Program Operations Specialist (NE S 7)

University of Washington Medical Center•Seattle, WA

22d•$61,368 - $92,064•Onsite

About The Position

The Department of Ophthalmology has an outstanding opportunity for a Program Operations Specialist (NE S 7) to join their team. Reporting to Myduyen Ngo, the Program Operations Specialist is responsible for supporting the effective delivery of the training program. Working collaboratively with colleagues and Program Directors, this role is responsible for assisting with planning, scheduling, and program implementation, as well as providing curriculum support. The position also helps manage day-to-day operations to ensure the program runs smoothly and delivers a high-quality training experience. This department manages all medical student programs, medical fellowship program accreditation and the residency program. Responsibilities include managing the clerkship and fellowship programs, supporting the Education Manager with some aspect of the residency program, and other associated educational events.

Requirements

Bachelor’s degree in related field and/or 2-3 years in administrative/operations position
Demonstrated critical thinking skills, ability to problem-solve and exercise good judgment
Ability to work independently as well as in a collaborative team environment with colleagues
Computer program skills: proficiency in Microsoft Office applications; experience/willingness to learn and EValue tracking system, VSAS and Medhub
Excellent organizational skills; ability to multitask and prioritize while working independently to meet deadlines
High degree of reliability, accuracy and productivity with attention to detail
Ability to maintain collaborative relationships relating to students, a wide range of healthcare professionals and community members
Must have valid WA State Driver’s License

Nice To Haves

Three years in administrative/operations position of increasing complexity
Previous experience working in the UW and/or School of Medicine or in an academic or health care setting and/or Experience with educational programs and/or UW clerkship system
Familiarity with UW accreditation and other regulatory bodies
Familiarity with UW and/or UW Medicine systems

Responsibilities

Serve as the primary liaison for all medical students rotating through the department
Coordinate and support both clinical training rotations and research rotations for medical students
Facilitate communication between medical students, faculty, and program leadership
Report to the Administrator of Education
Maintain a matrixed reporting relationship with the Medical Student Program Directors, including the Clinical Education Director and the Research Education Director
Coordinate the observer ship/shadow between the faculty and students accordance to the HMC/UWMC policy
Independently manage day-to-day operations of the clerkship; including regulatory and programmatic aspects of the Clerkship to assure compliance
Act as liaison with the department and the SoM; participate in local clerkship activities; liaise with WWAMI sites
Manage, schedule and process visiting medical students across WWAMI sites
Ensure faculty and medical students have the appropriate information to effectively participate in the clerkship program
Provide department Statistician data for medical student teaching hours
Coordinate bi-weekly medical student education orientation, including coordinating case studies and presentations; check out textbooks for review; answer all questions and review schedules
Coordinate all medical student rotations: working regularly with the Registrar’s Office; using Epic and the Ophthalmology surgery schedules
Manage medical student rotations with the VA, SCH, Kaiser Permanente, UWMC, and HMC
Liaise with colleagues to coordinate medical student didactics in alignment with resident didactics
Administer student and course evaluation processes and extract data from course evaluations for dissemination
Act as liaison between visiting students and their home institutions throughout the process, and complete customized forms to submit grades to individual institutions
Administer grades in order to conclude the clerkship process; maintain information for disseminating evaluations for medical students, faculty and residents in EValue (and in VSAS)
Process applications, appointments and/or visas for visiting medical students, including onboarding
Coordinate observation privileges for medical students visiting the clinic and OR
Act as main point of contact for visiting students e.g. MSRTP participants and/or volunteers
Assist Program Director with matching medical students with research mentors
Track data: medical students engaged in research; medical student research publications; presentations at national meetings and other data for the preparation of annual report on medical student research
Work with the registrar's office to help with registering undergraduate and graduate level research credits
Manage up to 10 fellows matriculating in one and two-year sub-specialty fellowships
Maintain program renewals with AUPO FCC (and GME), including program letters of agreement with participating institutions, when required
Process accreditation with non-GME associated entities (AUPO and ASOPRS)
Work with Program Directors to ensure programs are compliant and monitored(evaluations, case logs and exit interviews, etc.)
Survey alumni for feedback on fellowship experience
Partner with the PDs for annual candidate recruitment; maintain info on the department's website; manage SF Match (application service) information; monitor submissions and respond to related queries
Coordinate application review process; schedule and manage interview day logistics
Manage interviews including scheduling, room reservations, AV, catering, etc.; organize all onsite activities
Manage post-interview activities; submit rank lists; disseminate match results in the department
Work with HR to on-board medical fellows ensuring that all appointment paperwork is complete, accurate and submitted within the appropriate timeline to begin practicing as a provider on the targeted start date; provide status changes to OMSA and UW Medicine IT at all relevant sites of practice
Ensure compliance training is completed; immunizations, HIPAA, and all other required training
Establish a UW Medicine IT account for new fellows, collaborate with Eye Institute for clinical access (confidential patient records)
Schedule and coordinate new fellow orientations including Medical Staff Orientation (MSO) and EHR trainings (EPIC/ORCA); track progressive orientation requirements
Conduct internal orientation; including IT set up, ID Badges, Pagers, On-call parking request, etc.
Rotation Administration: Under the direction and guidance of the Education Manager, support the coordination and facilitation of various residency rotations within the department; this includes executing tasks for visiting Madigan resident rotations, Internal Medicine PGY-1 Ophthalmology residents, and other incoming University of Washington residency program rotations.
PGY-1 Resident Coordination: Assist the Education Manager with the operational management of PGY-1 Ophthalmology residents by completing tasks according to the manager's final decisions and instructions; key duties include implementing schedules during their 5-block departmental rotations, supporting weekly didactic sessions, and helping coordinate the PGY-2 transition orientation during their final PGY-1 rotation block.
Resident Alumni Day: Manage annual research event: reserve site/space, order catering; handle all logistics; act as liaison with the PDs for event’s program and other activities including the facilitation of CME materials
WISH Lab: Coordinate access and scheduling for EyeSi machine for medical students
Attend job-related training and program related in-service sessions
Coordinate/assist with special events as needed
Ensure fellowship website info is up to date
Participate in department administrative team by providing support as needed for general administrative activities as needed
Act as back-up for colleagues during leaves of absence
Manage the white coats: drop off soiled coats and pick up new coats
Restock snacks for the fellows rooms
Other duties as necessary