Program Operations Specialist (NE S 7)

University of Washington•Seattle, WA

2d•Hybrid

About The Position

The Department of Surgery has an outstanding opportunity for a Program Operations Specialist to join their team. This position is responsible for providing administrative, programmatic, and operational support for Emergency General Surgery and Breast Surgery within the Division of General Surgery. It supports complex clinical, academic, and fellowship programs across multiple sites, ensuring effective coordination of faculty activities, strategic initiatives, operational priorities, compliance requirements, and financial processes. The role plays a critical part in supporting patient care, education, research, and program growth initiatives. This position is based in the Health Sciences Building and operates in a hybrid work environment with three or more remote workdays per week, depending on business needs. Flexible work hours may be required, including occasional early morning or evening meetings.

Requirements

BA in business, health sciences, biology, psychology, English or other relevant area
2 years’ experience in health care programs
Excellent interpersonal skills – ability to establish good working relationships with a variety of people.
Works successfully within a variety of systems and sites.
Excellent communication skills in various formats.
Expert user of Microsoft Office products; including Excel.
Must understand basic financial/accounting concepts.
Develop and implement project management tools and strategies.

Nice To Haves

3+ years supporting a surgical, clinical, educational, or academic program.
Experience working in an academic medical center.
Experience supporting fellowship, residency, or other educational/training programs.
Experience coordinating complex projects and multiple stakeholder groups.
Experience developing, managing, and monitoring program budgets, including tracking expenditures, forecasting expenses, and managing faculty or trainee educational allotments.

Responsibilities

Strategic and programmatic operational responsibilities for the sub-programs of Breast Surgery and Emergency General Surgery (65%). This includes understanding clinical program operations in an academic setting, routinely assessing and accomplishing program priorities, collaborating with section chiefs and administrative partners, implementing operational goals, ensuring smooth operational functioning and optimization of faculty in clinical, research, and education areas, understanding strategic imperatives and operational realities at each location, building relationships at each site, problem-solving issues for faculty and program administration, coordinating faculty onboarding and offboarding, managing programmatic communications, and collaborating with marketing to generate marketing materials.
Program Administrative Support of Surgical Oncology Breast Fellowship (15%). This includes coordinating fellowship recruitment, selection, onboarding, and offboarding activities, serving as the primary administrative resource for fellows, partnering with program directors and institutional stakeholders to support fellow appointments and progression, and administering fellowship operations by maintaining records, monitoring program requirements, and ensuring compliance.
Operational oversight of policies, protocols and compliance for assigned programs (10%). This involves understanding and interpreting applicable policies, rules, and guidelines, and knowing when to escalate issues.
Financial operational duties (10%). This includes responsibility for expenditure and close monitoring of funds, providing regular reviews to faculty and administrators, recommending and implementing actions to ensure funds are not over or inappropriately spent, ensuring timely reimbursements, implementing departmental policies related to operating funds, and managing funds for large-scale meetings, retreats, or workshops.