Program Operations Specialist

University of Washington•Seattle, WA

2d•$61,368 - $75,000•Hybrid

About The Position

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.

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.
Ability to handle complex schedules
Experience with Data Management
Experience working in program coordination

Nice To Haves

Project Management Experience
Fellowship coordination experience
Budgeting experience

Responsibilities

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
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.
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
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
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