Program Operations Specialist (NE S 6)

University of Washington Medical Center•Seattle, WA

3d•$54,204 - $81,312•Onsite

About The Position

The Program Operations Specialist provides high-level, confidential administrative leadership and program management for the Emergency Radiology Section and the Peer Learning Program in the Department of Radiology. Reporting to the Manager of Program Operation, the position serves as the primary point of contact and resource for both programs and supports their administration, development, compliance, communications, operational management, clinical scheduling, and special projects. The role manages Emergency Radiology operations in partnership with the section chief, including budgets and resource allocation, recruitment coordination, onboarding, policy development, program evaluation, performance metrics, licensing and credentialing tracking, and documentation. It also manages Peer Learning operations in partnership with program leadership, including committee activities, sensitive quality-improvement data, and continuing medical education accreditation. The position leads operational improvement projects, coordinates the Float Competency Program, and manages attending and on-call clinical schedules using QGenda. It works closely with faculty, staff, trainees, clinical teams, education programs, and internal and external stakeholders. The successful candidate is expected to be approachable, trustworthy, organized, detail-oriented, discreet with confidential information, composed under pressure, and effective in both independent and collaborative work. This is a regular, 1.0 FTE position located at Harborview Medical Center. The normal schedule is Monday through Friday, typically 8 a.m. to 5 p.m., though hours may vary with workload and flexibility is necessary. Some travel between sites by UW Health Services or other shuttles is required. Occasional telework may be possible in the future depending on departmental needs.

Requirements

Bachelor’s degree in business administration, healthcare administration, or a related field; equivalent education and/or experience may substitute where permitted.
At least 1 year of administration or office-management experience in an academic and/or health setting, or directly related experience; equivalent education and/or experience may substitute where permitted.
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, follow-through, and ability to meet tight deadlines while managing changing priorities and high request volumes.
Ability to handle confidential information with integrity and discretion and to interact professionally with senior professionals.
Ability to make independent decisions, triage appointments, and maintain composure while meeting project deadlines.
Ability to build effective working relationships and work effectively in a team environment.
Flexibility in schedule and work intensity; the workload may vary and the schedule is not always fixed.
Ability to travel between sites using UW Health Services or other shuttles.
Ability to speak and hear; frequently sit, use hands to write, finger, handle or feel, and reach with hands and arms; occasionally lift and/or carry up to 25 pounds.

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.
Sophisticated project-management experience.

Responsibilities

Manage Emergency Radiology day-to-day operations in partnership with the section chief.
Manage section budgets and resources, including planning, development, forecasting, allocation, presentations, and stakeholder communications.
Assist with faculty recruitment by monitoring candidates, arranging visits and interviews, and coordinating with search committees and Radiology Human Resources.
Plan and facilitate section meetings, special events, and faculty visits for Grand Rounds, research, and consulting.
Track clinical volumes and evaluate growth areas to inform future staffing needs.
Develop and manage program onboarding, including preparation, training coordination, compliance tracking, equipment assistance, and section onboarding.
Develop and implement section policies and procedures in accordance with Department guidelines.
Plan and execute program initiatives.
Monitor faculty dashboard metrics and key performance indicators, and report outliers to the section chief and stakeholders.
Review and update clinical FTEs when notified by the Associate Director of Operations.
Develop and monitor faculty licensing and credentialing tracking in collaboration with Human Resources.
Create and maintain a centralized repository for SOPs, program policies, and other documentation.
Manage Peer Learning day-to-day operations in partnership with program committee leadership and section champions.
Coordinate Peer Learning committee meetings, conferences, and related activities.
Manage sensitive quality-improvement data and patient information using REDCap.
Manage CME accreditation, 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 news articles with the Communications Specialist, and maintain accurate information on MS Teams and department websites.
Foster relationships with clinical teams and collaborate with the Education Team, including residency and fellowship programs.
Cross-cover other Program Managers as needed and provide primary support to the Emergency Radiology Section Chief.
Contribute to a collaborative and inclusive working environment.
Manage projects for the Emergency Radiology Section and Peer Learning Program, identifying improvements and proposing operational changes with the section chief.
Develop project timelines and stakeholder communications; assess project risks, propose mitigation plans and solutions, and present proposals to leadership.
Develop and administer standard procedures for tracking, routing, and executing tasks; track initiative timelines and design electronic project-management tools and processes.
Coordinate Float Competency Program activities, meetings, conferences, and communications with internal and external stakeholders.
Manage attending and on-call schedules for clinical faculty using QGenda and collaborate with the Education Team on trainee schedules.
Review faculty leave requests and swaps with the section chief, approve requests, and enforce department leave and scheduling guidelines.
Ensure call schedules are timely and accurate in UWMC and HMC on-call systems; track vacation and CME time.
Maintain accurate clinical FTEs in QGenda and ensure faculty meet minimum clinical-day expectations.
Perform other duties and projects as required or assigned, and contribute suggestions for improving work processes.