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Req #: 246469

Department: DEPARTMENT OF LABORATORY MEDICINE AND PATHOLOGY

Posting Date: 06/03/2025

Closing Info:

Open Until Filled

Salary: $5,810 - $8,714 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.

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 Laboratory Medicine and Pathology has an outstanding opportunity for a Program Operations Specialist to join their team.

The University of Washington, Department of Laboratory Medicine and Pathology is a broad and dynamic department that strives for a consistent level of high achievement in all of its activities. The Department offers full diagnostic services in all areas of Laboratory Medicine and Pathology, is a top ranked research organization as measured by research awards from the National Institutes of Health and offers an array of specialized educational training programs.

The UW Medicine Department of Laboratory Medicine and Pathology brings together state-of-the-art technology and highly trained, world renowned personnel to provide comprehensive diagnostic and personalized service to physicians, community hospitals, independent laboratories, and other health care organizations. Our operations are based at the University of Washington Medical Center, Harborview Medical Center, South Lake Union, Northwest Hospital and the Seattle Cancer Care Alliance. Faculty members also serve at Seattle Children's Hospital, the Veteran’s Administration Puget Sound Healthcare System, and the Fred Hutchinson Cancer Research Center. These collaborative efforts have generated innovative, translational studies in the basic mechanisms of disease as they apply to diagnostic laboratory medicine and pathology.

The Program Operations Specialist is responsible for fellowship program management and will be lead fellowship administrator for program related activities as well as initiatives and project-based work that support the objectives of the Program Director(s), Faculty, and fellows. This position is responsible for the development and implementation of curricula along with assessment tools that provide valid and reliable evidence that trainees achieve competency-based educational objectives. This position will be responsible in managing staff to support the program and tasks required to ensure success and growth.

The incumbent must synthesize and manage the individual goals and requirements of diverse constituencies including observers, medical students, residents, fellows, visiting residents/fellows, faculty, hospital administration, School of Medicine, and certification and accreditation governing agencies. This position has delegated authority to represent the fellowship programs on operation and policy issues related to the training program and will partner with the Programs leadership (Assistant Director of Education, Program directors etc.) team to enhance clinical learning environments. Exercise discretion and independent judgement in handling confidential materials associated with evaluations and outcome measures. Recommend action to address deficiencies. This position requires a clear understanding of the programs, attention to detail, and judicious decision making, and ensuring that all policies and procedures are relevant, current, and disseminated in a timely manner. This position must ensure compliance with accrediting bodies and oversight agencies, implementing curricular updates, guiding evaluation processes, assessing outcome measurements, and allocating training positions.

Duties of this position include ensuring compliance with accrediting bodies and oversight agencies, implementing curricular updates, guiding evaluation processes, assessing outcome measurements, and allocating training positions.

**DUTIES AND RESPONSIBILITIES** Training Program Operations Management (50%)

+ Establish individual clinical training curricula in accordance with program priorities and expectations, providing advice and guidance to faculty in fulfilling programmatic clinical, educational, and fiscal oversight requirements.

+ Advise faculty, trainees, and interdepartmental and outside constituents

+ Develop and implement or revise fellowship programs policies and procedures in compliance with current goals and expectations, program leadership team input, accrediting and certifying bodies, University of Washington, and partner medical center requirements.

+ Ensure certification eligibility of trainees through analysis and reporting of clinical training activities to all necessary oversight bodies.

+ Allocate for clinical training assignments according to diverse contractual agreements and clinical requirements.

+ Responsible for day-to-day interactions with all trainees participating in clinical service experiences.

+ Work with program leadership to provide orientations, complete review processes on established timelines, update and return review documentation for subsequent actions.

+ Oversees all activities associated with fellowship recruitment, application and interview processes, including management of online recruiting application portal

+ Manage and oversee onboarding, graduation and orientation activities

+ Provides oversight and collaborates with HR fiscal and UW GME staff involved in appointments hiring and payroll related to supporting residents/fellows

+ Oversee processing of reimbursements for fellowship program trainees

+ Primary contact for initiation, management and troubleshoot for visa related processes in collaboration with ISO and UW GME

+ Participate in department, institutional and national level committees (DLMP Town Halls, UW GME meetings, UW GME committees and USCAP and/or ASCP fellowship fairsProgram Development (20%)

+ Develop, implement, and revise existing procedures as necessary to reflect changes in the fellowship programs curriculum.

+ Identify developmental milestone-based competencies and entrustable professional activities (EPA’s) for all clinical experiences.

+ Consults and provides actionable feedback to the curriculum committees to analyze evaluation data and develop new clinical education opportunities to enhance the breadth of APCP resident training.

+ Identify areas for programmatic improvement and contributors to the assessment process. Analyze data for necessary curricular changes.

+ Oversees and directs maintenance of compliance documentation for trainees with multiple training sites including UW departments and off-campus hospitals

+ Manages the development, implementation, and evaluation of new programsSupervisory / Managerial (15%)

+ Interview, hire, and orient new leadership staff.

+ Ensure that staff are accountable for training, continual education, and in-service education for staff.

+ Evaluate performance and deliver timely performance evaluations; provide fair and immediate feedback regarding job performance for administrative manager(s).

+ Counsel and mentor staff to improve performance; recognize superior performance; develop performance improvement action plans; recommend corrective action as necessary.

+ Hold staff accountable for creating and maintaining a collaborative and blame free environment where accountability is expected, and the Service Culture Guidelines are standard.

+ Perform corrective actions up to and including terminationWebsite and Clinical Systems Management (10%)

+ Oversees, directs, and troubleshoots with resolution all clinical service schedules updated in multiple systems and distribute necessary notifications.

+ Develop and maintain on-line web content for onboarding, recruitment and all clinical experiences including Pathology Admin Resource Site.

+ Clean up and maintain shared department file systemOther Duties (5%)

+ Build rapport with staff and faculty throughout the Department of Laboratory Medicine and Pathology and the School of Medicine. Create and maintain effective working partnerships with the Associate and Assistant Directors.

+ Perform other duties as necessary. **MINIMUM REQUIREMENTS**

+ Bachelors degree in Business, Health Administration or equivalent experience AND two years of academic support, program support or equivalent relevant office experience. _Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration._ **ADDITIONAL REQUIREMENTS**

+ Experience with any or all of the following programs: ERAS, MedHub, and/or eValue

+ Experience coordinating events including conferences or large meetings

+ Excellent written and oral communication skills

+ Excellent office organizational skills under competing project deadlines in a fast-paced environment with attention to detail and quality of work

+ Demonstrated experience working in a team environment with ability to work independently within supervisory guidelines **DESIRED QUALIFICATIONS**

+ Intermediate/advanced computer skills, especially Microsoft Office Suite

+ Excellent proactive problem solving skills

+ Experience with medical education programs, especially residency and/or fellowship graduate medical education program(s) **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.

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.