"Alerted.org

Req #: 247781

Department: NEUROLOGY

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

Posting Date: 07/21/2025

Closing Info:

Closes On 07/31/2025

Salary: $5,114 - $7,672 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-staff-20230701\_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 Neurology has an outstanding opportunity for a Program Operations Analyst to join their team.** **POSITION PURPOSE

The Department of Neurology is seeking a proactive, organized, and self-directed Education Program Operations Specialist (POS) to support both ACGME and non-ACGME fellowship programs as well as the medical student clerkship program. This position will work closely with multiple physician Program Directors and is integral to the department’s mission in education, clinical training, and academic excellence.

Our department specializes in the management disorders of the brain and peripheral nerves, as well as vascular disease, and co-directs the UW Medicine Neurosciences Institute. Our physicians practice at Harborview Medical Center, Northwest Hospital, Seattle Children’s Hospital, the UW Medical Center, the VA Puget Sound Health Care System, and throughout the 5-state WWAMI (Washington, Wyoming, Alaska, Montana, Idaho) Region. Strong training programs and outstanding research programs, including both bench research and clinical trials, characterize the department. More than 400 full-time clinical and research faculty, residents, fellows, and administrative staff comprise the Department of Neurology.

This position provides high-level, administrative support and serves as the departmental contact, expert, and resource for all clerkships, and a sub set of ACGME and non-ACGME Fellowship Programs. Development of standard operating policies and the management of records and record retention are essential components of this position.

This position requires the organizational ability and time management skills to support multiple programs simultaneously with strict adherence to accreditation requirements and deadlines. The ability to develop a thorough understanding of the various organizational structures both internal and external to the Department of Neurology is crucial: six hospitals, multiple clinics, the UW Graduate Medical Education (GME) office, the UW School of Medicine, the UW Continuing Medical Education office, the United Council for Neurologic Societies (UCNS), and other UW and national organizations. The POS must demonstrate sensitivity to a diverse population of students, fellows, and faculty, reflected by professionalism and excellent interpersonal communication skills. An understanding of department policies, trainings, and records management is also required in order to manage and develop standard operating procedures, training guides, and adhere to internal and external policies and accreditation standards.

**DUTIES AND RESPONSIBILITIES** ACGME and Non-ACGME Fellowship Program Management (70%)

This role serves as the primary administrative contact for both ACGME and non-ACGME fellowships, coordinating day-to-day operations and ensuring program compliance with UW GME, ACGME, and UCNS policies.

Program Accreditation

• Develops and maintains an understanding of ACGME, UCNS and other accrediting entity policies and procedures, including familiarity with the common program requirements as well as specialty-specific requirements.

• Work closely with the Program Directors, develops and modifies program policies to comply with accreditation requirements as necessary.

• Ensures all fellowships are in compliance with the required UW Graduate Medical Education Council (GMEC) and ACGME requirements

• Tracks statistical data, including but not limited to: current fellows, Program Directors and CVs, scholarly activities, training sites, responses to citations, program evaluation methods, and program narrative descriptions for each fellowship, and reports this information to the ACGME Accreditation Data System (ADS) on an annual basis.

• Working closely with the Program Directors and the Education Manager, ensures written curriculum, didactic learning, and other educational training meet the education goals of each unique fellowship program and are properly documented and articulated per ACGME and/or UCNS or other accrediting entity requirements.

Schedule & Evaluation Management

• Track and manage fellow vacation, sick and leave of absences in MedHub under the policies and procedures of the GME office.

• Develop and track fellow clinical schedules in accordance with each unique fellowship and enter each clinical rotations, call schedules and other clinical program requirements into the required scheduling software program for each clinical site (MedHub, AMION, and Qgenda).

• Manages the Clinical Competency Committee (CCC) semi-annual meetings and the Annual Program Evaluation (APE) review process for each fellow and fellowship program in compliance with the ACGME, UCNS and other regulatory entity requirements

• Is the subject matter expert regarding all ACGME and GME evaluation policies, and trains Program Directors and department faculty and staff involved in evaluating fellows on all evaluation policies and procedures.

• Acquires faculty performance evaluations as it relates to the educational program and clinical competencies.

• Coordinates ACGME fellowship self-study visits and focused site visits with the Program Directors and the Associate Director of Education.

• Monitor fellow performance and triage performance/HR concerns with the corresponding Program Director

Recruitment & Orientation

• Manage the annual recruitment process for each fellowship via the corresponding process (NRMP, SF Match, AANEM, etc.)

• Directs the application review process whether in-person or virtual, contacts applicants for interviews, arranges all travel, schedules and organizes complex interview itineraries including day-of logistics, and communicates changes and processes with the Program Directors.

• Routinely manages information and activities with other services, sites, and departments including orientations at various sites (UWMC, HMC, SCH, VA), EMR trainings, UWP compliance trainings, and educational/didactic conferences.

• On-boards fellows: arrange for pagers, badges, keys, access, lab coats, office space, mailboxes, and annual on-call parking, if applicable

• Process graduation certificates in consultation with the GME office.

• Is the primary point of contact for alumni requiring fellow license and program verification for future job placement/training verification; compiles evaluations and data for letters of recommendation.

Clerkship Program Administration (20%)

• Develop, implement, and revise Clerkship program policies and procedures in compliance with current goals and expectations, program leadership team input, accrediting and certifying bodies, the UW School of Medicine, and partner medical center requirements.

• Advise faculty, trainees, and interdepartmental and outside constituents about program policies, procedures and certification eligibility requirements

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

• Coordinate medical student education orientation, including coordinating case studies and presentations, answer all questions and review schedules

• Administer student and course evaluation processes and extract data from course evaluations for dissemination

• Exercise discretion and independent judgement in handling confidential materials associated with evaluations and outcome measures. Recommend action to address deficiencies.

• 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 the Visiting Student Learning Opportunities site

• 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

Other Duties as Assigned (10%) **MINIMUM REQUIREMENTS**

• Bachelor's Degree in Social Sciences, Education, Communications, or a related field.

• 2–3 years of related experience in academic or clinical education administration.

_Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration._ **ADDITIONAL REQUIREMENTS**

• Strong organizational, communication, and interpersonal skills.

• Ability to handle multiple programs with complex timelines and stakeholders.

DESIRED QUALIFICATIONS

• Familiarity with ACGME, UCNS, and LCME accreditation standards.

• Experience with MedHub, AMION, E*Value, or similar platforms.

• Prior experience coordinating academic fellowships or education programs.

**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.