Program Operations Specialist (NE S 7)

University of Washington•Seattle, WA

About The Position

The Department of Family Medicine has an outstanding opportunity for a Residency and Medical Student Program Operations Specialist to join our team. Position Purpose The Program Operations Specialist provides educational and programmatic support for the Department of Family Medicine Residency Section (UWFMR) and Medical Student Education (MSE) section. This position serves as an operational bridge across the continuum of medical education, supporting program leadership, coordinating educational activities, and ensuring alignment between medical student and residency programs. The majority of this position’s responsibilities focus on coordinating educational activities related to UWFMR educational offerings, while also supporting medical student education initiatives, electives, and leadership operations. Through close collaboration with faculty leaders, departmental staff, and institutional partners, the Program Operations Specialist promotes effective communication, operational consistency, and high-quality educational experiences for learners from medical school through residency. Position Complexities This position supports two high-functioning educational sections within the Department of Family Medicine—Medical Student Education (undergraduate medical education) and the Residency Program (graduate medical education)—each with distinct policies, timelines, stakeholders, and accreditation requirements. The Program Operations Specialist must understand and navigate the full continuum of medical education, exercise independent judgment in managing multiple concurrent priorities, and coordinate effectively across departments, clinical sites, and the WWAMI region. The role involves handling sensitive and confidential information related to students, residents, faculty, and program operations, requiring professionalism, discretion, and adherence to FERPA, HIPAA, and University data privacy standards in a dynamic academic medical environment. This position reports to the Associate Director of Education for the Department of Family Medicine, who oversees both the Residency and the Medical Student Education sections. Position Dimensions and Impact to the University The University of Washington Family Medicine Residency Program is proud to be one of the nation’s premier educational and research institutions. The UW Department of Family Medicine is one of the top Family Medicine departments in the nation. It is essential for the Family Medicine Residency Program and the WWAMI Network to create systems and training that support outstanding patient care and educational experiences. These training experiences must meet and exceed established accreditation and certifying standards to continue recruiting top U.S. medical school graduates. This position supports operational infrastructure necessary to sustain accreditation standards, ensure educational continuity, and maintain effective coordination across the residency and medical student education programs.

Requirements

Bachelor's degree in medical related business administration or related field and 2 years of experience; or equivalent experience
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Nice To Haves

Experience performing analysis activities, design, implementation, evaluation, training, and maintenance or equivalent experience.
Knowledge of business systems analyst duties and key contributor in both project and operational support environments.
Experience as a functional leader or key contributor in complex collaborative projects that have required significant business process change.
Proven ability to represent business stakeholders effectively, and translate between business and technical requirements.
Experience working with both internal and contract resources to solve business problems and implement solutions.
Experience preparing for and managing organizational change.
Excellent oral and written communication skills.
Ability to speak and write about technical issues for both technical and nontechnical audiences.
Ability to navigate in a complex, diverse technology environment.
Ability to manage time effectively while working back and forth between project and operational support tasks.
Ability to work in an environment with interruptions.
Ability to multi-task, change assignments as needed and prioritize workload.
Simultaneously juggle multiple tasks.
Demonstrated ability to work independently with minimal supervision.
Outstanding organizational skills, detail-oriented and the ability to work in a deadline driven environment.
Strong initiative and follow-through along with problem-solving.
Ability to maintain positive work atmosphere and handle confidential or sensitive information.
Experience with UW systems – MedHub, AMION, EPIC, ORCA, Wordpress, FilemakerPro, Adobe Connect.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Effective interpersonal skills to interact with diverse groups in a team

Responsibilities

Provide high-level administrative and operational support to the Family Medicine Residency Program Director and Medical Student Education (MSE) Section Director, ensuring efficient leadership operations, effective communication, and alignment with departmental, institutional, and accreditation-related priorities.
Provide support for the Residency Program and Medical Student Education Director’s calendar, coordinate meetings, and prepare correspondence and meeting materials.
Collaborate closely with the Residency Program Director and Program Administrator to ensure compliance with ACGME requirements and support curriculum development, analysis, and evaluation initiatives.
Plan and coordinate UWFMR meetings and events—by handling logistics such as scheduling, agenda preparation, minutes, room reservations and layout, workshop coordination, and audio/visual or virtual platform setup in partnership with the IT Strategist.
Maintain and schedule the Residency Program calendar, including the Northgate Classroom and Conference Room calendars.
Coordinate resident-facing communications, events, and announcements, ensuring timely dissemination of information, include management of the UWFMR email account, including promotional materials, such as digital content and brochures, to support recruitment and community engagement.
Facilitate the Medical Student Education section faculty performance review process, including scheduling, soliciting materials, editing changes to annual letter, etc) Creating a process for gratitude towards volunteer faculty for MSE processes
Coordinate communications for the MSE section including managing related listservs, the Medical Student Education section website and Family Medicine Interest Group newsletter
Represent the Residency Program and Medical Student section to provide administrative updates by attending department and section meetings.
Coordinates and provides administrative support for key residency events, including orientation, graduation, retreats, and other program-wide activities. include event planning, logistics coordination, stakeholder communication, and on-site support to ensure smooth execution.
Provides general administrative support to ensure efficient residency operations, including staffing the Northgate Residency Office
Performing other duties as needed to support the residency program’s educational mission.
Advise medical students on DFM elective options, prerequisites, permissions, and registration processes, supporting informed site selection aligned with educational and career goals
Communicate elective course details, including site leadership, credentialing and onboarding requirements, WWAMI regional considerations, and applicable UWSOM policies (e.g., add/drop, time off, EMR access, badging)
Collaborate with the Assistant Director of Medical Student Education, course leaders, and preceptors to monitor student progress, manage evaluations and grading processes, and resolve scheduling or registration issues using sound judgment and initiative
Serve as a liaison to UWSOM departments including curriculum, registrar, compliance, and student affairs to ensure elective processes remain aligned with current institutional policies and procedures
Build and maintain effective working relationships with faculty, residents, WWAMI educators, School of Medicine administrators, and clinical partners across Seattle and the WWAMI region
Represent Medical Student Education in elective-related meetings and coordinate time-sensitive communications, updates, and training for preceptors and site staff
Support student participation in professional development and engagement opportunities, including conferences, mentorship programs, and partnerships such as “Dinner with a Doc” in collaboration with AAFP
Promote Family Medicine educational activities through the student events webpage, newsletters, and other communication channels highlighting events, programs, scholarships, and resources
Provide timely, accurate, and responsive communication to students, faculty, and staff regarding elective participation and requirements
Maintain and update course catalog descriptions, elective websites, and records supporting faculty reviews and promotions
Ensure all student and program records are managed in compliance with FERPA, HIPAA, and institutional data privacy standards