Research - Laboratory/Non-Laboratory, Staff/Administrative
The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
At the University of Washington, diversity is integral to excellence. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.
The School of Medicine has an outstanding opportunity open for a Temporary Program Operations Specialist.
The Program Operations Specialist will provide administrative management support for the University of Washington School of Medicine’s Medical Student Compliance and Credentialing, Visiting Medical Student Program, and International Medical Student Program, in a very busy front desk and suite housing the SOM’s of Academic Affairs, Student Affairs, Curriculum, Admissions, Registrar, Educational Quality Improvement, and Regional Affairs. This position serves as the liaison and resource for the School’s 1,100 medical student and faculty distributed across the five state WWAMI (Washington, Wyoming, Alaska, and Montana and Idaho) region, including six Foundation campuses and over 200 clinical training sites.
Under minimal direction of the Compliance Director, the Program Operations Specialist will manage the ongoing implementation of strategies, policies, procedures, and initiatives to maintain and enhance UW Medicine’s medical student compliance and visiting student (VSAS) programs, and regional and clinical activities. The specialist will provide analysis of program plans, make recommendations, and work with Director in implementing and enforcing compliance policies and procedural changes. Major duties and responsibilities to include:
•Manage and track a comprehensive compliance program pertaining to over 1,100+ confidential medical student and compliance requirements. Develop and maintain various compliance guidelines, forms, templates, and other tools in the establishment and ongoing management of continual process improvement.
•Update and implement policies and procedures for improving operational efficiencies for the medical compliance, visiting medical students, and international medical student programs.
•Analyze summary program reports and findings of students who are out of compliance and work with students to determine course of action to resolve compliance issues. Anticipate and track program reports and presentation deadlines assuring compliance with accreditation and state-specific contracts.
•Interpret and independently understand policies and procedures to support and manage student data in the E*Value Administrative System database, ensuing compliance with required protocols, regulations, and laws.
•Collaborate with the Compliance Director to determine appropriate action for new credentialing requests and completes routine credentialing requests from students.
•Manage the process of drug testing results from the laboratory database website for upcoming student rotations.
•Maintain internal system for receiving, logging, checking, and following up on all required application supplemental materials, including application fee payments related to over 900 visiting student applications through the AAMC’s vising student application service database.
•Serve as gatekeeper for the University of Washington for Host Institution Visiting Student Application (VSAS) for U.S. Visiting Students, verifying completeness and quality of application material. Problem solve with students and the clinical department to resolve barriers in promoting visiting students to eligible status.
•Verify and validate VSAS Home School compliance for UW students completing away rotations at other US medical schools. Evaluate the VSAS Home School website for compliance requirements that need to be verified by the School including criminal background checks, N95 mask fit testing, BLS training, HIPAA training, OSHA/universal precautions training, and drug testing.
•Schedule visiting medical students and international medical students to ensure that tuition are paid and that they are compliant with SOM malpractice insurance requirements prior to starting their rotations.
•Compile facts and assist in the preparation of written communication material for the Vice Dean of ARRA to approve faculty sponsors for international students, including letters to international medical student applicants and issue B1 visa letters.
•Demonstrate highest levels of customer service to ensure the smooth running of the day-to-day front office reception operations and cyclic requirements are met. Maintain a welcoming and professional demeanor. Monitor shared email accounts, and answer and direct phone calls, email inquiries, and walk-ins to the appropriate staff members. Update Academic Affairs staff listings and outlook group distribution lists. Manage calendar scheduling of seven conference rooms and coordinate express mail pick-up and deliveries. Open and close A-300 suite, including maintaining the cleanliness of the reception and front lobby areas.
•Bachelor’s degree in Education, Social Sciences or related field or equivalent experience. •At least two years of experience with progressively increasing responsibility as an administrative assistant or program manager. •Working knowledge of and skill with Microsoft Office, including Word, Excel, and Powerpoint. •Excellent oral and written communication and organizational skills. •Ability to take initiative and work independently with a high degree of reliability, accuracy and productivity. •Demonstrated experience working in large, highly structured environments.
•Higher degree desirable. •Background in an educational setting, preferably in higher education.
Other Conditions of Employment
Dress attire is business casual. Standard working hours are 8AM – 5PM, Monday through Friday. Due to the business needs of the front desk operations, deviations from the above hours are non-flexible. 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 and give presentations at events and/or meetings.
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.