Program Coordinator

Job Description

Medical Courier Coordinator, Lab Medicine & Pathology

Who we are looking for:

The UW Medicine-Department of Laboratory Medicine & Pathology (DLMP) in Seattle, WA is offering an excellent opportunity to serve as a Courier Coordinator at the University of Washington Medical Center-Montlake, a fast-paced role central to high-volume, time-sensitive specimen transport across our health-system network.

The importance of the courier team lies in its role as the critical link between medical providers and laboratories, ensuring that every specimen arrives promptly and intact so the laboratory staff can deliver reliable diagnostics that support strong health outcomes for our diverse Seattle patient population. The Courier Coordinator serves as the primary administrative point of contact for the Reference Lab Services Courier Division.

The Courier Coordinator receives client requests, maintains program records, prepares training materials, tracks supplies, and supports courier leadership with scheduling and operational updates. The position is office-centric and requires sound independent judgment in assigned tasks and clear, consistent communication. The role also involves ongoing route-efficiency improvement, logistical support, and safety advocacy within courier operations.

Work schedule:

• 100% FTE

• Monday - Friday with rotating weekends and holidays

• Day shift and occasional remote work

What you will contribute:

Communications and Dispatching

• Conduct communication between the courier team and our internal and external partners

• Help coordinate operational communications with clients, including notification of service interruptions, specimen chain-of-custody verification, and policy changes

• Communicate relevant information between UW Medicine departments and external partners at the request of the division leadership

• Ensure that all communication reflects University of Washington standards, vision, and values

• Oversee daily staffing continuity by monitoring courier call-outs, locating substitute couriers, and providing precise schedule updates

• Answer division telephones and central email communications

• Act as the primary point of contact and resolve client questions and issues and escalate matters to division leadership or other staff when necessary

• Contact couriers to schedule specimen retrievals and deliveries

• Coordinate third-party courier services to augment division operations when necessary

• Assist leadership with scheduling candidate phone screens and interview

Scheduling & Payroll

• Update the courier team’s weekly staffing schedule

• Assist leadership with bi-annual vacation bids

• Input and reconcile weekly timekeeping

Administrative

• Monitor and ensure all courier staff begin shifts on time, and produce regular punctuality updates for division leadership

• Independently perform complex administrative support functions with delegated authority from division leadership

• Assist with creating and refining division procedures and protocols

• Oversee daily readiness and proper use of office equipment, including copiers, computers, printers, and fax machines, and report maintenance needs promptly

What you will need:

• High school graduation or equivalent AND two (2) years of experience in courier operations, logistics coordination, fleet support, or administrative support within a similar operational environment

OR

• Equivalent education or experience

Departmental Requirements

• Prior experience in at least one (1) of the following: Courier or professional driving, operations, or logistics

• Proficient with Microsoft Windows and Office Suite, including Word, Excel, Teams, and Outlook

• Proficient with smartphones and mobile devices used for courier communication and basic workflow tasks

• Respond to Fleet Services requests for maintenance and repairs and ensure vehicles are delivered to Fleet Services promptly

• Schedule team meetings

• Assist in writing and editing statements of administrative guidelines and policy

• Participate in courier recruiting activities including résumé reviews and phone screens

• Other duties as assigned

Desired qualifications:

• Excellent written and verbal communication skills

• Excellent customer service skills

• Highly organized and detail oriented, with the ability to coordinate multiple priorities in a fast-paced and demanding role

What we offer:

• Monthly accrual of vacation and sick time plus 12 paid holidays annually

• State Employee Tuition Exemption Program covering up to 6 credits of qualifying coursework per quarter at the University of Washington or other participating colleges or universities

• Fully subsidized public transit pass (U-PASS) that covers multiple forms of public transportation in the region

• Excellent healthcare, dental, disability, retirement, and other plan options

• Comprehensive free wellness programming such as fitness, nutrition, financial literacy, and stress-reduction classes provided by The Whole U

• And much more!

About the Department of Laboratory Medicine & Pathology:

A regional resource for clinical laboratory services required for innovative patient care, research and educational programs, the Department of Laboratory Medicine & Pathology at UW Medicine combines the sophisticated testing and informatics capabilities of fully accredited laboratories with the resources of an academic institution in its delivery of clinical and anatomic pathology services. Recognized for excellence in clinical training, world-class research initiatives, and a commitment to community service, we serve labs and medical facilities both nationally and internationally.

Please visit our website to learn more about our department.

About UW Medicine:

UW Medicine is Washington’s only health system that includes a top-rated medical school and an internationally recognized research center. UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists, and other health professionals.

All across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student, and colleague is valued and honored. Nearly 29,000 healthcare professionals, researchers, and educators work in the UW Medicine family of organizations that include Harborview Medical Center, UW Medical Center-Montlake, UW Central Lab-Renton, UW Medical Center-Northwest, Valley Medical Center, UW Medicine Primary Care, UW Physicians, UW School of Medicine, and Airlift Northwest.

Become part of our team. Join our mission to make life healthier for everyone in our community.

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Shift:

Temporary or Regular?

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

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 [email protected].

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.