accountability, and integrity

4. Equity, Diversity, and Inclusion: values and honors diverse experiences and perspectives, strives to create welcoming and respectful work environments including dismantling structures of oppression, promotes and contributes to a culture of access, opportunity, and justice.

• Key attributes: respect, cultural humility, inclusiveness, advocacy, and commitment

MINIMUM REQUIREMENTS

High School graduation and four years’ of progressively responsible work experience involving public contact such as sales promotion, public information, or in the hospitality industry OR Equivalent education/experience.

ADDITIONAL REQUIREMENTS 

• Experience planning in person and online events
• Demonstrated ability to complete work accurately and with attention to detail
• Proficiency in Microsoft Office, particularly Outlook, Word, Excel, PowerPoint
• Demonstrated excellent customer service
• Ability to prioritize multiple and sometimes competing tasks
• Strong communication, writing, and editing skills
• Demonstrated punctuality, reliability, and good attendance patterns
• Understand and maintain confidentiality

DESIRED QUALIFICATIONS

• Experience in an academic setting, particularly an academic medical setting
• Demonstrated experience with presentation AV equipment and trouble-shooting presentation equipment

CONDITIONS OF EMPLOYMENT

• Must be able to work early or late hours, depending upon event timing
• Must be able to work at different University locations, depending upon event
• Hybrid work schedule possible; 2 days per week, depending upon responsibilities

Equity, Diversity, and Inclusion Statement: 

In addition, as a part of our hiring process, during any initial screening that may occur for you as a candidate, you will be asked to provide a statement demonstrating your experience with or commitment to Equity, Diversity & Inclusion (EDI). The following may be used as a guide in helping you to prepare your statement:

1. Define what your values are as they relate to your understanding of the terms Equity, Diversity & Inclusion. 

2. Describe your past and/or present experience with EDI (workplace, volunteer, or other experience of significance). 

3. What EDI implementations or efforts would help create a healthy and safe work environment for you? 

4. How would you contribute to promoting EDI efforts/initiatives in the workplace?

Please make your statement limited to 300-400 words.

We hope you will apply and please learn more about our department, values, and core competencies at https://uwsurgery.org/about/staff/.

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 an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected].

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

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