Program Operations Specialist

University of Washington•Seattle, WA

1d•Onsite

About The Position

The Department of Radiology is hiring a full-time Program Manager-Emergency Radiology & Peer Learning to provide high-level, confidential administrative leadership and program management for the Emergency Radiology Section and the UW Medicine Peer Learning Program. The role is the primary point of contact and resource for both programs and supports efficient administration through program coordination and development, compliance reporting and analysis, communications, operations management, clinical scheduling, and special projects. The Emergency Radiology Section at Harborview Medical Center serves a high-volume emergency department and the region’s only Level I adult and pediatric trauma center and regional burn center for Washington, Alaska, Montana, and Idaho. The Peer Learning Program is a quality assurance and improvement education and review process that uses case-based discussion to improve care and professional development, and supports ACR accreditation across UW Medicine sites. The position works in partnership with section and program leadership to manage daily operations, budgets and resources, recruitment, onboarding, policies, reporting, CME accreditation, sensitive quality-improvement data, and stakeholder communications. It also leads operational improvement projects and manages clinical faculty and on-call schedules using QGenda. The role requires discretion, sound independent judgment, strong organization and follow-through, adaptability, and effective working relationships with faculty, staff, trainees, and external partners. The position is based at Harborview Medical Center and normally works Monday through Friday, 8 a.m. to 5 p.m., though the schedule may vary with workload. Some travel between sites using UW Health Services or other shuttles is required. Occasional telework may be available in the future depending on departmental needs.

Requirements

Bachelor’s degree in business administration, healthcare administration, or a related field.
At least one year of experience in administration or office management in an academic and/or health setting, or directly related experience.
Interest in working in a healthcare setting.
Ability to work independently and collaboratively with diverse staff, faculty, trainees, and administrative personnel.
Professional appearance, communication style, and presentation.
Excellent communication skills and ability to work with diverse communities.
Proficient knowledge of Microsoft Office products, including Word, PowerPoint, Excel, Forms, Visio, Outlook, and Teams.
Strong organization, attention to detail, discretion in handling confidential information, adaptability, and ability to meet tight deadlines.

Nice To Haves

Experience with radiology support or administration.
Experience with the QGenda scheduling platform.
Knowledge of and experience with University of Washington systems and policies.

Responsibilities

Manage day-to-day Emergency Radiology Section operations in partnership with the section chief.
Manage section budgets and resources, including planning, development, forecasting, resource allocation, and communication with stakeholders and leadership.
Support faculty recruitment by monitoring candidates, arranging visits and interviews, and coordinating with the search committee and Radiology Human Resources.
Plan and facilitate section meetings, special events, and non-recruitment faculty visits.
Track clinical volumes, assess growth areas and staffing needs, and develop program onboarding processes.
Develop and implement section policies, procedures, and program initiatives in accordance with department guidelines.
Monitor faculty dashboard metrics and key performance indicators, report outliers, and review clinical FTEs.
Develop and monitor faculty licensing and credentialing tracking in collaboration with Human Resources, and maintain a centralized repository of program documentation.
Manage Peer Learning Program operations in partnership with program committee leadership and section champions.
Coordinate committee meetings, conferences, and related program activities; manage sensitive quality-improvement data and patient information using REDCap.
Manage CME accreditation processes, including renewals, documentation, audits, reporting, and reviews.
Serve as the primary contact for the Emergency Radiology Section and Peer Learning Program; coordinate announcements, website updates, and information in relevant online sites.
Build relationships with clinical teams and collaborate with the Communications Specialist, Education Team, fellowship and residency programs, and other Program Managers.
Provide primary support to the Emergency Radiology Section Chief and help foster a collaborative, inclusive environment.
Lead special projects, identify operational improvements, develop project timelines and stakeholder communications, and conduct risk analysis and mitigation planning.
Develop and administer processes and tools to track, route, and execute tasks and initiatives.
Coordinate Float Competency Program activities, meetings, conferences, and communications with internal and external stakeholders.
Manage attending and on-call clinical schedules using QGenda, in collaboration with the Education Team.
Review faculty leave requests and schedule swaps with the section chief, approve requests, and enforce department scheduling and leave guidelines.
Maintain timely and accurate call schedules in UWMC and HMC on-call systems; track vacation and CME time, verify clinical FTEs, and monitor minimum clinical-day expectations.
Perform other duties and projects as required or assigned, and contribute suggestions for improving work processes.