Program Operations Specialist

University of Washington•Seattle, WA

About The Position

OVERVIEW: The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. The Department of Obstetrics and Gynecology is involved with teaching, patient care, and research in the areas of normal and abnormal human reproduction: growth and development of the fetus, normal and complicated obstetrics, and surgical and medical diseases of the female reproductive system, including reproductive endocrinology and infertility, oncology, urogynecology, global women's health, genetics, infectious disease, psychosocial problems, preventive health care, and ethics. The department also provides primary and preventive health care for women. The Department has an outstanding opportunity for a Program Operations Specialist to join our team. This position works closely with the Associate Director of Education, but is responsible for the many aspects of the obstetrics and gynecology residency program. This position is responsible for the day-to-day operations of the ACGME (Accreditation Council for Graduate Medical Education) accredited OBGYN residency program and manages weekly departmental educational activities. This role reports to the Residency Program Director, as well as to the Vice Chair Finance and Administration of the Department and the Associate Director of Education. This position may supervise the work of an undergraduate student assistant.

Requirements

Bachelor’s degree with 2-3 years of experience in administration and/or graduate medical education in an academic healthcare setting.
This recruitment requires a cover letter. Your application will not be considered unless you attach a cover letter

Nice To Haves

High level of tact, discretion, and diplomacy; ability to handle confidential and personnel information.
Demonstrated ability to prioritize multiple projects and tasks.
Superior time-management and organizational skills, ability to efficiently multitask and prioritize competing priorities, and meet important deadlines.
Excellent written, verbal, and interpersonal communication skills, including the ability to communicate with individuals from diverse backgrounds and prepare communications for a variety of audiences.
Experience using Microsoft Office (including PowerPoint, Word, Excel, Access), Microsoft Visio, Zoom, and other remote meeting/facilitation tools

Responsibilities

Administration for Obstetrics and Gynecology Residency Program Administer the MedHub Residency Management System for the program, including maintaining resident demographics data; resident schedules, importing program and rotation goals and objectives; conferences attendance tracking; and ensuring timely completion of duty hour reports. Ensure resident reporting compliance in the MedHub system. Ensure residents submit case/procedure log data in ACGME ADS. Produce monthly reports to track resident compliance with minimum procedure requirements, on-the-fly reporting for faculty/resident/fellow review, special reports for the Program Directors and Annual Program Review meetings. In consultation with the Program Director and Administrative Chief Residents, develop and maintain resident schedules, including annual rotation schedules, call schedules, and clinic schedules; maintain current schedules into MedHub, and update as appropriate. Communicate schedules to the hospitals, clinics, paging operators as needed. Process vacation/leave request forms for residents. Advising residents on courses of action based on program, institutional policies & procedures, and the collective bargaining agreement. Approve revisions to schedules, and coordinate changes with affiliated sites and personnel throughout year, ensuring that coverage is provided when needed. Regularly coordinate information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling. Manage off-site rotation schedules and credentialing requirements (affiliated institutions, away rotations). Administer the evaluation process for the program in MedHub, and ensure timely completion by evaluators. Coordinate resident semi-annual reviews. Maintain educational files for all current residents and graduates in accordance with ACGME requirements, UW GME Policies, and UW Records Management retention schedules. Manage administrative and planning logistics for retreats, meetings, and conferences, including weekly lecture series, conferences, grand rounds, journal clubs, M&M, retreats, In-service exams, etc. Provide administrative support for residents including processing reimbursement requests for travel, assisting in state medical license renewals, monthly administrative reminders, etc. Oversee supply purchases for the program, including general office supplies and educational materials. Order equipment/supplies for residents as needed. Attend GME Program Events throughout the year to ensure compliance with policies and identify areas for growth.
Departmental Educational Activities Maintain education outlook calendars and create a weekly departmental wide schedule. Coordinate weekly Grand Rounds and Morbidity & Mortality conferences, including managing attendance, supporting hybrid meeting options, confirming room and catering orders, etc. Generate monthly surgical case reports with quality improvement metrics for GYN and OB services
Supervision of Student Assistant Supervises weekly residency-related tasks of an undergraduate student assistant