"Alerted.org

Req #: 246427

Department: DEPARTMENT OF MEDICINE: CARDIOLOGY

Appointing Department Web Address: https://cardiology.uw.edu/

Job Location Detail: One site and hybrid eligible.

Posting Date: 06/02/2025

Closing Info:

Open Until Filled

Salary: $5,917 - $6,800 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 Division of Cardiology has an outstanding opportunity for a Program Operations Specialist for their Interventional Cardiology program.

The purpose of this position is to manage and administer program operations of Interventional Cardiology, which is comprised of 14 faculty, including one section head and three APPs, spanning across four sites: UW Medical Center – Montlake, UW Medical Center - Northwest, Harborview Medical Center, and Veterans Affairs Puget Sound. The Program Operations Specialist is required to use independent judgment, strong leadership skills, and knowledge of academic healthcare business operations to effectively facilitate work flow and to promote a collaborative work environment. This position will maintain dynamic communication with search committees and applicants, numerous university departments, medical device vendors and federal agencies. By applying the knowledge of the Section Head’s work commitments, status of projects, and nature of contacts this position will act independently and on behalf of the Section Head. This individual will advise faculty of rules and regulations of the University of Washington and various granting agencies and ensures compliance with those rules.

This position requires a high degree of autonomy, personal initiative, discretion, professionalism, flexibility and independent judgment in sometimes stressful situations. Individual must possess knowledge of operations across both the UW Medicine Heart Institute and the Division of Cardiology. This individual regularly interacts with division leadership and must be comfortable acting on behalf of the Section Head. This individual must maintain and foster professional relationships with myriad outside entities that fund and arrange for educational events within the section of Interventional Cardiology and the Center for Cardiovascular Innovation (CCVI). Requires coordination of efforts across a number of organizations to include the Division of Cardiology, the UW Medicine Heart Institute, the Department of Medicine and the School of Medicine, as well as outside for profit and non-profit entities.

The Interventional Cardiology section is comprised of world-renowned faculty that contribute to the tripartite mission of research, patient care and education by engaging in clinical trials, educational courses nationally and internationally and providing outstanding patient care, among other activities. This position facilitates the ability of these faculty to engage in supporting this tripartite mission. This individual will represent the university and the Heart Institute through interactions with other universities, and non-profit and for-profit entities.

**DUTIES AND RESPONSIBILITIES** Contract and Educational Course Management, Planning and Execution (50%)

+ Assist section heads, faculty and staff by working closely with the Division of Cardiology Administrator and contracts manager in the negotiation and establishment of vendor service contracts, non-disclosure agreements, and memorandums of understanding with other University organizations.

+ Partner with division administrator and contracts manager to manage and oversee educational, clinical and other contracts for the section, including negotiating and establishing vendor service contracts, non-disclosure agreements, and memorandums of understanding with other University organizations.

+ Work directly with outside sponsoring organization to plan and execute event, including coordination of privileges for visiting faculty, providing day-of onsite support. Ensure vendors are complying with the scope and terms of agreements during events.

+ Partner with the Center for Cardiovascular Innovation staff to manage educational and training events, including fellow and ICARD attending trainings, and the Kids in Medicine event.

+ Financial management. Create event budgets and monitor expenditures against budgets to inform future contract rates. Manage event invoicing.

+ Coordinate observational and exempt privileges for visiting physicians.Program Operations (25%)

+ Consult with section head and faculty who conduct a wide range of medical presentations and demonstrations, both nationally and internationally. The level of administrative support required to successfully coordinate and organize these events is extraordinary as in many instances. Sites of practice agreements, license to practice, and clinical privileges and contracts need to be coordinated and in place in order for the event to occur.

+ Collect or assist with the collection of data and evaluate data to initiate or assist in the initiation of a proposed new programs or activities.

+ On behalf of section head, create complex call schedules for attending’s and fellows within the section.

+ Creation and maintenance of weekly IC Conference.

+ Schedule recurring meetings for both the Complex Coronary and Structural Heart teams, create agenda and take notes.

+ Recruitment management, including scheduling, travel, lodging for the ICARD faculty candidates.

+ Space management. Assist the section head in reviewing and assigning space to staff and faculty, coordinating and assisting with moves and/or relocations of offices, and personnel. Coordinate with IT services personnel and ensure appropriate backup and maintenance policies and support. Assist in providing site-based management of equipment inventory. Attend appropriate building committee meetings, disseminate information and recommend improvements to space and facilities.Faculty Support (25%)

+ Support of ICARD faculty including complex calendaring and meeting management.

+ Complex travel arrangements for faculty including visas.

+ Coordination of medical presentations and demonstrations, nationally and internationally.

+ In conjunction with Clinical Trials Unit (CTU) ensure faculty have completed clinical trial related tasks.

+ Monitor faculty membership, medical, ACLS, and DEA license renewals.

+ Assist in collection and preparation of faculty biosketches and CVs for grant submissions. **MINIMUM REQUIREMENTS**

+ Bachelors Degree in Business Administration or a related field.

+ At least 2 years related work experience. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS**

+ The ability to work independently with minimal supervision, a high degree of accuracy, prioritization, reliability and productivity is essential.

+ Demonstrated excellence in interpersonal skills, verbal and written communication is central to the position.

+ Excellent organization skills with strong attention to detail, strong problem-solving skills, resourcefulness and flexibility to adjust to dynamic work situations. **DESIRED QUALIFICATIONS**

+ Familiarity with UW systems, experience in a healthcare setting, experience with physician scheduling. **CONDITIONS OF EMPLOYMENT**

+ Requires a flexible working schedule to accommodate educational events. **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.