"Alerted.org

Job Description

The Department of Medicine, Division of Gastroenterology has an outstanding opportunity for a Program Operations Specialist.

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:

+ 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.

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

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

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

+ Facilitating the Annual Program Review, including development of agenda, food and location procurement, meeting support, and disseminating appropriate information.

+ 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._

A** **D** **DITIONAL 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

\#UWDeptMedicineJobs

Compensation, Benefits and Position Details

Pay Range Minimum:

$61,368.00 annual

Pay Range Maximum:

$75,000.00 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 (https://policy.uw.edu/directory/po/executive-orders/eo-81-prohibiting-discrimination-harassment-and-sexual-misconduct/) .

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

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 (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

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.