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The Department of Ophthalmology currently has an outstanding opportunity for an EDUCATION SPECIALIST.
The Education Specialist assists the Program Directors for the residency and sub-specialty fellowships to ensure that all accreditation standards are met while establishing educational activities that support each curriculum and helps develop strategies to maintain successful training programs. This includes all day-to-day administrative functions associated with these programs.
This role requires knowledge and expertise of University and federal policies and procedures regarding medical education programs, as well as more specific experience with ophthalmologic residency program and fellowships. Individual must be able to comprehend the requirements for all programs and independently interpret policy requirements for participants while creating and implementing applications within the program to ensure compliance.
Residency program direction will be provided from the Program Directors and other constituents such as the GME Office, department, and faculty. Fellowship program direction will be provided by the Program Directors of each Fellowship and the associated governing body (AUPO, etc.) CME direction will come from the faculty member(s) directing the event and will be processed using guidelines from the University’s Continuing Medication Department.
The duties of the Education Specialist fall into the following categories: Ophthalmology Education Programs (65%), Events (20%) and General (15%).
This position oversees all functions of specific educational programs in the Department of Ophthalmology. This includes participants in the residency program, fellowship programs, and visiting residents (via GME) and observers.
Residency Program: (50% of 65%)
Accreditation:
Ensure that the residency program is meeting specialty-specific and common program requirements, following up on any common and institutional requirements that are unmet
Manage and participate in ACGME Site Visits: working with program directors to prep faculty and residents for site visits, arrange logistics and meeting space, ensure required documentation is available
Maintain accurate schedule of upcoming internal/external accreditation reviews; produce documentation and reports related to the site visit and internal reviews and keep updated and accurate records related to each Site Visit and program; address any areas of concern
Work with GME Office to schedule program Internal Reviews, prepare necessary documentation and participate in review meetings
Submit Annual Program Evaluation/Review including resident progress report, status of publications, case logs, evaluations, faculty and fellow surveys, and annual meeting, etc.
Organize and staff an Annual Program Review involving the program directors, teaching faculty, and residents including preparation of aggregated results of residents’ performance and/or other program evaluation results, and preparation of written action plans if deficiencies found during review
Recruitment:
Partner with the Residency Program Directors to establish recruitment process policies and procedures
Manage and update SF Match (residency application service) program information, monitor submissions for residents
Develop/maintain recruitment brochures and informational website for residents, faculty and prospective housestaff
Regularly communicate with applicants for available residency positions: promote the residency program, offer advice, and respond to related queries
Coordinate application review process; contact applicants for interviews; schedule and manage interview day logistics
Manage post-interview activities including facilitating the “candidate rank” meeting, submit rank list to SF Match
Disseminate match results to all appropriate faculty and staff in the Department of Ophthalmology
Hiring and Onboarding:
Work with the GME Office on H1B visa application process as required, following UW and GME visa policies for sponsorship
Manage appointment processes for incoming residents based on program requirements; ensure resident compliance with UW and GME credentialing requirements
Oversee and assist residents with the credentialing process at the VA and Seattle Children’s Hospital
Ensure licensing and medical training is scheduled to be completed and/or renewed on time i.e. medical license, DEA license, immunizations, HIPAA, etc.
Onboard residents in regard to housekeeping issues: keys, lab coats, badges, pagers, etc.
New Resident Orientation:
Produce and distribute appointment packet for incoming residents; keep updated year to year
Update annual Resident Survival Guide and print incoming residents, ensuring accuracy and timeliness
Manage the program-specific schedule for new resident orientation; including all subspecialty intro courses, guest lecturers, and Epic training
Manage and train residents on resident work hours system and evaluation processes in Medhub
Annual update the Resident Handbook online, and provide access and instructions to all residents
Scheduling:
Manage Medhub Conference Calendar using it as the primary source for resident info, including GR, general
conferences, mandatory and non-mandatory lectures, speakers, coursework, etc., updating info as it becomes available.
Create and maintain on-call schedules for residents including annual resident rotation schedule and clinic schedules
Approve all call schedule revisions and coordinate changes with affiliated sites and personnel
Maintain scheduling data in MedHub, HMC and UWMC systems and distribute schedules to operators, clinics, etc.; update and enters chedules in Medhub and site-specific online systems
Manage off-site rotation schedules (affiliated institutions, away rotations) including senior residents’ rotation at Madigan Army Medical Center
Duty Hours:
Manage MedHub to track resident duty hours including procedures and case logs, documenting conference attendance and monitoring process compliance
Manage and train residents on resident work hours system and evaluation processes in Medhub
Submit resident duty hours monthly to the GME payroll for Medicare billing
Maintain scheduling data in MedHub, HMC and UWMC systems and distribute schedules to operators, clinics, etc.
Evaluation Processes:
Coordinate semi-annual resident reviews in compliance with ACGME regulations
Train and advise all parties involved on ACGME evaluation policies and procedures, including completion of annual program evaluations
Ensure completion of house-staff, faculty, rotation and other (e.g., 360) evaluations and enter in MedHub
Provide process feedback to program directors on faculty and rotation evaluations
Utilize Medhub to develop and administer evaluations that measure faculty performance as it relates to the residency program (resulting in the annual faculty rank list), incorporating confidential feedback from residents which may include rotation content and program evaluation
Meet with Clinical Compensation Committee (CCC) representatives semi-annually to review any necessary action items or requests for information in support of resident evaluation and remediation
Ensure Program Director completes evaluation summaries of graduating house-staff
Schedule evaluation review meetings between Program Director and residents
Create, distribute, and collect patient evaluations of residents; record conference attendance; deliver evaluations
Off-boarding:
Manage exit interview process and record results in Medhub
Manage other exit processes (deactivating accounts, badges and pagers, etc.)
Follow up on verification requests for ‘completion of training’
Confirm and process verification requests for past residents
Assist in the preparation of appropriate letters of recommendation for graduates
Ensure that confidential files and records of current residents are maintained and archived
Fiscal Responsibilities:
Manage resident contract process; annually prepare affiliation agreements and program letters of agreement with participating institutions and training sites (SCH and the VA) regarding site FTE for residents pay per site
Manage and reconcile program budget
Record sites of practice distribution in Medhub
Verify and process funding for resident stipends; oversee changes throughout the rotations
Process vacation/leave request forms for fellows and track resident leave (vacation, sick, educational) and ensure adequate coverage of clinical services
Process Outside Compensation forms; process reimbursements for supplies, travel, etc.
Submit annual on-call parking schedule; regularly submit meal reimbursement requests for on-call housestaff
Process resident educational allowances
Order equipment/supplies for residents/fellows as needed
Faculty Affairs: (2.5% of 65%)
Ensure faculty possess specific credentialing requirements required by the ACGME
Work with the Residency PDs to educate faculty on the core competencies ensuring that faculty incorporate competencies into their teaching
Advise faculty on resident work hours system and the related evaluation processes in Medhub
Act as faculty liaison on various education committees; implement committee decisions
Maintain statistics for the Joint Commission for Accreditation of Healthcare Organizations
Coordinate with Faculty Affairs staff to ensure that updated faculty CVs are available per ACGME regulations
Work with colleagues to obtain information in order to update Medhub as to the amount of eligible credits for each event in order for faculty to pull personal CME reports
Visiting GME Resident Program: (2.5% of 65%)
Serve as main point of contact for Department regarding visiting residents
Manage all aspects of onboarding and credentialing of visiting residents working with Ophthalmology faculty, including program letters of agreement, EHR training, building access, badging and IT access
Work closely with program administrators from visiting resident’s home institution to ensure: immunization compliance, background checks and liability insurance coverage in place
Process visiting student rotation and complete required evaluations
Coordinate onboarding and off-boarding of all visitors and observers
Fellowship Programs: (10% OF 65%)
Program Accreditation:
Work with Fellowship Program Directors to ensure that program applications with the GME, AUPO and ASOPRS are renewed on schedule including program letters of agreement with participating institutions, when required
Process accreditation for all Fellowship Programs (Oculoplastics, Uveitis, Retina, Cornea and Pediatrics) with the associated entities
Work with Fellowship Program Directors to: ensure regulation and compliance program issues are implemented and monitored (evaluations, case logs and exit interviews, etc.); develop policies for all fellowship programs as needed
Survey alumni for feedback on fellowship experiences and current practice locations
Recruitment:
Manage and update SF Match program information, monitor submissions for fellowship applicants
Manage recruitment and communications with applicants for these positions
Develop/manage interview logistics and materials; participate and oversee other participants on interview days
Hiring and Onboarding:
Introduce new fellows to the Program Director in their subspecialty
Develop/maintain online Fellowship Handbook with program requirements for all subspecialties and policies and procedures of UW SoM
Assist with onboarding of new fellows (as well as offboarding)
Events: 20%
Grand Rounds and Didactics: Manage, plan and act as on-site contact for weekly GR including the scheduling of speakers, ordering of catering and set up conference room, AV and any required documentation for weekly grand rounds and didactic conferences
Resident and Fellowship candidate interviews: Schedule and plan all aspects of the annual three-day resident interview process as well as the sub-specialty fellowship interviews. This includes schedule faculty, room reservations, AV needs, catering, participant gifts, etc.
Resident Alumni Day: Manage annual educational event: order catering, reserve site/space, handle logistics; act as liaison with the faculty Alumni Committee for event’s program and other activities including the facilitation of CME materials including attendance sheets and evaluations
Graduation Banquet: Organize annual event including location reservation, parking, menu; Create and/or purchase resident gifts, plaques, awards and framed signed certificates in recognition fellows and residents completed their programs. Create an agenda and distribute to the Chair and other participants in the program.
Summer Welcome Event/Picnic: Co-coordinate event which includes a welcome to new residents and fellows
Educational Events: Manage, plan and coordinate events, which may include: monthly lecture series, conferences, journal clubs, quarterly wet lab sessions, i.e. communicate with pharmaceutical company sales representatives, reserve the appropriate space in the WISH lab; and BCSC sessions
Annual Alumni Reception: Manage planning and act as on-site contact for annual Alumni Reception during the AAO meeting
Manage and staff various meetings: i.e. residency management meeting, faculty curriculum committee meetings, departmental meetings, meetings with Program Directors and with residents/fellows
Coordinate special projects as needed for the Education Department such as Resident Research Day, etc.
General: 15%
Work with the other Education Specialist to maintain Education webpages and ensure all UW websites are up-to-date with department info
Regularly coordinate information and activities with other services, sites, and departments
Maintain educational program library for residents (journals, books, articles)
Attend GME job-related training and program related in-service sessions
Participate in department administrative team by providing support as needed for general administrative activities as needed, i.e. backup for admin tasks such as laundry, mail distribution, etc.
Engage and/or lead in employee team activities when possible
Hire, train, supervise student/temporary staff as needed
Act as back-up for fellow Education Specialist during leaves of absence
Other duties as needed
Minimum Requirements:
Bachelor’s degree in related field and/or 2-3 years in administrative/operations position with increasing complexity
Excellent organizational skills are a must
Candidate must have the ability to multitask and prioritize while working independently to meet deadlines
Willingness and aptitude to gain expertise and understanding of University and Departmental processes and procedures
Computer skills: proficiency in Microsoft Office applications; experience or willingness to learn GME’s MedHub system
Excellent written and verbal communication skills
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
Ability to work with diverse group of people with tact, diplomacy, discretion and sensitivity
Ability to maintain collaborative relationships relating to students, a wide range of health care professionals and community members
Desired:
Three to five 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
Familiarity with ACGME, AAMC and other accrediting and regulatory bodies
Valid WA State Driver’s License
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.
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