Program Coordinator

Job Description

The Department of Psychiatry & Behavioral Sciences within the UW School of Medicine currently has an outstanding opportunity for a Program Coordinator to join their team.

About this Opportunity

Reporting to the Director of Research Operations, the Program Coordinator is responsible for coordinating training and implementation activities for the Supporting Psychosis Innovation through Research, Implementation, and Training (SPIRIT) Center. The position supports the delivery of training in Cognitive Behavioral Therapy for psychosis (CBTp) and CBTp-informed skills, while coordinating events, program implementation, research activities, and reporting to diverse stakeholders. This role helps advance the SPIRIT Center’s mission to expand evidence-based practices for adults with serious mental illness and early psychosis across Washington State. This position is hybrid-eligible telework option.

Key Responsibilities

Project Coordination (45%)

• Utilizing specific program knowledge, coordinate, schedule, and monitor program activities to ensure alignment with SPIRIT Center goals. Program activities include the successful roll-out of our CBTp training program with King County and various other states across the US.
• Perform complex scheduling and administrative duties for the CBTp program, including venue scheduling, transportation and reimbursements .
• Communicate program content, procedures and expectations to community mental health agencies and providers.
• Handle training program inquiries via telephone and email with a high level of professionalism.
• Offer top level customer service trainees, agencies, and stakeholders.
• Order materials needed to support trainee learning.
• Monitor trainee progress/compliance and report concerns to supervisor.
• Represent the SPIRIT Center at community events or conferences to promote the program, as needed.
• Work with supervisor to assist with the preparation of summary narrative reports (graphs, tables, charts, illustrations and PowerPoint presentations for different audiences including; investigators, state stakeholders and private funders).
• Assist with trainee survey development and build questionnaires to support program deliverables.
• Perform related duties as required.

Team Coordination (35%)

• Attend coordinator and CBTp team meetings and actively engage in supervision as scheduled.
• Attend meetings, summarize notes and disseminate action items to necessary audiences.
• Establish and maintain contact with community partners, agencies, health care providers and/or study sponsors, relevant to the CBTp program.
• Update shared project tracking sheets.
• Contribute to the development and implementation of CBTp training programs.
• Schedule, provide preparation support, attend, and engage in technical support services for both asynchronous and synchronous trainings.
• Assist with coordinating program dissemination activities (e.g., assisting with preparation of peer-reviewed journal articles, conference presentations, grand rounds, or interviews for podcasts and media).
• Assist in the development and management of computerized systems for tracking CBTp program team metrics and trainee data.
• Perform related duties as required.

Program Operations Support (20%)

• Regularly update program participants on changes to policies and procedures, ensure activities are carried out in accordance with program goals. For example, training cohort attendance requirements, course feedback collection, certification completion.
• Recommend process improvements to existing procedures.
• Be proactive in response to problems, such as raising issues and proposing options for next steps.
• Create job aids for common workflows and procedures.
• Ensure LMS and One Drive are built as needed and hold correct procedural resources for relevant training groups.
• Assist in the preparation of the program grant and grant proposals.
• Perform related duties as required.

Minimum Requirements

• High school graduation or equivalent AND two years of experience with Cognitive Behavioral Therapy for psychosis (CBTp) and CBTp-informed skills
• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Additional Qualifications

• Bachelor's degree in a relevant academic area.
• Two years of experience as a Research Coordinator or Program Coordinator.
• A passion to help create a better world for those with psychosis.
• Having an agile and positive mindset toward problem solving and implementation process.
• Knowledge of software applications including proficiency using MS Office (PowerPoint, Outlook, Word, Excel & Access).
• Skill in balancing multiple demands simultaneously under time constraints.
• Organizational skills to independently manage multiple tasks while ensuring attention to detail, accuracy and quality results.
• Ability to prioritize work appropriately and to work effectively both as a team member and independently with minimal supervision.
• Excellent writing and communication skills, particularly in the context of collaborating with and coordinating investigators from multiple organizations.
• Experience working with individuals from diverse backgrounds.
• Ability to produce quality work in a timely manner.
• Ability to perform occasional travel to partner sites and transport materials weighing up to 20 pounds.
• Background in research and/or program coordination involving human subjects and/or trainees.
• Experience supporting teams in delivering detailed training programs (priority will be given to those with experience working with those who experience psychosis or serious mental illness).
• Knowledge of website builders (WordPress, Wix or similar).
• Experience with grant preparation and reporting.

About the Team

The Department of Psychiatry and Behavioral Sciences is the third largest department within the School of Medicine. The department supports over 330 full-time faculty members, 460 courtesy faculty members, and 350 staff, with overall annual operations funding from all sources exceeding $150 million supporting the work of faculty providing clinical services, a highly competitive residency training program, a robust research portfolio, and more. Learn more about us at Department of Psychiatry & Behavioral Sciences – UW Medicine.

Compensation, Benefits and Position Details

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About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

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.