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PROGRAM OPERATIONS SPECIALIST (50%)

University of Washington
Seattle, WA Full-time
Posted on July 27, 2019
Req #: 170247
Department: FAMILY MEDICINE - SPORTS MEDICINE SECTION
Job Location: Seattle Campus
Posting Date: 07/25/2019 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with education and experience 
Limited Recruitment: Other
Shift: First Shift 
Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.  

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for four consecutive years.

The Department of Family Medicine has an outstanding opportunity for a part time 50% Program Operations Specialist to support its expanding efforts in the Sports Medicine Section of our department. This Program Operations Specialist (POS) position serves as the Manager of the Sports Medicine Section in the Department of Family Medicine with responsibility for administration of the Sports Medicine clinical, educational, and research programs.  This position reports primarily to the Department of Family Medicine Director of Finance and Administration, but also reports to the Sports Medicine Section Head and Fellowship Program Director for daily operations related to the section and fellowship.  This position is the critical nexus for tracking and maintaining the current programs in the section.  This position works closely with the eight faculty in the Sports Medicine Section, two fellows, research scientists and other staff hired to support the PIs of multiple grants within the section, dozens of medical student and physician assistant trainees, student athletes and the public to execute the Sports Medicine clinical, educational and research training missions. This position will also closely work with the UW Family Medicine Residency Staff to coordinate resident rotations and schedule adjustments.  The position is a part-time 0.50 FTE position and works out of the UWMC Sports Medicine Stadium Clinic.

Clinical Program Administration:
  • Working with Department Director, pulls monthly clinical production metrics and develops and distributes monthly clinical productivity tracking tools
  • Tracks monthly section productivity trends and clinical budgeted wRVUS and follows up with Section Head and Department Director to troubleshoot issues
  • Meets frequently with UWMC Stadium Clinic Manager to improve clinic operations and resolve faculty/staff issues
  • Develops pro forma financial models for expansion of Sports Medicine clinical operations and services
  • Works closely with faculty, fellows, trainees and clinic leadership to coordinate, schedule and problem solve clinical schedules
  • Manages clinical schedules for faculty with multiple, competing responsibilities
  • Manage and oversee section administrative and learner calendars

    Financial and Grant Management:
  • Oversees Sports Medicine Section department budgets in excess of $1.5 which includes budgets and funds from federal, state, practice plan, private, and foundation sources.  Manages three department budgets and six grant budgets including all spending requests, forecasting, reconciliation and reporting.
  • Establishes, maintains, and monitors all fiscal activity on assigned Sports Medicine budgets. Responsible for developing budgets, purchasing, tracking payroll, travel reimbursements, CME requests, forecasting, reporting, and other fiscal activities for the section.
  • Provides clear and accurate spreadsheet reporting for the Director of the Sports Medicine Section, grant PIs, and department leadership as needed.
  • Forecasts and tracks reimbursement on special projects to develop maximum profitability strategies using department financial database
  • Assists Section PIs with all aspects of grant management
  • Oversees several gift budgets and works with faculty to steward funds
  • Develops and implements quality improvement projects as defined by Section Head
  • Works collaboratively/manages research assistants and research scientist in the section
  • Interprets policies and regulations to ensure compliance with University, School and Department requirements as well as guidelines from the federal government, state and other research project sponsors.

    Fellowship Program Development and Improvement:
  • Develops and oversee the implementation of program policies and procedures in compliance with the national Accreditation Council of Graduate Medical Education and UW GME guidelines.
  • Organizes and oversees monthly orientation of fellows for various outpatient rotations, ensuring quality patient care systems are in place. Develop new and innovative resources to support efficient orientation, evaluation and schedule management of fellows.
  • Coordinates fellow evaluations in collaboration with the fellowship program director, while maintaining the UW MedHub portal as a means of delivering and updating evaluations of the fellow and the program
  • Coordinate section and fellowship administrative and academic meetings
  • Maintains calendars related to faculty activities, resident and fellow rotations, and visiting resident rotations
  • Ensures board eligibility of fellows through reporting of training activities to accrediting bodies including procedure participation, research progress, and clinical exposure. This requires a clear understanding of the resident requirements.
  • Works with the Program Director, UW GME office, and ACGME to meet the new ACGME Next Accreditation System (NAS) program and evaluation requirements.
  • Assists in coordinating upcoming fellowship expansion, interfacing with Seattle Childrens’ hospital program administrator to coordinate program development and deployment of new educational programs across health systems

    Fellow and Trainee Education Program Management:
    This position has substantial responsibility for managing the daily operations of the clinical component of the fellowship, physician assistant, and medical student training programs, working directly with the Program Director to allocate resources and monitor/control program results. Specific duties include, but are not limited to, the following:

  • Serves as primary contact for scheduling coordinators at the UW Neighborhood Clinic-Northgate for clinical coverage schedules. On a regular basis, interfaces with faculty, residents, scheduling coordinators, nursing staff, hospital and administrative staff, and other site contacts to resolve problems and improve systems.
  • Oversee ERAS/NRMP application cycle, coordinating fellowship reviews and interview offers
  • Oversees the preparation, updating, and distribution of the Sports Medicine Fellow, clerkship and sub-internship annual schedules. Manages rotation assignment for fellows rotations at the University of Washington Medical Center, Seattle Children's Hospital, Harborview Medical Center, Seattle VA Medical Center, Northwest Hospital, Kaiser Permanent sites and other healthcare institutions in the greater Seattle area and surrounding community clinics.
  • Serves as division contact for the On/Call, AMION, & MedHub Systems, as applicable.
  • Manages the creation and input of all new evaluations for various rotations into MedHub.
  • Manages on-boarding process of visiting residents rotating from other programs.
  • Manages work assignment and location data in the Graduate Management Education Tracking and Billing system (GMETaBS) created for program management and audit purposes. Data is used to track fellows compensation finances and determine program compliance with nationally mandated policies and federal funding of academic medical center training programs.
  • Balances fellows leave time requests such as vacation, sick, CME and practice search days.  Approve requests based on the compatibility of rotation schedules, in coordination with the fellowship director.  Communicates fellows absences to clinics and services when fellows are away and resolve scheduling conflicts arising from faculty leave/vacation/travel. Reports absences on MedHub and GMETaBS.
  • Manages fellows progression for completion of program requirements.
  • Collects and collates data related to quarterly, semi-annual, and annual reviews of the fellow (CCC documents)
  • Collects and collates data related to the annual program review (PEC document)
  • Completes quarterly fellow chart audits to insure clinic quality
  • Tracks demographic data for applicant pool as a means of insuring program diversity
  • Conducts orientation sessions and prepare related materials for new fellows including computer training sessions to MedHub, Amion and the program's online curriculum site.
  • Maintain archival materials and tracking system for program participants. Accurate, long-term, and accessible archival materials are needed to provide confirmation of accreditation for all subsequent licensure and privileging of program graduates. Archival materials are also used to demonstrate compliance with funding agency requirements and obtain renewal funding.

    Communication/Supervision:
  • Oversees and leads communication with faculty, community stakeholders and other clinical departments.
  • Develops content, design, and maintains the Palliative Care Service website.
  • In consultation with the Program Director, the Program Operations Specialist will participate in staff management such as hiring and training administrative staff, approval of time records, requests for time off, and evaluate job performance as applicable.
  • Attends regular meetings and retreats to represent the Sports Medicine Section to include Dean's Office GME and medical student meetings, department faculty and staff retreats, and monthly department manager's meetings.
  • Develops content for website, newsletter, and social media to market Sports Medicine to a vast target audience.

    Minimum Requirements:
  • Bachelor’s degree in Business Administration, Healthcare Administration, Education, or related field and four to five years experience.
  • Professional level program administration.
  • Demonstrated ability to utilize specialized program knowledge to establish and maintain policies and procedures for such areas as clinical administration, academic program administration, budget and finance, and curriculum.
  • Experience with financial reporting, purchasing, and budget development using spreadsheets and databases.
  • Proven strong leadership skills with ability to organize tasks and projects independently, effectively and efficiently.
  • Demonstrated interpersonal communication skills and ability to work with diverse population and groups with tact, diplomacy, discretion and sensitivity.
  • Excellent written, verbal and interpersonal communication skills.  Ability to work both independently and collaboratively.
  • Excellent computer and database skills, critical thinking skills, problem solving skills, and ability to be a team player.
  • Knowledge and experience with designing the collection and analysis of quantitative and qualitative data to include experience with process and outcome evaluations.
  • Experience developing and administering grants.

    Desired:
  • Experience with MedHub functionalities for scheduling, reporting, evaluations, conferences and maintaining fellow and faculty demographic information.
  • Experience and knowledge of administrative requirements of fellowship program operations based on guidelines of the ACGME and UW GME.
  • Significant program management experience in residency, fellowship, and/or medical education developing and administering medical education programs.
  • Experience working in an academic setting with residents, fellows, medical students, physician faculty, and educators.

    Application Process:
    The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process.  These assessments may include Work Authorization, Cover Letter and/or others.  Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page.  If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
  • Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

    The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

    The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.