Program Operations Specialist (NE S 7)

University of Washington Medical Center; Seattle (WA); On-site; USD 61,000 - 92,000; Full time

Job summary

University of Washington Medical Center seeks a Program Operations Specialist to support training programs and ensure high-quality educational experiences. You will assist with planning, scheduling, and curriculum support, collaborating with program directors and Education Manager to coordinate clerkships and fellowships.

Responsibilities include managing day-to-day operations, coordinating rotations, evaluations, and communications with medical students, residents, and collaborating sites

Qualifications

• Bachelor’s degree in related field and/or 2-3 years in administrative/operations position.
• Demonstrated critical thinking and problem-solving skills.
• Ability to work independently as well as in a collaborative team environment with colleagues.
• Computer program skills: proficiency in Microsoft Office applications; experience/willingness to learn and E*Value tracking system, VSAS and Medhub.
• Excellent organizational skills; ability to multitask and prioritize while working independently to meet deadlines.
• Must have valid WA State Driver’s License.

Responsibilities

• Coordinate day-to-day operations to support training program delivery.
• Coordinate clerkship activities, including scheduling, regulatory compliance, and communications.
• Manage rotations, registrations, and didactics in collaboration with program leadership.
• Administer evaluations and data for course and clerkship processes.
• Process applications and onboarding for visiting students and fellows; liaise with multiple sites.
• Support fellowship programs, residency rotations, and event logistics.

Skills

Critical thinking

Problem solving

Teamwork

Organization

Multitasking

Reliability

Communication

Education

Bachelor’s degree in related field

Tools

Microsoft Office

E*Value

VSAS

Medhub

Job description

Job Description

About this Opportunity

Reporting to Myduyen Ngo, the Program Operations Specialist is responsible for supporting the effective delivery of the training program. Working collaboratively with colleagues and Program Directors, this role is responsible for assisting with planning, scheduling, and program implementation, as well as providing curriculum support. The position also helps manage day-to-day operations to ensure the program runs smoothly and delivers a high-quality training experience.

This department manages all medical student programs, medical fellowship program accreditation and the residency program. Responsibilities include managing the clerkship and fellowship programs, supporting the Education Manager with some aspect of the residency program, and other associated educational events.

RESPONSIBILITIES:

MEDICAL STUDENT PROGRAMS (15%)

• Serve as the primary liaison for all medical students rotating through the department
• Coordinate and support both clinical training rotations and research rotations for medical students
• Facilitate communication between medical students, faculty, and program leadership
• Report to the Administrator of Education
• Maintain a matrixed reporting relationship with the Medical Student Program Directors, including the Clinical Education Director and the Research Education Director
• Coordinate the observer ship/shadow between the faculty and students accordance to the HMC/UWMC policy

CLERKSHIP PROGRAM (30%)

Program Coordination

• Independently manage day-to-day operations of the clerkship; including regulatory and programmatic aspects of the Clerkship to assure compliance
• Act as liaison with the department and the SoM; participate in local clerkship activities; liaise with WWAMI sites
• Manage, schedule and process visiting medical students across WWAMI sites
• Ensure faculty and medical students have the appropriate information to effectively participate in the clerkship program
• Provide department Statistician data for medical student teaching hours

Scheduling/Rotations

• Coordinate bi-weekly medical student education orientation, including coordinating case studies and presentations; check out textbooks for review; answer all questions and review schedules
• Coordinate all medical student rotations: working regularly with the Registrar’s Office; using Epic and the Ophthalmology surgery schedules
• Manage medical student rotations with the VA, SCH, Kaiser Permanente, UWMC, and HMC
• Liaise with colleagues to coordinate medical student didactics in alignment with resident didactics

Evaluations and Grading

• Administer student and course evaluation processes and extract data from course evaluations for dissemination
• Act as liaison between visiting students and their home institutions throughout the process, and complete customized forms to submit grades to individual institutions
• Administer grades in order to conclude the clerkship process; maintain information for disseminating evaluations for medical students, faculty and residents in E*Value (and in VSAS)

Visiting Clinical Medical Students

• Process applications, appointments and/or visas for visiting medical students, including onboarding
• Coordinate observation privileges for medical students visiting the clinic and OR
• Act as main point of contact for visiting students e.g. MSRTP participants and/or volunteers

Medical Student Research Program

• Assist Program Director with matching medical students with research mentors
• Track data: medical students engaged in research; medical student research publications; presentations at national meetings and other data for the preparation of annual report on medical student research
• Work with the registrar’s office to help with registering undergraduate and graduate level research credits

MANAGEMENT OF FELLOWSHIP PROGRAMS (30%)

Fellow Coordination

• Manage up to 10 fellows matriculating in one and two-year sub-specialty fellowships

Program Accreditation

• Maintain program renewals with AUPO FCC (and GME), including program letters of agreement with participating institutions, when required
• Process accreditation with non-GME associated entities (AUPO and ASOPRS)
• Work with Program Directors to ensure programs are compliant and monitored(evaluations, case logs and exit interviews, etc.)
• Survey alumni for feedback on fellowship experience

Candidate Recruitment and Hiring

• Partner with the PDs for annual candidate recruitment; maintain info on the department’s website; manage SF Match (application service) information; monitor submissions and respond to related queries
• Coordinate application review process; schedule and manage interview day logistics
• Manage interviews including scheduling, room reservations, AV, catering, etc.; organize all onsite activities
• Manage post-interview activities; submit rank lists; disseminate match results in the department

Onboarding and Offboarding

• Work with HR to on-board medical fellows ensuring that all appointment paperwork is complete, accurate and submitted within the appropriate timeline to begin practicing as a provider on the targeted start date; provide status changes to OMSA and UW Medicine IT at all relevant sites of practice
• Ensure compliance training is completed; immunizations, HIPAA, and all other required training
• Establish a UW Medicine IT account for new fellows, collaborate with Eye Institute for clinical access (confidential patient records)
• Schedule and coordinate new fellow orientations including Medical Staff Orientation (MSO) and EHR trainings (EPIC/ORCA); track progressive orientation requirements
• Conduct internal orientation; including IT set up, ID Badges, Pagers, On-call parking request, etc.

RESIDENCY SUPPORT (10%)

• Rotation Administration: Under the direction and guidance of the Education Manager, support the coordination and facilitation of various residency rotations within the department; this includes executing tasks for visiting Madigan resident rotations, Internal Medicine PGY-1 Ophthalmology residents, and other incoming University of Washington residency program rotations.
• PGY-1 Resident Coordination: Assist the Education Manager with the operational management of PGY-1 Ophthalmology residents by completing tasks according to the manager’s final decisions and instructions; key duties include implementing schedules during their 5-block departmental rotations, supporting weekly didactic sessions, and helping coordinate the PGY-2 transition orientation during their final PGY-1 rotation block.

EVENTS (10%)

• Resident Alumni Day: Manage annual research event: reserve site/space, order catering; handle all logistics; act as liaison with the PDs for event’s program and other activities including the facilitation of CME materials
• WISH Lab: Coordinate access and scheduling for EyeSi machine for medical students

GENERAL (5%)

• Attend job-related training and program related in-service sessions
• Coordinate/assist with special events as needed
• Ensure fellowship website info is up to date
• Participate in department administrative team by providing support as needed for general administrative activities as needed
• Act as back-up for colleagues during leaves of absence
• Manage the white coats: drop off soiled coats and pick up new coats
• Restock snacks for the fellows rooms
• Other duties as necessary

REQUIRED QUALIFICATIONS:

MINIMUM QUALIFICATIONS

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

• Bachelor’s degree in related field and/or 2-3 years in administrative/operations position

Additional Qualifications

• Demonstrated critical thinking skills, ability to problem-solve and exercise good judgment
• Ability to work independently as well as in a collaborative team environment with colleagues
• Computer program skills: proficiency in Microsoft Office applications; experience/willingness to learn and E*Value tracking system, VSAS and Medhub
• Excellent organizational skills; ability to multitask and prioritize while working independently to meet deadlines
• High degree of reliability, accuracy and productivity with attention to detail
• Ability to maintain collaborative relationships relating to students, a wide range of healthcare professionals and community members
• Must have valid WA State Driver’s License

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

Preferred Qualifications

• Three years in administrative/operations position of increasing complexity
• Previous experience working in the UW and/or School of Medicine or in an academic or health care setting and/or Experience with educational programs and/or UW clerkship system
• Familiarity with UW accreditation and other regulatory bodies
• Familiarity with UW and/or UW Medicine systems

CONDITIONS OF EMPLOYMENT:

• Contingent upon satisfactory results from a criminal background check
• Ability to start the workday at 6:45 am on occasion, and work occasion weekends and evenings for special events
• Must be able to travel to sites within Seattle as necessary
• Will share office space

Compensation, Benefits and Position Details

Pay Range Minimum:

$61,368.00 annual

Pay Range Maximum:

$92,064.00 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:

Not Applicable

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 [e-mail].

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.