Research - Laboratory/Non-Laboratory, Staff/Administrative
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The Division of Neuroanesthesiology and Perioperative Neurosciences is a highly specialized anesthesia program within the Department of Anesthesiology & Pain Medicine. The Division Chief provides oversight and direction for this specialized anesthesia service. The divisional activities (clinical, training and research) are primarily carried out at the Harborview Medical Center (HMC) and University of Washington Medical Center (UWMC) although the faculty consults and collaborates at other UW facilities including Seattle Children’s and VA Medical Center. The division also collaborates clinically and academically with other divisions and departments as well as with academic and research entities within the University and other national/international organizations. The division runs a non-ACGME fellowship program in addition to training residents and receives visiting scholars and observers from outside institutions. The research activity of the division is robust and is under the direction of the Division Chief.
Major responsibilities for this position include: Neuroanesthesia program operations (including fiscal management): 50% Program support for Neuroanesthesia Research, Education and Quality Improvement Activities: 30% Neuroanesthesia Division Chief and other Faculty support: 20%
The complicated and multi-faceted nature of this sub-specialty requires deep understanding of the program, its priorities, and business practices. This position requires the ability to move effectively between the various systems and stakeholders with confidence and appropriate authority. This individual will routinely and independently assess, initiate and complete programmatic priorities that benefit the clinical, educational and research missions of the division and ensure its success.
The Division of Neuroanesthesiology and Perioperative Neurosciences is a new division in the Department of Anesthesiology and Pain Medicine and is rapidly growing. The program is multi-disciplinary and has high visibility within UW Medicine. The Program Specialist will be a critical part of the growth, by working directly with the Division Chief, faculty, HMC Division Manager, and Assistant Director as the specialty service develops. The Neuroanesthesia Program Specialist will provide program support to all areas of the Program. This position reports to This position reports to the Assistant Director of Clinical Finance & Operations, with a matrixed reporting relationship to the Chief of Neuroanesthesiology. The ideal candidate will be someone who quickly gains understanding of all parts of the mission and goals of the Neuroanesthesia program and can work as a partner with the faculty leaders to plan divisional priorities. They must be able to initiate and see to fulfillment the processes to implement these priorities. They must be able to work independently and problem solve through the myriad of priorities. Because of rapid program expansion, the Program Specialist must be able to build, grow and maintain a highly complex unit.
POSITION RESPONSIBILITIES Management of Neuroanesthesia Operations = 50% FTE Oversight and Management of Clinical Scheduling
Working directly with Chief, Divisional Managers, and Assistant Director, maintain the overall clinical schedule for the Neuro Anesthesiologists.
Coordinate and build the Neuroanesthesia schedule into SpinFusion to align as appropriate with UWMC and HMC OR tracking systems in SpinFusion.
Recommend, and may customize SpinFusion report structure and design for month to date, year to date, annual and prior year reporting of faculty scheduling activity, call activity, clinical credit activity and other reports as determined.
Analyze and produce related data and reports for Chief and Division Manager.
Provide expertise and recommendations on staffing ratios, resident/fellow availability, incentives and other modeling based on analyses of SpinFusion data and other information.
Communicate regularly with Chief, physicians, and Division Manager to ensure faculty will meet or exceed their bi-annual clinical commitments; submit reports for semi-annual period of record in a timely fashion.
Resolves or escalates issues of non-compliance in a timely fashion to leadership for further action.
Financial Operations Management
Under the general direction of the HMC Division Manager and the Division Chief, the program specialist will provide reporting, analysis and tools for the division to ensure clinical quality and divisional finance are appropriately managed.
Works with HMC Division Manager and Division Chief to draft division annual operational budget; will review and monitor divisional budgets, recommending and initiating changes to maintain budget viability.
Working with the HMC Division Manager, Division Chief, and other Department Division Managers, the program specialist will ensure accurate and timely tracking mechanisms for notifications of the income distribution plan and clinical commitment structures.
Working directly with the HMC Division Manager and Division Chief provide financial management of the divisional finances, revenue analysis and fiscal stewardship recommendations.
Recommend process and general operational improvements regarding finances for efficiency to the HMC Division Manager, Assistant Director, and Division Chief.
Program Support of Neuroanesthesia Research, Education & Quality Improvement = 30% Program Support of Neuroanesthesia Research:
Be or become knowledgeable of the Neuroanesthesiology and Perioperative Neurosciences research program and how it relates to the entire research portfolio of the department.
In collaboration with the Division Chief, ensure all aspects of the divisional research program are managed, including budgets, facilities, research fellow appointments and other operational research support.
Assist with grant application and IRB assistance.
Act as primary liaison for coordination of activities with other department personnel such as T32s, Bonica Scholars program, faculty seed funding, etc.
Be or become knowledgeable of residency and fellowship requirements in specialty area and how it relates to the entire educational picture.
In collaboration with Division Chief, develop and produce fellowship and resident training and educational materials pertinent to Neuroanesthesia.
Program Support of Education:
Act as primary liaison for fellows and residents during their rotations through Neuroanesthesia.
Work in close collaboration with Department’s Education Offices to ensure all aspects of residency/fellowship rotations are managed, including evaluations, preparation of reports to centralized GME/Education Office.
Assist with developing and maintaining Neuroanesthesia Education Dashboard involving process and outcome metrics.
Coordinate selection process (advertising, interviewing, evaluation, appointment and credentialing paperwork).
Orientation, onboarding, clinical and academic schedule.
Evaluation, record keeping, certification and recommendation letters.
Assist in journal clubs, clinical meetings and didactics (videoconferencing, teleconferencing etc.).
Residents and Interns:
Assist with orientation, provide books and reading material as directed by rotation supervisor.
Coordinate web-based pre and post-tests, oral exam, and simulation
Assist with evaluation and record keeping.
Help create and publish educational content on intranet.
Assist with Observers and Visiting Scholars (variable)
Manage approval paperwork;
Manage logs, record keeping and certifications
Quality Improvement & Metrics Operations:
Build, analyze and make recommendations on provider and hospital dashboards to track utilization, hours and productivity; assess and analyze opportunities for improvement.
Recommend process and general operational improvements for efficiency to the HMC Division Manager and Division Chief.
Working directly with the Division Chief provide direct support and management of the Quality Metrics project for the Neuroanesthesiology and Perioperative Neurosciences
Neuroanesthesia Division Chief and other Faculty Support 20% FTE
Provide administrative oversight on special projects as delegated by the HMC Division Manager and Division Chief
Provide day to day operational support for Division Chief
JOB QUALIFICATIONS Education: BA in business, finance, health care administration, or other related Type and Years of Experience: 2-3 years’ of experience in program operations of a moderately complex nature
OTHER REQUIRED QUALIFICATIONS
Excellent customer service
Good analytic skills
Proficient in use of Excel and other Microsoft suite of Office products;
Aptitude for learning software programs
Excellent verbal and written communication skills
Can think strategically and operationalize strategy
Can initiate activities and work independently
Works well in a team
High level of accuracy in work products
Work in academic medical center
Experience in Finance and/or Clinical Revenue Cycle; anesthesiology experience a plus
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