PROGRAM OPERATIONS SPECIALIST
University of Washington
Seattle, WA
Full-time
Management
Posted on June 8, 2019
Req #: | 166374 |
Department: | SCHOOL OF MEDICINE |
Job Location: | Seattle Campus |
Posting Date: | 05/14/2019 |
Closing Info: | Open Until Filled |
Salary: | Salary is commensurate with qualifications and experience. |
Shift: | First Shift |
Notes: |
As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, click here. |
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 five consecutive years.
The School of Medicine’s Academic Affairs department has an outstanding opportunity for a Program Operations Specialist.
The Program Operations Specialist for Academic Affairs plays a key role in overseeing, planning, and evaluating student and faculty programs and initiatives that encompasses a wide range of activities and interactions with faculty, students, staff, WWAMI and collaborative partners. This position will be a representative for the Academic, Rural and Regional Affairs (ARRA), School of Medicine (SOM), managing the administrative and day-to-day operational activities to ensure operational efficiency. The Program Operations Specialist reports directly to the Administrative Director and takes direction from the Vice Dean for Academic, Rural and Regional Affairs and Director of Regional Affairs. The Program Operations Specialist works closely with the Academic, Rural and Regional Affairs associate and assistant deans, directors, managers, and staff, and School of Medicine faculty, staff, and students, within the five-state WWAMI region regarding academic and regional affairs-wide related programs and serves as a resource for questions from individuals within the university and the community. The Program Operations Specialist is expected to independently interpret and implement state and federal administrative policies and procedures. This position will exercise independent judgment, solve problems, supervise, and develop innovative approaches to the management of a wide variety of academic and regional affairs initiatives.
RESPONSIBILITIES
Programs Management and Operations
Manage unit’s programs, initiatives, and operations to ensure the day-to-day and cyclic requirements are met. Plan, resource, and monitor various Academic Affairs programmatic activities.
Academic course scheduling to include the management of UCONJ 531 Mind Body Skills Medicine elective course registration and assign add codes to students. Serve as Course Coordinator and primary point of contact for prospective and current students on logistical questions and issues. Collaborate with SoM Curriculum office to obtain course sections into the UW time schedule and reserve suitable classrooms. Oversee management of course budget.
Administration of the Sylvia Philips Initiative and the Continuous Performance Improvement Initiative, ensuring success of the two programs and to our students. Assist faculty directors in strategic planning and participate in planning meetings to organize scheduled events. Speak with vendors to order and organize materials for workshops. Communicate schedules and reminders to faculty and address student requests and problem solve as needed. Organize and lead faculty and students in supporting related events to include: student registration and stipends, faculty involvement, technology setup, budget reconciliation, and etc.
Supervise student stipends for specific Academic Affairs Programs, such as, the Medical Student Research Training Programs (MSRTP); administer SoM medical student association leadership program.
Assist Vice Dean and program directors, faculty leaders, or support staff in mission-critical requirements, including school’s LCME academic program accreditation reporting and preparation for site visit, quarterly state of affairs, internal and external school reviews, as well as other difficult or non-routine assignments. Manage data collection, maintenance, and preparation of School of Medicine academic program accreditation materials.
Create, organize, and update on an annual and as needed basis, high-level calendars of the SoM student events and activities for all of Academic, Rural, and Regional Affairs.
Provide academic program assessment in support of student’s academic goals. Counsel and advise medical students of SoM policies and procedures, exercising discretion and maintaining confidentiality of Academic and Regional Affairs programs, medical, financial, student, and other sensitive information.
Plan and ensure the completion of logistics for recurring meetings (e.g. medical student association) of the department and its sub-units, including securing meeting rooms, scheduling guests, retaining catering, arranging audiovisual/teleconference equipment, circulating committee materials, confirming attendees, and other tasks as required. Provide assistance in support of department activities as assigned.
Staff various executive level meetings (Faculty Council on Academic Affairs, Deans, State of Affairs, and etc.) retreats, regional events, committee meetings, or other communicating, decision-making, or planning sessions, to include IT equipment setup, preparation of handouts, agenda preparation, minute taking and preparation, tracking and monitoring committee projects, materials distribution, scheduling participants, room reservations, conference calling, catering, and etc.
Manage confidential calendar for Assistant Dean of Curriculum for Clinical Sciences and Assistant Dean of Curriculum for Basic Sciences, scheduling appointments with deans, faculty, staff and students. Oversee, schedule, and process complex travel arrangements and reimbursements for the both Assistant Deans, and other directors and faculty within Academic Affairs.
Supervise and monitor both the Assistant Deans’ and director’s projects including production, inventory, and distribution of various committee documents, reports, spreadsheets, MS Visio organizational models, and PowerPoint charts. Compose and create confidential letters and memoranda and proofread outgoing correspondences.
ARRA Project Management
Provide project management for the School of Medicine, Academic, Rural and Regional Affairs Committees and Meetings, to include: Academic, Rural and Regional State of Affairs, Academic, Regional and CEDI ARC, Academic Affairs Deans Meeting, Faculty Council on Academic Affairs, Anti-Racism Action Committee, Regional Affairs Administrators Meeting, Regional Assistant Clinical Deans Meetings, and Student Learning Environment Committee.
Participate in committee agenda setting by contributing to committee members planning calls, track action items, track issues across committees, and add agenda items to committees. Take committee minutes, record votes and motions and actions for the School of Medicine ARRA Committees. Advise committee chairs and committee members on rule of order.
Identify and implement programmatic areas of improvement within specific academic affairs programs. Evaluate program efficiency and effectiveness, and recommends areas for greater program efficiencies.
Independently interpret, implement and communicate major University of Washington, School of Medicine, and Academic Affairs office regulations, requirements, policies, and procedures, and communicate to deans, faculty, and students and provide advice to leadership and staff.
Collaborate with Regional Affairs in processing high volume of faculty and teaching faculty appointment-related transactions including new-hires and paid and courtesy appointments for Academic, Rural and Regional Affairs, ensuring the guidelines are up-to-date, compliant and address the expectations related to appointments’ processes within the departments.
Work closely with multiple university and regional offices to ensure the accurate and timely reporting and processing of faculty appointments, by researching and resolving faculty appointment issues.
Administration Support and Facilities/Building Maintenance Management
Manage Academic Affairs Administration office facilities, including assessing, researching, and recommending space, equipment, furniture and computer requirements to Vice Dean and Directors. Serves as a point of contact for Academic Affairs dealing with UW Facilities, Health Sciences Administration, the Dean’s Office, and for faculty, staff, and students.
Build and maintain relationships with the facilities staff to ensure timely correction of deficiencies/repairs to facilities, and to ensure compliance with remodeling and facility guidelines for preservation of resources.
Ensure that all new employees receive an orientation on health and personal safety, as it relates to the work place; emergency evacuation plans and routes; and resources or contacts to refer to for further information or reporting.
Oversees evacuation wardens assigned to Academic Affairs. Conducts annual evacuation drill to test readiness. Develop and update written material for the Emergency Preparedness and Health and Safety manuals.
Ensure compliance with fire and safety codes, which includes working closely with Environmental Health and Safety, Facilities Services, and Janitorial Services. Manage the department’s surplusing and returning of furniture and equipment, as necessary.
Assist in the management of the financial resources of the administration unit to include budgets and funds from federal, state, private, University, and foundations sources to ensure ethical practices and fiscal integrity. Initiate, approve, allocate, monitor, and reconcile budgets for spending, purchase order requests, expense reports, procard purchases, purchase order requests, supply order requests, and other purchasing and reimbursement requests.
Oversee, schedule, and process complex travel arrangements and reimbursements for the Vice Dean, directors, managers, and other faculty within Academic, Rural and Regional Affairs.
Supervise and monitor all Vice Dean office and academic and regional projects, including production, inventory, and distribution of various committee documents, reports, spreadsheets, organizational models, and PowerPoint charts. Compose and create confidential letters and memoranda and proofread outgoing correspondences.
Provide backup support for the Curriculum team with exam proctoring.
Perform other work related duties as assigned.
REQUIREMENTS
DESIRED QUALIFICATIONS
CONDITIONS OF EMPLOYMENT
The position often requires the employee to work beyond a normal work week (e.g. more than 40 hours a week) and intermittently requires evening and weekend time to meet project deadlines and attend meetings.
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.
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.