Program Operations Specialist (NE S 7)

University of Washington•Seattle, WA

3d•Hybrid

About The Position

The Department of Radiology has an outstanding opportunity for a Program Operations Specialist to join their team. Reporting to Marcus Maurer, Assistant Director of Education, the Program Operations Specialist is responsible for managing the day-to-day administration of the Nuclear Medicine Residency, PET/CT Fellowship, and Theranostics training programs in Radiology. The Program Operations Specialist works with the Program Directors (PD), other Radiology training programs, Graduate Medical Education (GME) Office, participating sites, and other departments. This position must be knowledgeable about patient care and operational activities at the various training sites in which applicable trainees rotate. This position is located in the Health Sciences Building at Montlake and operates on a Monday through Friday schedule, with 2-3 Saturday mornings per year in lieu of time during the week, at 1.0 FTE. This position is eligible for hybrid telework.

Requirements

Bachelor's degree in related field
Two to Three years of experience in administration or office management
Interest in medical education and the desire to work in a health care setting
Able to adapt quickly to changes in work requirements and assignments
Comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, residents, fellows and other administrative personnel
Professional appearance, communication style, and presentation
Excellent communication skills and ability to work with diverse communities
Time management, multi-tasking, detail-oriented and organizational skills and a positive attitude to thrive and succeed in a fast-paced environment
Exhibit problem-solving and decision-making skills, willing to be proactive and take initiative
Proficient knowledge of Microsoft Office Products (Word, PowerPoint, Excel, Forms, Visio, Outlook, Teams)
Ability to track inputs from multiple stakeholders and reliably track all deadlines

Nice To Haves

At least 1 year of experience in a healthcare or academic setting
Previous experience working with the Graduate Medical Education office and at the University of Washington
Familiarity with ACGME, AAMC, ABNM, and other accrediting and regulatory bodies that affect resident and fellow education and training
Knowledge of and experience with University of Washington systems and policies

Responsibilities

Manages educational and administrative activities that support the program aims and curriculums and adhere to American Board of Medical Specialties (ABMS), Accreditation Council for Graduate Medical Education (ACGME), and GME requirements.
Ensures that institutional, departmental, and program policies and procedures are created and enforced.
Provides input to the Vice Chair of Education, Program Director, and Director of Education regarding planning, developing, and implementing quality improvement projects for the program.
Oversees trainee schedules, including annual rotation schedule and call schedules; maintains current schedules in MedHub and Qgenda, updating as appropriate.
Communicates trainee schedules to the hospitals and paging operators as needed.
Approves revisions to schedules, and coordinates changes with affiliated sites and personnel throughout the year.
Works with Vice Chair of Education, Program Director, and Director of Education to ensure each rotation has an onboarding procedure, goals and objectives, curriculum, and assessment.
Ensures number of trainees scheduled at primary teaching sites matches funding allocations.
Ensures that all Program Letters of Agreement (PLAs) are active, approved, and on file.
Administers GME Finance billing for applicable trainees.
Maintains trainee schedule in Qgenda for Nuclear Medicine residents, PET/CT fellows, rotating cardiology fellows, and observers.
Arranges for trainee parking needs/payment for regular and call rotations.
Administers the evaluation process for the programs in MedHub and ensures timely completion by evaluators.
Ensures timely feedback to applicable faculty regarding lecture and faculty evaluation distribution.
Regularly manages dissemination of information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, and conferences.
Ensures adherence with all applicable ACGME and GME policies regarding visiting trainees.
Manages and executes the Clinical Competency Committee (CCC) and semi-annual trainee meetings.
Provides administrative support for ACGME and GME Annual Program Update.
In collaboration with the Vice Chair of Education, Program Director, and Director of Education, establishes procedures for candidate recruitment.
Oversees application review process.
Maintains trainee online lecture calendar in MedHub – including collecting and uploading lecture schedule, providing lecture reminders, rescheduling cancelled lectures, and maintaining database of lecture statistics and topics.
Records and files lectures as appropriate, maintains SharePoint site.
Maintains Nuclear Medicine Teaching case files for residents, fellows, students, and observers in relevant programs.
Oversees program Continuing Medical Education (CME) annual application submission, courses, certifications and final paperwork submission.
Works with the Diagnostic and Interventional Radiology residency programs to ensure ACGME requirements regarding Nuclear Medicine requirements are met.
Works with Cardiology fellowship program to ensure CBNC requirements are met.
Collects CPT codes and/or procedure data from sites for trainees.
Manages content for program web pages.
Develops and maintains program Standard Operating Procedures (SOPs) and policies for program specific tasks and guidance such as Trainee Leave Handbook, Trainee Reimbursement Procedure, Call Handbook, Grading Policies, etc.
Provides administrative support for applicable program exams and in-services.
Finds meeting space for program needs/events including lectures, interview season rooms, board review sessions, exams, courses, CCC Meetings, PEC Meetings, special sessions.
Other duties as assigned.
Oversees and tracks appointment process for incoming trainees in coordination with appointment and credentialing process requirements provided by the GME Office.
Ensures compliance with UW and UW GME credentialing requirements, including medical licenses, DEA licenses, immunizations, ACLS, HIPAA training, Learning Gateway modules, and other training as required.
Oversees arrangement for pagers, ID badges, Husky Cards, keys, lab coats, etc. for trainees.
Fields questions from applicants regarding visas and consults with the GME Office on all visa matters.
Advises and acts as expert to trainees on policies and procedures, including the Residency Fellowship Position Appointment (RFPA) and Collective Bargaining Agreement (CBA) which outline the terms of resident/fellow appointments, consulting with the GME Office as needed.
Approves trainee leave requests; maintains leave records.
Tracks trainee attendance.
Processes Outside Work paperwork (commonly known as moonlighting) for PD approval.
Maintains trainee rotation summaries.
Ensures timely completion of summative evaluations by the PD for graduating trainees.
Processes graduation certificates, in consultation with the GME Office.
Oversees preparation of appropriate letters of recommendation for fellowship and job.
Completes or prepares verification requests.
Manages trainee exit process (deactivating accounts, collecting badges and pages, etc.).
Oversees maintenance of fellow database and hard copy files of current and alumni house staff.
Other duties as assigned.
Remains up-to-date on understanding of applicable ABMS and GME requirements and procedures.
Ensures that the training program(s) and individual trainees are current and in compliance both in practice and on record.
Remains up-to-date on understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements and develops program policies to comply with accreditation requirements.
Maintains all essential documents and database entries required for program accreditation.
Coordinates ACGME site visits, including preparation of the site visit documentation - ensures required documents are available to site visitor as requested and serves as key participant in the site visit.
In coordination with Vice Chair of Education, Program Director, and Director of Education, acts on citations received during the site visit and recommendations made during the internal review in a timely manner.
Interprets and adheres to UW and departmental policies as applicable; this includes developing program policies and procedures based on external requirements.
Ensures that training program has program-specific policies such as Effects of Leave, Work Hours, Supervision, Handoff, Eligibility and Selection Criteria.
Oversees completion of surveys and ensures information is up-to-date in various GME systems (e.g., ABR, FREIDA, ACGME ADS, professional organizations, GMETrack).
Acts as liaison between the PDs and a full range of internal and external offices and individuals.
Provides innovative, visionary and collaborative initiative.
Continues to grow own skill set necessary in position.
Contributes to a team atmosphere in working with all internal/external customers.