Job Information
University of Washington PROGRAM OPERATIONS SPECIALIST in Seattle, Washington
Req #: 244812
Department: DEPARTMENT OF MEDICINE: METABOLISM
Posting Date: 03/27/2025
Closing Info: Open Until Filled
Salary: $5,810 - $8,714 per month
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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf)
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.
The Division of Metabolism, Endocrinology and Nutrition has an outstanding opportunity for a Program Operations Specialist to join their team. POSITION PURPOSE This position will manage all aspects of the nationally accredited Fellowship Training Program within the Division of Metabolism, Endocrinology and Nutrition. This position must manage the goals and requirements of diverse constituencies including trainees, faculty, School of Medicine, accreditation, and funding agencies. This position has delegated authority to represent the Division on operational and policy issues related to the program, reporting to the Administrator with a dotted line reporting relationship to the Fellowship Program Director, and is a member of the Division's Training Program Fellowship Committee. Fellowship programs in the Department of Medicine comprise both clinical and research training tracks with successful completion required for physician trainee candidates to qualify for subspecialty board examination and certification. The Program Operations Specialist is central to interweaving day-to-day clinical and administrative requirements to meet overarching programmatic goals.
These duties include ensuring compliance with accrediting bodies, drafting and revising training policies, implementing evaluation processes, assessing outcomes measures, and allocation of training positions. The program is comprised of both clinical and research training. There are twenty-five to thirty Senior Fellows of whom approximately ten participate in the Division’s ACGME (Accreditation Council for Graduate Medical Education) training annually.
Full accreditation of sub-specialty medicine training programs is central to the Division's teaching and research missions and national academic reputation. Accredited fellowship programs, in turn, enhance the training and teaching environment for University of Washington School of Medicine students, residency programs, and UW Medicine affiliate medical centers throughout the WWAMI region while augmenting the institution's overall reputation as a nationally recognized center for teaching excellence.
DUTIES AND RESPONSIBILITIES The central responsibility of the Program Operations Specialist is to ensure continued accreditation of the training program and to support Fellows in the Division. Accredited subspecialty training is required for all physician trainee candidates prior to board examination and certification for independent medical practice in his or her chosen area of expertise. This position interacts extensively with faculty, fellow, staff, and agency representatives in carrying out complex program activities to determine consistency and fulfillment of program goals and objectives. This position serves all Metabolism appointed Fellows, Postdocs, Residents and Students.
Program Compliance 40%
Establish program priorities, providing technical advice and guidance to faculty mentors and fellow trainees in fulfilling programmatic clinical, research, educational, and administrative requirements.
Develop and implement new Fellowship policies and procedures in compliance with University of Washington, and partner medical center requirements.
Ensure Board eligibility of trainees through reporting of training activities to accrediting bodies including procedure participation, research progress, and clinical exposure. This requires a clear understanding the program, attention to detail, and judicious decision making.
Ensure compliance with program standards as determined by the ACGME (Accreditation Council for Graduate Medical Education), ABIM (American Board of Internal Medicine), ECFMG (Educational Commission for Foreign Medical Graduates) and the University of Washington. In conjunction with the Fellowship Program Director, complete documentation for internal program requirements and external accreditation reviews. Prepare faculty and program participants for site reviews, participate in site reviews and provide additional data as requested by reviewers.
Prepare materials for institutional accreditation site visits. Develop and implement procedures to support accreditation materials. Work with various accrediting and support agencies to pursue and/or integrate educational activities. Prepare for and participate in internal and external site visits.
Monitor Fellow compliance with credentialing, licensure, certification and board eligibility requirements (medical license, DEA, immunizations, HIPAA, quality control, bloodborne pathogens).Clinical Operations 20%This position has substantial responsibility for coordination and management of the daily operations of the clinical component of the fellowship training program with the support of the Administrative Coordinator who this position supervises. This position works directly with the Fellowship Program Director to allocate resources and monitor/control program results. Specific duties include, but are not limited to, the following:
Serve as primary support and information contact for the Division’s clinical coverage schedules. On a regular basis, interface with Division faculty and fellows, nursing staff, hospital and administrative staff, and other departmental contacts.
Use e-mail, spreadsheet, and database applications to coordinate, prepare and distribute annual, monthly and weekend/holiday clinical coverage schedules.
Update and maintain clinical coverage records in various internal and cross-departmental database systems, providing monthly progress and activity analysis reports.
Execute the coordination, preparation, update, and distribution of the Division’s annual schedule. Coordinate rotation assignment for approximately 32 attendings, 13 fellows for the following facilities: University of Washington Medical Center, Harborview Medical Center, Seattle Cancer Care Alliance, Seattle VA Medical Center, and various continuity clinics. Disseminate schedules to wide variety of internal resources.
Maintain and change any necessary annual schedule changes with all parties affected by change. Obtain e-mail and/or paper consent and agreement to all changes before making official change. Disseminate to wide variety of internal resources as needed.
Establish and distribute annual attending and coverage schedules for current program participants located at multiple sites of clinical practice. Track vacation and sick leave usage for School of Medicine database in compliance with DHHS regulations and duty hour limitations. Enter fellow training time monthly in GMETaBS system for Medicare reporting.
Administer the MedHub Residency Management System for the program, including maintaining fellow demographics data, schedules, attendance, and rotation goals and objectives; ensure timely completion of evaluations, procedure log data, and duty hour reports.Research Administration 20%
Provide grant management for the division’s NIH Training Grants, including all fiscal responsibilities such as monthly financial tracking and annual close-out. Assist the Fellowship Program Director with noncompeting and competing renewals of the Training Grants. Provide data for and construct tables used to demonstrate successful completion of the goals of the training program. Appoint and terminate individuals via eRA Commons X-Train.Fellowship Recruitment/Appointments 10%
Process fellowship appointments including determination of salary and benefits, funding sources, and visas. Monitor compliance with credentialing, licensure, certification, and board eligibility requirements.
Manage the annual Fellowship Program recruitment process: screen approximately 100 applications annually, serve as non-voting member of the Selection Committee, coordinate members of the committee consisting of Division Head, Fellowship Program Director, Fellowship Training Committee, and six rotating faculty members. Oversee Program and organize interview process for fellow candidates. Help establish program priorities.Personnel Management 10%
Supervise one 100% Administrative Coordinator position.
Hire, supervise, and evaluate staff.
Monitor salary and make adjustments in compliance with union requirements.
Work with Administrator to initiate corrective action if needed. MINIMUM REQUIREMENTS
Bachelor's degree in business administration or related field AND two years related work experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS
This position requires a thorough knowledge of both internal University of Washington and external accrediting agencies’ policies and procedures. The ability to work independently with a high degree of accuracy, reliability and productivity is essential. Demonstrated excellence in verbal and written communication is central to the position. The abilities to anticipate problems, make recommendations and take corrective actions are required. DESIRED QUALIFICATIONS
Prefer familiarity with complex academic program operations with particular emphasis on the interrelationship between clinical, research and educational requirements of a fellowship program. Application Process: The application process 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 access 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.#UWDeptMedicineJobs
University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.