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 five consecutive years.The School of Medicine has an outstanding opportunity for a Housestaff Affairs Specialist (Program Operations Specialist).The Graduate Medical Education Office in the University of Washington School of Medicine oversees and provides support to 111 medical residency and fellowship training programs accredited by the Accreditation Council for Graduate Medical Education (ACGME), four dental residencies accredited by the Commission on Dental Accreditation (CODA), and over 100 additional non-ACGME training programs. The Housestaff Affairs Specialist, under direction of the Director of Housestaff Affairs, is responsible for managing the onboarding process for 300+ visiting residents and fellows annually, coordinating outside work requests, and organizing several housestaff benefit programs.RESPONSIBILITIESHousestaff AffairsManage requests by residents and fellows for outside work activities, including internal and external moonlighting, clinical activity within the scope of the training program, and additional non-clinical work. Ensure individual trainee compliance with outside work requirements and restrictions, generate approval letters, and track approved activities. Collaborate with UW programs, Sites of Practice (SOP) Office, and UW Risk Services to ensure correct procedures are followed for liability insurance and SOP approvals.Approve extra compensation submissions in Workday for approved outside work activities.Manage requests by residents/fellows for medical volunteerism activities. Ensure individual trainee compliance with volunteerism requirements and collaborate with UW programs and SOP Office to obtain necessary approvals. Generate volunteerism activity approval letters.Provide planning and logistics support for new resident and fellow orientation to the Director of Housestaff Affairs.Compile annual compensation report for GME orientation, EHR training, and eLearning modulesAdvise trainees on the Housestaff Emergency Loan program; approve and process loan applications.Manage annual graduation certificate process for all trainees graduating from GME programs.Respond to School of Medicine resident and fellow record requests.Manage administrative processing of CBA related work as a result of UWHA negotiations.Visiting Resident/Fellow AppointmentsManage the application, appointment, and credentialing process for approximately 300 visiting residents/fellows annually. Ensure compliance with all aspects of the policy, including determining approval of visiting rotations, identifying and facilitating process improvements with key stakeholders where applicable, and proposing changes to the Visiting Resident/Fellow Policy as required.Serve as primary point of contact for UW programs, prospective visiting trainees, and outside training institutions on all aspects of the Visiting Resident/Fellow Policy, application process, and appointment requirements.Work with Accreditation Specialist to ensure all PLAs are fully executed prior to visiting resident start dateConduct ad hoc meetings with UW program administrators and key contacts from local training institutions on the visiting process to discuss requirements and identify areas for improvement.Monitor and audit timely completion of appointment requirements in the Residency Management System, and follow-up with applicable parties as required.Audit and update visiting resident initial residency period (IRP) and training history information in MedHub required for annual cost reports submitted to Medicare.Other Administrative ResponsibilitiesPerform other duties as required by the GME Office and/or Director.REQUIREMENTSBachelor's Degree and at least three years of experience in administrative support, overseeing and executing general office operations. High proficiency in MS Word, Excel, Access, and PowerPoint. Ability to exercise initiative, work independently, prioritize administrative tasks, and work as a team member.Strong organizational skills and the ability to appropriately prioritize multiple tasks while simultaneously facing frequent interruptions.Strong problem solver and excellent oral and written communication skills.Strong data management skills.DESIREDPrevious experience in graduate medical education.Experience in human resources and/or appointment and credentialing of staff.CONDITIONS OF EMPLOYMENTThe 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.