University of Washington · 1 day ago
Career Advising Program Operations Specialist
Seattle, WA
Full-time
Hybrid
Entry, Mid Level
$61K/yr - $72K/yr
2+ years expThe University of Washington is seeking a Career Advising Program Operations Specialist to facilitate student programs and initiatives for the School of Medicine career advising unit. The role involves programmatic management, data collection and analysis, and providing administrative support to the assistant dean within Student Affairs.
EducationHigher EducationUniversities
Responsibilities
Manage career advising communications to the student body. Adhere to a yearly communications calendar, paying attention to key school, university, and national deadlines to ensure messages are delivered in a clear and timely manner
Monitor departmental email inboxes and respond to inquiries in a timely fashion
Create bi/monthly newsletters for the longitudinal student career planning program
Maintain the career advising website and serve as the point of contact for all website questions and projects
Coordinate live and recorded workshops for medical students. Arrange workshop details, support the preparation of presentation content, and maintain video and resource libraries. Track and upload student interest group videos to the Mediasite library. Collaborate with Disability Resources for Students to ensure that programs and materials are universally accessible
Manage the career advising mock interview program. Establish project plans, partner with student affairs deans on physician interviewer recruitment, communicate program details to students and physicians, and collect and distribute interview materials for faculty interviewers. Update and maintain appropriate resources for students and mock interviewers
Manage the annual update process for the online Specialty Guides, the Residents in Medicine Directory, and Residency Interviews & Match data
Coordinate the personal statement submission and review process with School of Medicine career advisors
Schedule and coordinate monthly Specialty Career Advisors meetings. Send meeting invitations, manage communications, prepare meeting agendas and documents, invite guest attendees, and take meeting minutes
Provide administrative assistance with the residency application and match programs. Coordinate the Supplemental Offer and Acceptance Program (SOAP) for unmatched applicants and advisors
Manage and maintain the Career Advising office’s project management platform, career advising software, and communications systems. Troubleshoot issues on behalf of the department and serve as the point of contact for vendors
Assist with student affairs events, programs, and exam proctoring as needed
Complete special projects or additional duties as required by the director of career advising and/or the assistant dean of student development
Collect and analyze data on students' utilization of career advising services and trends. Provide quarterly reports to unit directors. Prepare reports as needed for accreditation and quality improvement purposes
Design and administer all student and partner surveys. Create spreadsheets for use in residency application and career advising. Evaluate the accessibility, quality, and efficacy of programming and identify opportunities for program enhancement and improving student outcomes
Track residency application, interview, and Match data. Generate reports and prepare presentations for deans, committees, and specialty advisors
Provide executive-level administrative support to the assistant dean for student affairs. Manage the day-to-day administrative affairs, including managing confidential calendars, setting scheduling priorities, resolving appointment conflicts, coordinating travel, preparing letters and meeting documents, and managing reimbursements
Manage communications for the assistant dean, including triaging incoming communications and producing general correspondence, memos, reports, mail merges, newsletters, and emails
Provide administrative support for projects and committees overseen by the assistant dean, including coordinating meeting logistics, distributing agendas, minute-taking, monitoring projects, distributing materials, and communicating outcomes to stakeholders
Assist telephone, email, and walk-in inquiries as appropriate. Manage shared unit email inboxes, triage program inquiries, follow up to assure timely responses
Demonstrate high levels of customer service when greeting applicants, students, and faculty. Direct clients to the appropriate information resources while maintaining a welcoming and professional demeanor
Accurately maintain electronic records and databases using Excel and other software programs
Administer, maintain, and file administrative, student, financial, and electronic database records to ensure compliance with federal, state, and University policies and procedures. Maintain a high level of confidentiality and discretion
Initiate, allocate, and monitor spending, purchase order requests, reimbursements, expense reports, pro-card purchases, supply order requests, and other purchasing and reimbursement requests. Maintain purchasing records and resolve problems including UW purchasing and vendor inquiries, unpaid invoices and order status
Qualification
Required
Bachelor's degree and at least two years of previous experience in student programs, program operations, administrative support or related field
Excellent oral and written communication skills and excellent interpersonal skills; ability to manage multiple stakeholder relationships and communicate effectively with diverse audiences
Ability to work effectively both on a team and individually
Excellent organizational skills, time management skills and attention to detail. A strong ability to multitask and prioritize. Able to balance the demands of pressing, immediate tasks with the follow-through necessary for long-term projects
Ability to work independently with a high degree of reliability, accuracy and productivity
Proficient with spreadsheets and databases
Proficient in Microsoft Office suite and Wordpress, and a willingness to work with new software and technology
Strong goal and results orientation, strategic thinking, problem solving, sound judgment and discretion with access to sensitive information
Experience with writing, editing, and proofreading
Effective at dealing with sensitive issues and maintaining collegial relationships
Preferred
Experience with supporting senior-level staff and schedule management
Experience with data analysis and survey design
Experience with designing webpages and newsletter content
Experience with Asana, 12Twenty, and/or Microsoft Teams
Experience and/or familiarity with medical school programs
Experience working with underrepresented students in a university or similar setting
Benefits
For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
Company
University of Washington
University of Washington is an educational institution that provides undergraduate, graduate, and research programs.
10001+ employees
H1B Sponsorship
University of Washington has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (249)
2024 (211)
2023 (159)
2022 (171)
2021 (169)
2020 (154)
Funding
Current Stage
Late StageTotal Funding
$205.35MKey Investors
Avista foundationNational Institute of Allergy and Infectious DiseasesAdvanced Research Projects Agency for Health
2025-04-21Grant· $0.01M
2024-09-13Grant
2024-08-13Grant· $21.1M
Leadership Team
Andrew S Allen
Adjunct Professor
Arthur Denny
Founder
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