Medical Assistant Technical Coordinator

This position description is a guide to the critical duties and essential functions of the job, but is not an all-inclusive list of responsibilities, qualifications, physical demands and work environment conditions. Position descriptions are reviewed and subject to change to meet the needs of the Training Fund and funding requirements.

Job Title:Medical Assistant Technical Coordinator

Reports to:Senior Manager of Instruction  

Supervises position(s): Medical Assistant Program Coordinator/Instructor  

Office Location: Renton, WA

Worksite Designation:   Hybrid         

Live in the Puget Sound Region of the State of Washington with a reasonable commute to Renton, WA. Approximately 60% of the work is in-person in various partner locations, 40% is telework from home, and 10% at office. Must go to partner locations or come into the office on an as-needed basis.

Organizational Overview:

The SEIU Healthcare 1199NW Multi-Employer Training Fund (Training Fund) is a non-profit, labor/management partnership including eight major healthcare employers and the largest healthcare union in Washington State. The Training Fund was formed in 2008 and is a statewide program that addresses the workforce needs of participating employers and supports the career, knowledge, and skill aspirations of SEIU Healthcare 1199NW members.The Training Fund is the sponsor of the state-registered Health Care Apprenticeship Consortium (HCAC) and of the Virtual Healthcare Institute (VHI) serving a range of regional employers, unions, union members, and student candidates.

Position Overview:

The Medical Assistant Coordinator/Instructor is responsible for the coordination of the operation, development, implementation, curriculum, supplies and facilities coordination, and instructor scheduling of the Training Fund sponsored Health Care Apprenticeship Consortium (HCAC) Medical Assistant apprenticeship program. The Coordinator, in cooperation with the Training Fund staff, conducts instruction and leads in the technical and instructional operations of the MA program. This includes providing instruction to students as well as supporting other instructors, plus oversight of day to day program operations and administrative duties as required, in collaboration with the Senior Manager of Instruction and other staff.

Supervisory Responsibilities:  

• Medical Assistant Program Coordinator/Instructor
• Developing and coaching staff
• Directing and coordinating the work of staff
• Perform regularly scheduled performance reviews
• Provide training and guidance for staff

*Supervisory duties may change.

Essential Job Functions:

Incumbent must have the skills, abilities and judgment to perform the following essential job duties and responsibilities, with or without reasonable accommodation:

• Coordinate program operations to include program scheduling, ordering/delivery of program materials and equipment, student enrollment, financial aid, tours, safety, and other administrative tasks related to high quality program delivery
• Keep and monitor apprentice class attendance
• Provide information, as requested, to apprentice’s employer mentors/supervisors regarding course content and scheduling such that employers can coordinate the apprentice’s work activities
• Coordinate and provide direct support and support services to apprentices as necessary
• Coordinate and lead, as needed, Apprentice make-up days to ensure Apprentices have the required hours for completion of their Medical Assistant apprenticeship
• Provide instruction to Medical Assistant Apprentices in-person and via online platforms to
• multiple training sites with classes ranging in size and potentially exceeding 20 Apprentices as needed
• Compile mid and post-program assessments providing outcomes to leadership and project partners
• Support other instructors/contractors to schedule, facilitate, and provide instruction and other assigned duties
• Coordinate and facilitate instructor and operational meetings, supporting the Medical Assistant program
• Support the recruitment, interviewing and hiring of apprenticeship instructors as needed, ensuring instructor/contractors participate in new instructor training and understands and is able to perform to the responsibilities of their instructor position
• Ensure each instruction location is re-stocked with supplies and equipment in a timely manner
• Assist with database logging of apprentice hours and competency checks, and uploading this information for the Training Fund and to the State of Washington
• Support the development and implementation of Medical Assistant Apprenticeship program, ensuring programs are delivered in accordance to Training Fund, HCAC, Labor and Industries (L&I), and other regulatory and stakeholder standards, policies and procedures, contracted obligations and within funding budgets
• Support the development, revision and maintenance of apprenticeship curriculum, meeting L&I’s Apprenticeship Section, Department of Health (DOH), partner community college, Washington State Board of Community and Technical College (SBCTC) and Washington State Apprenticeship and Training Council (WSATC) standards
• Work cooperatively with Apprentices, Instructors, union staff leaders, employers, local community colleges and universities, and other program partners
• Coordinate with Training Fund staff assigned to other programmatic areas to deliver programs and services
• Work with local WDCs, employers, community-based organizations, and other relevant organizations to promote and expand the program
• Interact with and maintain working relationship with students, faculty, staff and outside/community agencies to facilitate program objectives
• Attend partner meetings, gathering input to ensure proper delivery of program, discussing and resolving challenges that may exist and to ensure as much as possible continued
• partnership and funding for program
• Ensure proper documentation of all participants is established and ensure participant information is kept confidential
• Ensure timely assembly and collection of reports, data and statistical information regarding the demographic make-up of program participants
• File all program documentation as required (manually and electronically); supervise the accuracy and completeness of data collected, including eligibility, selection, and employer utilization and outcomes, including preparation of proper documentation and quality checks for regular and special agency, compliance, and grant reports
• Evaluate program effectiveness to develop improved methods; implement evaluation methodology; analyze results and recommend and/or take appropriate action in a timely manner
• Be on call for urgent apprentice, instructor, apprenticeship, and other developing operational issues, and have flexibility and professional skills and responsiveness for such situations, in cooperation with Training Fund staff
• Ability to travel periodically to remote instructional locations for logistics or infill instruction; ability to work in person at least 3 days per week at the assigned Training Fund classroom/lab, and potentially full time (Covid dependent) in person at alternate teaching/staging locations for Medical Assistant apprenticeship classes and labs
• Develop and recommend new or revised program goals and objectives
• Coordinate with program partners to implement participant completion events
• Document position procedures and processes
• Acts as an organizational representative in all situations, setting a strong example of professionalism, work completion and quality, and commitment to organizational goals and ethics
• Establishes work priorities in a highly organized manner while maintaining flexibility in scheduling and adhering to quality requirements and deadlines
• Performs other tasks and responsibilities as assigned

Required Skills/Abilities:

• Strong Commitment to personal growth and development on issues of racial equity and diversity, and to advancing diversity, equity and inclusion health care workforce access
• Ability to critically evaluate and prioritize information gathered from multiple sources and reconcile conflicts
• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Excellent interpersonal, negotiation and conflict resolution skills
• Excellent time management skills with a proven ability meet deadlines
• Strong analytical and problem-solving skills
• Proficient with Microsoft Office Suite or related software
• Proficiency with or the ability to quickly learn the organization’s databases, including, but not limited to Salesforce, Rouxbe, Financial Edge, Monday.com, Canvas, Sharepoint, etc.
• Ability to work with integrity, credibility, professionalism and confidentiality
• Experience working with diverse populations and addressing participants’ unique needs
• Ability to follow privacy policies and respect for confidential information
• Incumbent must have skills, abilities and judgment to perform the following essential job duties and responsibilities, with or without reasonable accommodation

Desired Skills and Experience:

• Knowledge and experience supporting instructors, educational administrators and/or assisting working adults enrolled in apprenticeship and healthcare coursework
• Knowledge of student support services, college placement, advising, registration and
• enrollment processes
• Understanding of unions and ability to work in a labor/management environment
• Understanding of accelerated learning platforms and/or education or apprenticeship programs
• Experience or knowledge of registered apprenticeship as a system
• Experience educational record keeping and documenting practices
• Experience meeting the needs of multiple partners and participants in employer-based workforce development programs
• Zoom meeting support experience and/or foundational IT and classroom technical equipment support and training experience
• Ability to work with and advance engagement with employer partners, labor unions and staff and to collaborate effectively in labor/management settings 
• Proven record of working collaboratively to meet performance goals
• Bilingual skills preferred

Required Items:

• Minimum five (5) years of experience as a mentor/preceptor/medical assistant supervisor and/or in medical assistant training, adult education/training, apprenticeship or workforce development
• Medical Assistant – Certified Washington State credential, active
• Ability to work with a high-performance, collaborative, constructive peer group
• Documented experience working in an environment with multiple partners and stakeholders
• Experience working with a broad range of collaborative partners and participants at multiple and varied skill levels and experiences
• Proficiency with use of technology and data entry systems to regularly communicate, document and track student information
• Proficiency with one or more learning management systems
• Advanced spreadsheet skills and experience
• Ability to connect with and motivate potential members to engage in education and training programs
• Attention to detail and ability to comprehend, retain, and apply specific policy information
• Willingness to learn and established history of learning and advancing own professional skills
• Ability to independently exercise a high level of judgment, especially in organizationally complex situations including joint labor and management decisional settings
• Experience working with diverse populations and addressing participants unique needs
• Time management, organizational, and record keeping skills and discipline in personal management, self-motivation, accountability and responsibility
• Ability to follow privacy policies (including but not limited to Health Insurance Portability and Accountability Act (HIPAA) and the Family Educational Rights and Privacy Act (FERPA)) and respect confidential information
• Personal qualities of integrity, credibility, and a commitment to, and passion for, working in a health care opportunity and workforce expansion mission-driven organization
• Strong commitment to personal growth and development on issues of racial equity and diversity, and to advancing diversity, equity and inclusion workforce access
• Flexibility regarding hours per week; weekend and/or early and late in the day activities is required
• Willingness and flexibility to coordinate classes and provide instruction via online platform to multiple training sites with classes ranging in size and often exceeding 20 Apprentices
• Successful completion of background check is required
• Valid Washington State Driver’s License and access to a reliable insured vehicle
• Needs to live in or move to the State of Washington in assigned region
• COVID-19 complete vaccination, shot documentation required or proof of meeting state or federal law, including medical disability under the American with Disabilities Act (ADA) guidelines, for not vaccinating
• Candidates will be evaluated on their lived and learned experience, professional background, volunteer experience and direct and transferable skills

Educational Requirements:

• Washington MA-C (with underlying program completion)
• 5 years plus years’ experience – combination of teaching and/or MA practice
• Additional education considered.

Physical Requirements:

• • Prolonged periods of sitting at a desk and working on a computer
  • Must be able to lift 15 pounds at times
  • Must be able to access and navigate the TF’s facilities, partner organizations, and classroom locations

Work Environment:   Hybrid

This position provides services primarily in Washington State remotely and in person. Training Fund educational operations include limited program work in Oregon and Alaska. The position requires various “in-person” involvement with apprentices, employers, instructors, and community partners at multiple locations; other portions of this role will be split between telework work and the Training Fund office. This position will require travel on an as-needed basis and during some non-traditional hours (early mornings, later evenings, and occasional weekends) to meet with participants and attend meetings at locations such as hospitals, schools, public places (community buildings, event venues, etc.), and partner organization sites. Note: COVID restrictions may require a higher level of remote work.

Compensation:

Compensation Range: $66,000 – $91,000 depending on education and experience

• Above average retirement package
• FTE, Exempt position

Other Benefits:

• Generous vacation and sick leave days
• Medical insurance paid in full for yourself and family through Kaiser Permanente
• Dental insurance paid in full for yourself and family through MetLife
• Disability and life Insurance through the Hartford Group
• LinkedIn learning membership
• Employee Assistance Program (EAP)
• 11 Annual Paid Holidays, 3 personal holidays and winter break (closed 12/24 – 12/31)
• Two volunteer days

May be eligible for the following incidental benefits:

• Gym/trainer membership stipend
• Work-related professional development reimbursement
• Internet stipend (full-time “telework” or “hybrid” staff who are not provided inter access through other means)
• Commute stipend (“Occasional” worksite designated positions only)

Please Apply:

We welcome candidates who:

• Demonstrate the skills, abilities, and experience needed for this role regardless of education and compensation history.
• Are inspired by our values of integrity, collaboration, innovation, equity, and outcome oriented.
• Are willing to grow in personal and professional learnings of social and racial justice.
• Demonstrate a commitment to improving outcomes for candidates for health care positions and incumbent health care workers furthering their careers.

Application Process

At the Training Fund, we value our culture and prioritize diversity and inclusion more than what college you attended or what company you worked for before. Therefore, we include objective assessments and a one-way digital video interview in our process to give you the opportunity to shine beyond your resume, reduce bias, and help our hiring team make better decisions. All our candidates are asked to go through this process so we can evaluate everyone equally.

To apply, click on the link below where you will:

•    Complete the application and provide three references from previous employers

•    Submit your resume and cover letter

•    Complete the assessment(s) and video interview

https://www.ondemandassessment.com/link/index/JB-A60RI2B9X?u=1162575

Position will remain open until filled.

This position description is a guide to the critical duties and essential functions of this position. It is not an all-inclusive list of responsibilities, qualifications, physical demands or work environment conditions. Position descriptions and job responsibilities before and after hire are subject to revision to meet the changing needs of our labor/management partnership. This is an at-will, exempt, and variable work schedule and location position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The Training Fund is an equal opportunity employer. All employees and potential employees are entitled to be treated respectfully and without discrimination on the basis of race, creed, color, national origin, religion, sex, sexual orientation, gender expression and identity, age, political ideology, honorably discharged veteran or military status, or disability. Employees are protected from retaliation for complaining about discrimination, opposing discrimination, and cooperating in discrimination investigations.

The SEIU Healthcare 1199 NW Employer Training and Education Fund has a non-discriminatory policy and is an equal-opportunity employer. Women, persons of color, bilingual/multilingual, and LGBTQ+ individuals are strongly encouraged to apply. Reasonable accommodations may be made to enable individuals with differing abilities to perform the essential functions.

The Training Fund is a harassment-free workplace.