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Req #: 245542

Department: DEPARTMENT OF MEDICINE: GASTROENTEROLOGY

Job Location Detail: Will be onsite 1-2 days a week

Posting Date: 04/24/2025

Closing Info:

Closes On 05/08/2025

Salary: $5,114 - $6,834 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-contract-covered-exempt-20250130-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 Department of Medicine: Gastroenterology has an outstanding opportunity for a Program Operations Specialist to join their team.** **POSITION PURPOSE

The purpose of this position is to oversee the management of the Advanced Therapeutic Endoscopy Fellowship and play a strategic role for the Division of Gastroenterology operations and initiatives. The Program Operations Specialist will establish and monitor specific and measurable goals, enabling the Division to operate more efficiently. As a vital member of the Division’s core administrative team, this position will work closely with leadership in the Division of Gastroenterology, Department of Medicine, School of Medicine, Medical Center, and multiple UW and affiliate sites in support of our mission areas.

**DUTIES AND RESPONSIBILITIES** Education Program Operations (60%)

+ Provide program development and management of the Fellowship program, including the ownership of Medhub and its requirements.

+ Oversee and manage required data collection including collection of written and practical examinations, survey administration, or in-person performance assessment results.

+ Identify contributors to the assessment process and appropriate avenues for reporting. Work with PDs and other involved entities to utilize Medhub systems that ensure fellows are meeting the requirements of the program.

+ Manage and facilitate complex fellowship leaves based on the guidance of the GME office and HR.

+ Manage routine scheduling needs. Ensure clinical rotations and leaves are entered in MedHub and QGenda and paging systems.

+ Manage the Fellows’ Leave of Absence Change Request Form and enforce the Fellows’ Leave Policy. Update QGenda and paging systems when necessary.

+ Develop process to manage and fellowship schedules to ensure clinical commitments to program are met based on guidance from the PD and GME office.

+ Manage onboarding process for incoming fellows; ensure compliance with rotation-specific credentialing requirements at each approved site of training, Medhub access, etc.

+ Maintain fellow records and store in accordance with UW Records Management retention schedules. Provide documents to fellows or outside entities as needed.

+ Facilitate APR, including development of agenda, food and location procurement, meeting support, and disseminating appropriate information.

+ Manage Fellowship financial allotments per division budget; track all expenses to allotments; create allotment reports to assist the PDs and Administrator.

+ In partnership with the division, develop, implement and manage the overall strategy, plan and operations for the regular educational series Frontiers in GI and Hepatology. Provide lead counsel, review and final approval of administrative and operational components for the program, including budget planning, development of proposals, venue procurement, regulatory compliance, and reporting.

+ Act as a representative of the division, attend educational programs and oversee onsite operations (i.e. setup of venue, equipment, display booths, attendee registration) and ensure overall successful flow of the program.

+ Partner with the director, fellows, faculty mentors, staff, and others to ensure positive experience. Manage confidential and critical materials, issues and communications.

+ Manage NW/UW fellowship rotations and orientations; reserve meeting rooms for rotation orientations, schedule orientation presenters, and additional logistics.

+ Schedule needed program leadership and committee meetings. Craft agendas for meetings when necessary.

+ Assist Program Administrator with the following high-level priorities:o Attend educational programs and oversee onsite operations (i.e., setup of venue, equipment, display booths, attendee registration) and ensure overall successful flow of the program.o Manage and facilitate complex fellowship leaves based on the guidance of the GME office.o Developing fellowship schedules to ensure clinical commitments to program are met based on guidance from the PD and GME office.o Managing onboarding process for incoming fellows; ensure compliance with rotation-specific credentialing requirements at each approved site of training, MedHub access, etc.o Facilitating the Annual Program Review, including development of agenda, food and location procurement, meeting support, and disseminating appropriate information.o Managing Fellowship financial allotments per division budget; track all expenses to allotments.Advanced Therapeutic Fellowship Program Management & Transplant Hepatology (30%)

+ Provide program development and management of the Advanced Therapeutic Endoscopy Fellowship program, including taking lead on grant application submission, progress reports, and close-out for any associated funding.

+ Oversee candidate recruitment: planning and arranging interview schedules; advertising, including providing copy and/or original content for websites.

+ Work with the Program Directors to manage the faculty and medical staff appointment processes of the selected candidates.

+ Manage onboarding activities for Fellows, including assigning equipment and arranging access to all systems.

+ Manage Fellowship financial allotments per division budget; track all expenses to allotments; create allotment reports to assist the PDs and Administrator.

+ Work with PDs and other involved entities to set up systems that ensure Fellows are meeting the requirements of the program. This includes but is not limited to systems for ensuring clinical commitment, appropriate guidance and progress on research projects and other Fellowship requirements.

+ Monitor that evaluations are completed in a timely and accurate manner.

+ Manage end of Fellowship activities, including off-boarding and exit events.

+ Maintain Fellow records according to retention rules and speak with and provide documents to Fellows or outside entities as needed.Other duties (10%)

+ Work closely with executive leadership, utilizing project management skills and knowledge of process and best practices to drive improvements within the division across all hospital sites of practice.

+ Create and manage project timelines, schedule meetings, prepare budgets for projects, and identify resources needed to ensure project success. Delegate as necessary to meet project deliverables, report on progress at staff & faculty meetings, and subcommittee meetings.

+ Develop policies and standard operating procedures for operations within the administrative team. **MINIMUM REQUIREMENTS**

+ Bachelor's Degree in Healthcare Administration, Education or Social Sciences and 2 years experience. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS**

+ Ability to handle complex schedules.

+ Experience with Data Management.

+ Experience working in program coordination. **DESIRED QUALIFICATIONS**

+ Project Management Experience, fellowship coordination experience, budgeting experience. **CONDITIONS OF EMPLOYMENT**

+ This will be a hybrid position, with 1-2 days onsite. Will occasionally oversee onsite operations. **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.\#UWDeptMedicineJobs

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.