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The purpose of this position is to provide program operations support in several areas of the Education Office in the Department of Anesthesiology & Pain Medicine (APM). First, this position manages the Medical Clerkship program within APM. The medical clerkship program involves 30 clerkship rotations with approximately 160 medical students participating on an annual basis. The Clerkships cover the spectrum of clinical areas in all of APM. Second, the Program Operations Specialist will provide operational support to the Anesthesiology Residency Program. The Anesthesiology Residency Program involves 112 residents in all stages of their training of post-medical degree training.
This position reports to the APM Residency Education Administrator, with a highly matrixed relationships to the faculty Program Director of Education as well as the Clerkship Co-Directors.
The Program Specialist must demonstrate the ability to work well as a team member and display the ability to work within guidelines set by the Supervisor, the Department, the School of Medicine Graduate Medical Education (GME) office and multiple outside organizations. This individual must gain and maintain the trust and confidence of all stakeholders, including the Program Director, faculty, residents, and medical students as well as peers in the Education Division throughout the Department. The successful candidate will demonstrate a sincere and deep interest in graduate medical education, proactive initiative, independent judgement, willingness, and aptitude to take on responsibilities as well as excellent customer service.
Major components of this position:
Management of School of Medicine APM Clerkship Program = 50%
Management of selected areas of APM’s Graduate Medical Education (Residency) Program Operations = 50%
The Department of Anesthesiology is a department spread over multiple sites throughout the Seattle-metropolitan area. It is pivotal to the clinical experience for Medical Students as well as a large Graduate Medical Education program. A significant part of the mission of the UW School of Medicine (SOM) is to train future healthcare workers, with the focus of SoM on training doctors. The Clerkship and Graduate Medical Programs in APM are essential to fulfillment of this mission. The Medical School is highly regarded throughout the nation and internationally as are the Graduate Medical Education programs.
Working with the faculty Co-Directors who direct the APM Medical Clerkship program, this position will be in charge of creating a durable, stable clerkship experience for UW medical students for the 30 clerkship positions with approximately 160 medical students in the clerkship positions on an annual basis.
The APM residency program is performed at four sites: University of Washington Medical Centers -Montlake and –Northwest, Harborview Medical Center (HMC), Seattle Children’s Hospital (SCH), and the Veterans Affairs Puget Sound Healthcare System (VAPSHCS). The department currently has 112 residents spread across four years in APM’s Accredited GME program. Accredited residency programs are governed by a national body: The Accreditation Council on Graduate Medical Education (ACGME).). Training new physicians is a complex and tremendous responsibility. The ACGME acts as the body to equalize and keep excellent all the residency programs in the US. For those in individual medical schools, the guidelines, policies and requirements make individuals in these positions pivotal to the success of residency programs.
Success in this position is demonstrated by the Program Specialist gaining a deep understanding of the educational requirements for the Medical School and the APM residency, growing and maintaining up-to-date knowledge about program requirements and national accreditation standards, anticipating changes to requirements and initiating actions early. Independence of action in the scope of this position is a crucial competency for this position. Likewise, collaboration and teamwork are essential to the success of this position. The Specialist must be able to work collaboratively with the Program Director and Clerkship Co-Directors, residents, medical students, and the APM education team.
The individual in this position must know and implement policies and processes that make and keep the program compliant as well as appealing to medical students and residents. This individual is expected to act independently and has authority to describe the goals and requirements of the program, to interpret and appropriately execute policies and processes. This position is often the first person medical students and residents, potential residents and internal customers meet and with whom they interact. The size and scope of the program ensures its complexity.
Working with the Program Director & Clerkship Co-Directors, this position develops and manages specified education activities within the Department that are critical to successful program accreditation, as well as the satisfaction and success of our trainees, whether students, residents or fellows.
Students at UW School of Medicine are expected to travel the five-state WWAMI region to complete their required clerkship rotations during their Patient Care and Explore & Focus phases of the curriculum. This reflects the unique partnership that was created in 1971 between the University of Washington School of Medicine and neighboring states, including Washington, Wyoming, Alaska, Montana, and Idaho, called the WWAMI Consortium (Wyoming joined the consortium in 1996).
The University of Washington began training residents over 60 years ago. The UW School of Medicine has an outstanding national reputation for teaching, clinical service and research. Likewise, the Department of Anesthesiology & Pain Medicine is ranked among the leading academic departments in the country. The Department of Anesthesiology & Pain Medicine was founded in 1960 by Dr. John Bonica, a world leader in regional anesthesia and pain management.
The Department takes pride in the depth and breadth of the training offered. When a physician completes our program, they are equipped to care for any critically ill patient or clinical situation in the perioperative period. Additionally, our strong Pain Medicine program prepares the Anesthesiologists to deal with pain post-operatively as well as both acute and chronic pain.
The Department of Anesthesiology and Pain Medicine is a diverse group of clinicians, educators, researchers, trainees and staff who unite to advance medicine and healthcare through clinical care and innovation, research and education.
We believe every member of our team enriches our ability to achieve our mission by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions. We are committed to enhancing the diversity of our department and providing a safe and inclusive space for our faculty, staff and trainees. We strive to create an equitable and inclusive environment where all feel valued, heard, and respected. We work together to sustain the excellence that is a hallmark to APM as we seek to recruit and retain a diverse workforce that is a reflection of our commitments to serve the diverse people of Washington and the WWAMI region and to fulfill the School of Medicine’s guiding principles.
POSITION RESPONSIBILITIES Management of School of Medicine APM Clerkship Program (50%) Visiting Student Program:
Develop the department’s Visiting Student elective program, including implementing a system for application review, interview, and selection, ensuring eligibility.
Expand on existing VSAS (Visiting Student Application Service) program to help give opportunities to URiM (Underrepresented in Medicine) students as well as help recruit students for the residency program.
Help develop the clerkship for URiM Visiting Students; find and sort applicants; provide materials to program directors.
Management of Medical Student Rotations:
Develop and establish annual rotation schedules for medical students, ensuring requirements and electives for each student group type are met within the parameters and constraints of the program; Review clerkship schedules, trouble-shoot, adjust and/or raise issues to the program director as necessary;
Organize rotation schedules to ensure an optimal educational experience for medical students;
Work effectively with WWAMI clerkship site leadership and staff and other rotation sites of practice in order to achieve a manageable medical clerkship rotation schedule for the participating faculty and sites;
Understand, interpret and apply all applicable guidelines and rules affecting the clerkship rotations;
Cultivate effective and collaborative relationships with UW SOM staff to ensure productive relationship between the SOM and the Department
Provide excellent customer service to internal and external customers to ensure the education office is thought of positively and viewed as a resource for students and outside entities.
Be the liaison between the medical student program and the department residency program;
New Course Development Assistance:
Work with the Program Director and program faculty in organizing and logistically producing new courses;
Review, proofread (and edit courses for format and other non-scientific aspects); ensuring accuracy and consistency of course materials.
Create simulation sessions and Problem Based Learning Didactics calendar for the year; Coordinate student lecture schedules;
Draft descriptions of new courses and editing current course descriptions for publication on the website and in other materials;
Ensure completion and closure of courses as necessary
Data & Systems Management:
Create and maintain student database to include performance evaluations and grades; ensuring that all data is kept confidential, using the “need to know” principle;
Provide data to program director and SOM program on faculty participation in student education as well as other clerkship program metrics;
In coordination with Program Director and Residency Specialist pursue ongoing system improvements;
Evaluate, recommend and implement new technology as potential solutions to existing problems;
Ensure that student files are well-organized, in the appropriate format and kept confidential
Management of selected areas of APM’s Graduate Medical Education (Residency) Program Operations (50%) Management of Communication, Policies & Procedure updates:
Provide updates to internal and external website and online warehousing systems
Assist with managing and providing information to residents and faculty for online residency education systems and online resources.
In conjunction with the Program Director, manage weekly emails to residents, quarterly emails to faculty, and ad-hoc communications to the department.
Represent the program in communications to faculty, residents, GME, other UW residency programs and external organizations.
Attend UW GME meetings
Provide summary to Program Director and Administrator of new policies and procedures; ensure new policies are communicated to residents (via email, website, or other)
Resident Recruitment and Selection:
Work with the Residency Administrator, to manage the collection and reporting of over 1,000 applications annually for 28 open positions
Prepare applications for Program Director based program criteria measures.
Participate and assist in twelve (12) all-day interviews, activities include: coordinating complex interview schedule, escorting applicants throughout UW facilities, etc.
Prepare presentations and other materials for residency interviews; ensure that the Puget Sound area and Seattle are well-displayed; provide a social environment for residents and applicants to discuss the residency program and resident life in Seattle.
Rank list data entry and communication to program directorship
Work with Residency Specialist to create reports and data for recruitment efforts
Resident Rotations and Schedules:
Work with the Residency Administrator to plan annual rotation schedule development; ensuring all new requirements from ACGME/ SOM fulfillment of residency requisites are planned and implemented for each resident.
Determine available coverage for any unplanned rotation changes and adjust coverage plan as necessary (in Administrator’s absence)
Prepare data for annual schedule;
Ensure all rotations and call schedule is incorporated into MedHub and other systems as necessary.
Management of Visiting and Off-Program Residents’ on-boarding:
Provide liaison support with outside hospitals getting UW residents on-boarded to site specifications.
Provide liaison support with boarder services within UW hospitals ensuring boarders and visiting residents meet requirements for starting rotations:
Produce appointment packet for incoming residents and distribute in a timely manner.
Coordinate with Department HR to attend orientation for review of payroll and benefits
Monitor and track for other requirements to ensure smooth start day; Examples of tasks include, submit and manage requests for pagers, ID badges, Husky Cards, keys, lab coats, etc. for residents
Provide Cross-Coverage for Residency Office:
Assist with Residency Office Events
Assist with running and dissemination of reports
Back-up for Administrative Assistant, within scope of position
REQUIRED QUALIFICATIONS Education: BA in education, healthcare administration, business, public health or related field Type and Years of Experience: 2-3 years of experience in healthcare or other education or other applicable program operations
Must be able to come in early and work late on occasion - as needed for events
Strong customer service orientation and attitude; ability to help customers virtually
Strong ability to prioritize & multitask with attention to details
Ability to work independently as well as within a team
Takes initiative; anticipates and prepares for program needs
Possesses critical thinking skills and is solutions oriented
Excellent verbal and written communication skills
Must gain the confidence of a variety of faculty, trainees, and staff
Skilled user of Microsoft suite of products, especially Outlook, Word and Powerpoint and Excel.
Be or become expert user of Graduate Medical education technical systems
Demonstrated commitment to value diversity and contribute to an inclusive working and learning environment
Experience working in academic medical center
Residency and Medical Student Clerkship program experience highly desirable
Knowledge of ACGME rules and compliance requirements
Experience working in E*Value and/or other database programs particular to School of Medicine
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.