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 currently has an outstanding opportunity for a PROGRAM OPERATIONS SPECIALIST.The Department of Family Medicine Residency Program is a three year ACGME program with 24 residents and 28 faculty. The Residency Program Operations Specialist (POS) reports to the Program Administrator and works closely with the faculty Program Director and Program Administrator to provide project management, critical communication and recommendations to ensure that Family Medicine Residency initiatives and strategic goals are met and are aligned with partner institutions' across the Washington, Wyoming, Alaska, Montana and Idaho (WWAMI ) region where residents are deployed. A key focus is to support the resident program WWAMI clinical site relationships including recruiting physicians and aligning physician and resident schedules for clinical experiences. The position also provides day-to-day administrative support to Family Medicine Residency Program Director and program in general.This position must have excellent written and verbal communications skills. He or she will be expected to deal frequently with a variety of people via email and over the phone. This position entails frequent and substantive interactions both within and outside the University community and involves sensitive and confidential matters using good judgment and discretion. The POS is responsible for facilitating, managing, and coordinating a range of projects and programmatic processes in support of the Residency Program and Program Director. The POS will work closely with the Residency Program Administrator provide administrative support for Residency Program events, communications, residents schedules, resident credentialing, and other projects. A can-do, positive attitude is critical.This position will exercise independent judgment and decision-making skills to find solutions to complex administrative problems while working within the goals and needs of the Residency Program and the Residency Program rotation sites that are within the WWAMI region and across the United States. The POS will take initiative and maintain ownership of responsibilities, using prioritization and critical thinking skills in ambiguous and unstructured situations. Under the supervision of the Program Administrator, the POS will proactively work to establish administrative procedures and guidelines to streamline various Residency business operations systems, providing structure to the Program administrative core in the areas of project administration, operational functions, complex rotation schedules, complex resident credentialing, and meeting facilitation. This person will work closely with the Program Director and in this role will have frequent contact with Faculty, Residents, Staff, Core Directors, and Rotation Sites, often involving complex issues and confidential communication. This position requires the ability to facilitate collaboration in both face-to-face and virtual venues. S/he will work in a combination of functional areas such as administrative support, event coordination and execution, public relations, and records management and/or report preparation. Additional responsibilities include fiscal responsibilities such as budget management and reconciliations, administrative tasks, and special projects.Program/Project Support: (80%)Create and manage complex resident rotation schedules working with program faculty and WWAMI site partners.Responsible to assure that residents are appropriately credentialed to work with clinical rotation sites and agencies.Enter and audit resident rotation assignments, "call" and individual schedules adhering to Graduate Medical Education (GME) policies. Work closely with Residency Program Administrator to audit the GME funding sources to ensure adherence to institutional or funding agency policies.Work closely with the Program Administrator to manage annual single source allocation process .Track and reconcile program hospital funding agreements against single source service agreementReview and approve payroll distributions for residents/fellows against allocated fundingEnsure program rotations are accurately recorded, and funded by appropriate entitiesResearch and problem solve billing discrepancies. Liaise between GME Finance and division and program administrators to ensure compliance with UW School of Medicine Single Source Billing Rules and Generally Accepted Funding Principles. Strategize best practices with respect to tracking residents funded by the school/hospitals. Develop reporting processes for school and university program requests.Serve as resource to Residency Program on resident/fellow leave requests; on behalf of programs, work with GME Finance office to secure hospital funding for program extensions.Coordinate academic year transition involving termination, continuation and appointment of residents with particular attention to monitoring salary sources and rates for job-class and salary level/level of training appropriateness.Establish and maintain numerous collaborative relationships with faculty and staff in the execution of Residency projects.Independently develop presentation materials for residency curriculum and resident clinical rotation schedule management, including researching and summarizing materials by using presentation software to create effective documents and presentations. Modify workflow processes to achieve efficiency. Independently apply new approaches in executing projects and fulfilling business objectives.Provide logistical support for event coordination in a complex environment involving numerous contributors in conjunction with the Department of Family Medicine.Prepare GME Finance reports for roughly 80 rotation sites, which requires word processing, making tables and figures, applying formatting that is driven by specific guidelines and compiling and organizing materials in a timely fashion.Participate in and support evaluation efforts and continuous performance improvement throughout the Residency Program; participate in analysis and evaluation of projects and project management. Other duties as assigned.Administrative Support: (20%)Provide operational and executive administrative support to the Residency Program and Program Director.Act as initial point of contact for the Residency Program Director.Assist with correspondence and provide critical communication in accordance with the Program Director's responsibility to assure that the Residency Program initiatives and goals are met.Coordinate office meetings and events; develop meeting agendas and manage the dissemination of materials.Attend various standing and periodic Residency meetings to gather information and data, and disseminate information. Manage assignments arising from discussions.Create and distribute meeting minutes for Residency Program meetings.Compose acknowledgements, memoranda, and/or confidential and sensitive materials.Maintain the calendar of the Program Director.Maintain the Residency Program conference room and classroom schedules including managing and operating audiovisual equipment.Provide general assistance with meetings, events, and other general tasks.Field public queries to the Residency Program from the main phone line and email.Minimum Requirements:Bachelor's Degree in business, social services or related field.Experience required:Two to Three years experience with administrative duties in an office environmentExcellent computer skills, including a high skill level in Microsoft Office (especially Word, Excel, Outlook and PowerPoint), and web searches, graphics and presentation software, databases and data retrieval, three years of fiscal record management and reconciliation, project management and calendaring in a Windows environment. Must be highly organized, able to work under pressure in a high volume environment, efficiently managing multiple projects. Demonstrated ability to meet aggressive deadlines and produce high quality work with minimal supervision or direction. Proven ability to understand the strategic priorities of the Residency Program and to make independent decisions that have a significant impact on the operational effectiveness of the administrative group and the Residency's programs and services. Demonstrated team orientation and team communication skills; ability to capture strategic discussions clearly, concisely and coherently. Demonstrated project management skills. Flexibility and resourcefulness. Demonstrated ability to interpret and communicate effectively complex policies and procedures. Ability to work independently with a high degree of reliability, accuracy, and productivity with attention to detail. Strong written and oral communication skills, dedication to courteous customer service (this includes a demonstrated ability to interact positively and professionally in a team-oriented environment with academic and medical faculty, staff, and students, and with individuals from diverse backgrounds across the United States). Must conduct affairs with tact and diplomacy while maintaining confidentiality. Demonstrated ability to manage and operate conference and classroom schedules, audiovisual equipment, and teleconferencing and videoconferencing technologies. This position requires working some evenings and weekends.Desired:Two - three years of experience in a medical residency program support position, or equivalent education and experience. Experience with UW systems including MedHub, Amion, EPIC, GME Finance, database management. Basic understanding of ACGMEand ABFM requirements for residency training programs.Experience working in an academic setting with physician faculty. 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.