Join our award-winning team at University of Washington Medical Center (UWMC). Among the top dozen medical centers in the United States as rated by U.S. News & World Report "America's Best Hospitals", UWMC prides itself on compassionate patient care as well as its pioneering medical advances. UWMC is operated by the University of Washington (UW) and serves as a training site for UW's School of Medicine. The University of Washington is proud to be one of the nation's 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. UWMC has an outstanding opportunity for PROGRAM COORDINATOR, full-time (100%). The person in this role will coordinate designated and/or assigned operational functions of the Cardiovascular Procedures Unit (CVPU) and cardiovascular procedures program within UW Medicine, including programmatic support of Cardiac Catheterization, Electrophysiology and the associated prep/recovery unit(s) at the University of Washington Medical Center.Under general direction, perform work using knowledge and experience specific to the CVPU and cardiovascular procedures program. Exercise independent judgment in applying rules, regulations and policies. Collaboratively advise staff, program participants and/or the public regarding program content, policies, procedures and activities. Recommend alternative courses of action and have extensive involvement with staff, providers, CVPU leadership and the public in carrying out program activities, including coordinate, schedule and monitor program activities to determine consistency with program goals.Scheduling/Timekeeping:Coordinates scheduling input into Kronos for CVPU departments, ensuring schedules meet defined parameters, including demonstrating the ability to independently navigate and manage KRONOS widgets;Ensures accurate entry of schedules, assignments, worked-hours and pay-codes into Kronos Advanced Schedule software;Demonstrates processing timecards based on established guidelines and in compliance with governing contracts;Assigns work rule transfers appropriately considering employee pay rule and eligibility;Demonstrates ability to manage employee leave time in reference to established policies and procedures;Ensures appropriate staffing, and scheduling of CVPU staff. Compiles and maintains organized documentation of staffing, scheduling, and timekeeping; Explains payroll policies, procedures, and contractual requirements to CVPU staff, and supplemental staff from local agencies, and travelling companies, including orienting CVPU staff to scheduling, staffing, and payroll operations;Serves as a personnel/payroll/systems resource to the CVPU;Ensures that timesheets for travel/agency staff are accurate, complete, and comply with contractual agreements;Resolves payroll discrepancies with UWMC payroll department;Demonstrates ability to reconcile absences, missed punches and overtime exceptions; documenting record accurately in Kronos;Creates, maintains and provides monthly staffing summaries for the CVPU, including tardiness, missed punches, LWOP status and other identified priorities in Kronos;Demonstrates competency referencing daily staffing assignment sheets and KRONOS exception log to resolve timecard exceptions;Demonstrates competency utilizing firstname.lastname@example.org to effectively manage differentials, pay-codes, exception periods, premiums owed, historic edits, etc., with/for unit employees;Demonstrates ability to locate and effectively utilize resource information from Human Resources, Labor Relations and Payroll Services;Programmatic/unit support:Provides patient-focused care through use of customer service strategies; communicates effectively with medical staff, patients, staff, visitors, and other medical center departments to facilitate patient care;Manages visitor access and provides education regarding unit specific policies and procedures, specifically vendor check-in and/or need for observational privileges;Coordinates unit activities by acting as the communications center for the CVPU: handling assigned unit paperwork, providing CD images of patient exams to the File Room, sending Procedure Logs to Medical Records, triaging telephone calls, accessing and entering information in computer programs and assigned participation in non-nursing activities; Maintains inventory of supplies and equipment as assigned and if relevant to job functions/duties;Partners with CVPU leadership (RN3s, supervisors and lead techs) in the onboarding, orientation and training of staff where indicated and appropriate;Demonstrates ability to provide new employee department orientation to Kronos;Provides monthly report to CVPU leadership showing Employee Health compliance with TB Test, Fit Test and Influenza vaccination;Assists with development and communication of OPEN-Block time in Cath and EP, working with other PC, PSS, PCC, RN or staff coordinating programs within the UW Medicine Heart Institute;Assists the CVPU RN3 in monitoring licensure, certifications, and education/competencies of CVPU personnel in unit employee files, assisting with maintaining an overall accuracy and ensuring unit files are up-to-date;Provide information to staff, providers, program participants and/or the public regarding program content, policies and activities, including recommendations for alternative courses of action. Promote the program within UWMC, including the medical center and the School of Medicine;Attend meetings as a cardiovascular procedures program representative;Monitor program activities in relation to established program goals; within established program parameters, including determining and communicating variance(s) from program standards;Assists with the management of the unit's intranet page(s), including ensuring up-to-date content related to policies, resources, contact information and procedural preference cards;Perform calendaring functions for CVPU Conference Room, including independently prioritizing needs of program clients;Recognizes and responds to patient, facility and environmental emergencies. Acts as a resource during emergencies;Perform related duties as required and exercises independence in the planning and accomplishment of a wide spectrum of clerical duties;Supplementary:Demonstrates effective communications with AD, RN3s, supervisors, lead technologists, charge nurses, co-workers, and medical staff;Demonstrates flexibility, organization and is able to function effectively in stressful situations;Demonstrates creativity, initiative, and critical thinking to solve staffing problems;Provides customer service to CVPU staff and/or refers to CVPU leadership for questions regarding scheduling, payroll, or staffing related operations;Uses computer and communication systems efficiently and effectively, including telephones, email, paging, electronic white board and the pneumatic tube system;Demonstrates proficiency using technology related to Kronos, Word, CVPU & surgical white boards, printers, Excel docs, email, intranet website(s), etc.;Identifies and reports actual or potential errors, issues or concerns related to CVPU operations;Demonstrates collaborative problem solving with various CVPU and hospital supervisory personnel to ensure compliance with regulatory requirements;Coordinates various CVPU projects as assigned to promote effective and efficient department operations;Provides high quality, patient focused service through use of customer service strategies;Consistently demonstrates productive and timely communication with CVPU leadership, unit staff, patients, physicians, volunteers and other medical center departments and ancillary services;Assists with maintaining the environment of the Cardiac Procedures Admitting area;Demonstrates ability to effectively communicate to internal customers and appropriate escalation to leaders when necessary;Minimum Qualifications:High school graduation or equivalent AND two years of experience in the program specialty, OR equivalent education/experience.Desired Skills:Bachelor's DegreeExperience with Kronos
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.