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Program Coordinator, DAID Fellowships, Department of Medicine, Division of Allergy & Infectious Diseases

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Program Coordinator, DAID Fellowships, Department of Medicine, Division of Allergy & Infectious Diseases

University of Washington logoUniversity of Washington
Seattle, USA
Posted: Sep 20, 2026

NL Highlights

Coordinate and manage the comprehensive fellowship interview process for a large volume of applicants.
Oversee the scheduling, coordination, and administrative support for multiple fellowship programs, training grants, and weekly conferences.
Maintain program websites, databases, and trainee files, ensuring accurate data collection and reporting for accreditation and internal purposes.

Details

Reference

REQ-0000136866

Salary & Funding

$47,256.00 - $63,156.00 annual

Duration

Regular position

Contact Info

Disability Services Office at 206-543-6450 or dso@uw.edu (for disability accommodation)

Eligibility

High school graduation or equivalent AND two years of experience in the program specialty, administrative or clerical work.
Proficiency with Microsoft Office applications (Word, Excel, PowerPoint).
Demonstrated capacity to manage multiple tasks and competing priorities.
Strong organizational and communication skills.

Next Steps

1
Demonstrate meeting minimum and additional qualifications in the application.
2
Submit application through the UW Hires portal.
3
Applicants may be required to disclose findings/investigations related to sexual misconduct.

Opportunity Overview

Job Description

The Division of Allergy and Infectious Diseases has an outstanding opportunity for a Program Coordinator to join their team.

About this Opportunity

Reporting to the Program Manager of Education & Fellowships, the Program Coordinator is a member of the AID fellowship team and will provide support to three fellowship programs and two training grants within the Division of Allergy and Infectious Diseases.

Key Responsibilities

Fellowship Programs Support (45%)

  • Provide program support for the annual fellowship interview process (100-150 applicants).
  • Assist fellowship program managers to create interview agendas, applicant packets, reserve meeting rooms, organize meals, and send communications to Interview Committee members.
  • Assist with planning and organizing fellowship graduations and orientations, including event details, document creation, communications, and onboarding logistics.
  • Management of various fellowship schedules in several UW systems (Amion/MedHub/OneDrive, Infinity OnCall).
  • Create new schedules annually and update schedule changes throughout the year, communicating with fellows for timely and accurate tracking of activity, vacation, sick time, and other modifications.
  • Coordinate weekly CME accredited Conference and ID Conference: schedule, reserve rooms, contact participants, faculty, and fellows, maintain online conference recordings, and send weekly reminders.
  • Coordinate with speakers for receipt of presentation materials.
  • Attend the ID Conference and manage food purchasing and setup.
  • Serve as the primary contact for inpatient teams, sending service reminders and documentation to incoming teams.
  • Maintain fellowship websites and program databases.
  • Assist with collecting fellow evaluations, including setup, sending evaluations, annual entry of new fellow information, and aggregation of MedHub evaluations for meetings.
  • Manage Duty Hours for the fellowship program through Medhub, sending reminders and reporting to program leadership.
  • Assist with event planning and preparation for fellowship-related events (Fellows Day, AID Retreat, AID Picnic, etc.).
  • Assist in collecting data for annual surveys for accrediting institutions (ACGME).
  • Assist with fellowship-related purchases and reimbursements, serving as the point person for white coat orders and cleaning.
  • Schedule fellowship meetings and take minutes as needed (Curriculum Committee, Clinical Competency Committee, etc.).
  • Attend Division, Graduate Medical Education, and Department of Medicine meetings as needed.
  • Coordinate and manage student rotations at AID sites, ensuring effective scheduling, communication, and support.

Training Grant Program Support (35%)

  • Assist with annual progress reports.
  • Assist with preparing and sending Training Grant (TG) appointment/re-appointment letters.
  • Collect Individual Development Plans (IDPs) and schedule IDP and exit meetings.
  • Assist with tracking completion of curriculum requirements.
  • Send out new trainee RFAs and manage applicant process.
  • Maintain training grant websites.
  • Maintain trainee files.
  • Collect and process tuition exemption and tuition statements for trainees.
  • Available to work occasionally early mornings/alternate schedule to meet programmatic needs.
  • Provide assistance with scheduling recurring meetings for this program.
  • Assist with event planning and coordination.
  • Coordinate exit interview scheduling and gather necessary documentation.

Program Operations Support (20%)

  • Answer phones/emails throughout the day and respond accordingly for fellowship, AI Teaching Series, and training grants.
  • Perform faxing, filing, copying, scanning, and mailing as needed; distribute incoming mail and forward mail to faculty and fellows off-site.
  • Maintain office supplies and provide general office support.
  • Collate purchasing or fiscal related documents and send to AID central fiscal group.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Requirements:

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager

  • High school graduation or equivalent AND two years of experience in the program specialty, administrative or clerical work.
  • 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:

  • Proficiency with Microsoft Office applications (Word, Excel, PowerPoint), with demonstrable Excel experience using basic functions.
  • Demonstrated capacity to manage multiple tasks and competing priorities simultaneously.
  • Strong organizational and communication skills.
  • Aptitude for quickly learning new computer software programs.
  • Sound judgment and discretion in handling sensitive information.
  • Clear and effective verbal and written communication skills.
  • Flexibility to work non-standard hours (e.g., Wednesday evening ID Conference, occasional program events like Graduation and Kirby Breakfast).

Preferred Qualifications:

  • Previous experience with GME or fellowship program.
  • Working knowledge of MedHub software.
  • Administrative experience.

About the Team

The University of Washington Infectious Diseases Fellowship Training Program is one of the longest-standing ID fellowship programs in the country, with fellows training at UW since 1960. The program provides broad-based clinical training and clinical investigation experiences designed to prepare fellows for leadership in infectious diseases. Fellows train across four hospitals and have access to extensive opportunities in research, public health, global health, and graduate education.

The fellowship team includes program leadership, faculty, program administration, and staff who work together to support recruitment, onboarding, scheduling, educational activities, evaluations, and overall fellow experience. The Program Coordinator is an important part of this team and helps ensure the day-to-day coordination that keeps the fellowship and related training programs running smoothly.

Compensation, Benefits and Position Details

Pay Range Minimum: $47,256.00 annual

Pay Range Maximum: $63,156.00 annual

Other Compensation: -

Benefits: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift: First Shift (United States of America)

Temporary or Regular? This is a regular position

FTE (Full-Time Equivalent): 100.00%

Union/Bargaining Unit: SEIU Local 925 Nonsupervisory

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 dso@uw.edu.

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

.