Experience Inc. Jobs

Req #: 240805

Department: SCHOOL OF MEDICINE

Job Location Detail: At least 2 days a week in Health Science Building. Additional days may be required at South Lake Union for meetings and events.

Posting Date: 11/20/2024

Closing Info: Open Until Filled

Salary: $5,810 - $6,562 per month

Shift: First Shift

Notes: 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf)

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 School of Medicine has an outstanding opportunity for a Communications Specialist to join their team.

The Communications Specialist position is responsible for the execution of strategic communications plans across written and digital communications, web and social media platforms for Academic, Rural and Regional Affairs (ARRA) and the five states served by the University of Washington School of Medicine, known collectively as the WWAMI region (Washington, Wyoming, Alaska, Montana, and Idaho). The purpose of this position is to create a foundation for internal communication to a variety of audiences within the School of Medicine, including medical students, faculty, support staff, management and executive leaders. The Communications Specialist reports directly to the Strategic Marketing and Communications Director for the School of Medicine and WWAMI with a dotted-line reporting structure to the Director for Academic, Rural and Regional Affairs. The Communications Specialist facilitates communication between the Office of Academic, Rural and Regional Affairs leadership, associate and assistant deans, staff and clerkship directors with medical students and faculty throughout the WWAMI region.

This position contributes to building and maintaining the internal and external reputation of the UW School of Medicine (UWSOM), the medical student education program and WWAMI. As the medical school for four western states and Alaska, UWSOM is regarded across the country and internationally as the model for regional medical education. By increasing the depth and breadth and frequency of our communications we can showcase the myriad ways in which UWSOM distinguishes itself from other medical schools (we have ranked as a top medical school for primary care, rural and family medicine training for nearly three decades, and emphasize meeting the physician workforce needs in rural and underserved communities through unique training programs, pathways and community partnerships, to name a few) we can continue to attract a higher caliber of medical student—especially from rural areas, and a more diversified student body. We can attract a greater number of faculty physicians to accommodate our growing medical student body and continue to improve the public’s perception of the value of UW’s medical school.

The position will positively impact the experience of UWSOM students during their four years of medical school, both at the UW Seattle campus and throughout WWAMI, by increasing the frequency and professionalism of communications to audiences both inside and outside the medical school and its constituents throughout WWAMI, build a stronger sense of community among the six Foundations campuses and underscore the hard work, dedication and transparency of the medical school to create the best possible environment for its students and a positive impact on the communities it serves. The Communication Specialist also provides a critical communication link between Seattle-based units under ARRA in Seattle and the offices of the WWAMI foundations and clinical deans and staff. The Specialist must be a person who understands the complex workings of a large academic institution and skillfully applies thoughtful, strategic, and professional communications and program management thinking to improve how the medical school is perceived by students, faculty, and staff.

This position requires sound decision-making and entails frequent and substantive interactions both within and outside the University community; it involves sensitive and confidential matters that require good judgment and discretion. This position must have sophisticated communication skills to interact with a wide range of stakeholders, including students, faculty, WWAMI regional deans, Academic, Rural and Regional Affairs leadership, and technology infrastructure professionals. Key interfaces include the Vice Dean for Academic, Rural and Regional Affairs, the Associate Dean for Curriculum, the Associate Dean for Student Affairs, the Associate Dean for Admissions, and the Associate Dean for Educational Quality Improvement, Associate and Assistant Deans based throughout the WWAMI region, SOM curriculum chairs, faculty (both based in Seattle and outside Seattle), and medical students. This position requires independent decision-making and problem-solving skills, along with the ability to prioritize many competing tasks from faculty and Dean’s Office staff. With the regional orientation of the medical school, this position must be flexible, service-oriented and customer-focused, able to address questions, and negotiate solutions with regional and Seattle-based faculty across the WWAMI region in a professional, prompt and confidential manner. An in-depth understanding of a medical school environment, teaching, learning and assessment methodologies as well as the business processes are a plus.

DUTIES AND RESPONSIBILITIES Communication and Program Management – 60%:

• Identify needs for improved communication and the presentation of information as articulated by stakeholders, including detailed communications that contribute to the School’s accreditation.

• Work with the Communications Director to draft communications materials for internal audiences, including, but not limited to emails from leadership, talking points for public speaking opportunities, faculty and student newsletter content, and presentations; and make internal communications recommendations when needed.

• Work with the Communications Director to develop brand guidelines specifically for UWSOM and WWAMI that are in line with the brand standards of UW Medicine to ensure voice and visual consistency across all forms of communication.

• Act as the primary point of contact for all internal communications needs within UWSOM and make internal and external communications recommendations to the Communications Director and the Administrative Director.

• Oversee content on the ARRA student intranet and provide direction to stakeholders on content maintenance, website architecture changes, and overall web presence.

• Maintain the strategic communications plan for internal communications and coordinate regular check-in meetings with ARRA and WWAMI leadership.

• Collaborate with faculty members, staff, and students to obtain topics, gather data, quotes, graphics and photos in support of internal content development for ARRA and WWAMI communications.

• Build and disseminate electronic newsletters for students and faculty. Assist with the writing, editing and production of print materials, such as the ARRA annual report, brochures, fact sheets, and event materials.

• Draft content for brochures, reports, fact sheet, electronic media, website, emails and social media.

• Ensure grammatical accuracy of all written internal communications across all platforms.

• Regularly engage with students, staff and faculty to obtain updates, new information and fact-finding, and follow up on developments. Participate on ARRA, SOM or UW-wide committees and in other forums that address the role of communications.Strategic Planning and Development – 20%:

• Work with the Communications Director in formulating and developing an overarching strategic communications plan for both internal and external stakeholders and audiences that encompasses the needs of ARRA and WWAMI region leadership and is driven by measurable goals and accountability timelines as informed by the Vice Dean for ARRA.

• Secure event photography, shoot video and manage video production projects, and assist in creating a strategic vision for ARRA’s departmental image.

• Collaborate with the Communications Director to effectively strategize on communications to be shared at the unit, departmental, college, and/or university level. Prioritize and manage myriad requests for communications assistance within ARRA and UWSOM medical student education program.

• Develop and refine the SOM communications toolset to include standard communications processes, guidelines, vehicles, tools and templates. Monitor and measure the impact of communication efforts to evaluate needs and opportunities.

• Manage a content review and governance process to improve quality and consistency of content and promote best practices.

• Work with the UWSOM medical student education program leadership team and staff to determine internal communications opportunities and define and execute appropriate strategies to support them.Administrative Management and Coordination – 20%:

• Work on other communications and/or public relations projects as assigned by the Communications Director or Administrative Director. Regularly report progress and status of projects to the Directors.

• Provide tactical support of communications initiatives and events including meeting logistics, distribution list management, department calendar management, videos, PowerPoint presentations and coordination of initiatives.

• Write, develop, and maintain new and existing communications process documents for ARRA and WWAMI faculty and staff.

• Remain current on trends in internal communications. Build technical skills and understanding of current and emerging communication technologies as needed for the role.

• Act as a subject matter expert in communications processes. Respond to requests for information and develop correspondence as needed.

• Participate and engage in regular staff and departmental meetings. Serve on designated committees and workgroups as assigned.

• Provide proctoring for exams as needed.

• Perform other duties as assigned by supervisors or their designee. MINIMUM REQUIREMENTS

• Bachelor’s degree in Business Administration, Operations, Communications, Health Sciences, or related field.

• At least four years of experience in a communications-related field and demonstrated success in implementing strategic communication plans. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Excellent writing and editing skills.

• Photography and video shooting and editing skills.

• Proficiency with Microsoft Office applications in a PC/MAC environment; knowledge of Adobe Creative Suite, WordPress, and HTML.

• Ability to work both independently and as part of a team.

• Demonstrated accountability related to project processes and working within tight deadlines.

• Demonstrated ability as a proactive and self-motivated communicator.

• Ability to exercise sound judgement and to address complex situations with creativity.

• Excellent interpersonal skills. Ability to communicate well with people from diverse cultures, ethnic/racial and socioeconomic backgrounds, and represent ARRA and SOM in a professional and congenial manner with professional colleagues both within and outside of academia.

• Highly organized and attentive to detail. DESIRED QUALIFICATIONS

• Master’s degree in Business Administration, Operations, Health Sciences, Communications, or related field, or commensurate experience.

• At least five years of experience in a communications-related field.

• Familiarity with UW policies, procedures, data systems and IT infrastructure.

• Experience in WordPress website content management system.

• Experience working in higher education, research, academic or healthcare environment. CONDITIONS OF EMPLOYMENT

• The position sometimes requires the employee to work beyond a normal work week (e.g. more than 40 hours a week) and intermittently requires evening and weekend time to meet project deadlines and attend meetings and events. Application Process: The application process 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 access 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.

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