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University of Washington · 16 hours ago

Program Operations Specialist

Greater Seattle Area

Full-time

Hybrid

Entry, Mid Level

$61K/yr - $75K/yr

2+ years exp

The University of Washington is seeking a Program Operations Specialist for their Department of Medicine, Division of Gastroenterology. The role involves overseeing the Advanced Therapeutic Endoscopy Fellowship, managing program operations, and ensuring compliance with training requirements while collaborating with various stakeholders to enhance operational efficiency.

EducationHigher EducationUniversities

Responsibilities

Provide program development and management of the Fellowship program, including the ownership of Medhub and its requirements

Oversee and manage required data collection including collection of written and practical examinations, survey administration, or in-person performance assessment results

Identify contributors to the assessment process and appropriate avenues for reporting

Work with PDs and other involved entities to utilize Medhub systems that ensure fellows are meeting the requirements of the program

Manage and facilitate complex fellowship leaves based on the guidance of the GME office and HR

Manage routine scheduling needs

Ensure clinical rotations and leaves are entered in MedHub and QGenda and paging systems

Manage the Fellows’ Leave of Absence Change Request Form and enforce the Fellows’ Leave Policy

Update QGenda and paging systems when necessary

Develop process to manage and fellowship schedules to ensure clinical commitments to program are met based on guidance from the PD and GME office

Manage onboarding process for incoming fellows; ensure compliance with rotation-specific credentialing requirements at each approved site of training, Medhub access, etc

Maintain fellow records and store in accordance with UW Records Management retention schedules

Provide documents to fellows or outside entities as needed

Facilitate APR, including development of agenda, food and location procurement, meeting support, and disseminating appropriate information

Manage Fellowship financial allotments per division budget; track all expenses to allotments; create allotment reports to assist the PDs and Administrator

In partnership with the division, develop, implement and manage the overall strategy, plan and operations for the regular educational series Frontiers in GI and Hepatology

Provide lead counsel, review and final approval of administrative and operational components for the program, including budget planning, development of proposals, venue procurement, regulatory compliance, and reporting

Act as a representative of the division, attend educational programs and oversee onsite operations (i.e. setup of venue, equipment, display booths, attendee registration) and ensure overall successful flow of the program

Partner with the director, fellows, faculty mentors, staff, and others to ensure positive experience

Manage confidential and critical materials, issues and communications

Manage NW/UW fellowship rotations and orientations; reserve meeting rooms for rotation orientations, schedule orientation presenters, and additional logistics

Schedule needed program leadership and committee meetings

Craft agendas for meetings when necessary

Assist Program Administrator with the following high-level priorities:

Attend educational programs and oversee onsite operations (i.e., setup of venue, equipment, display booths, attendee registration) and ensure overall successful flow of the program

Manage and facilitate complex fellowship leaves based on the guidance of the GME office

Developing fellowship schedules to ensure clinical commitments to program are met based on guidance from the PD and GME office

Managing onboarding process for incoming fellows; ensure compliance with rotation-specific credentialing requirements at each approved site of training, MedHub access, etc

Facilitating the Annual Program Review, including development of agenda, food and location procurement, meeting support, and disseminating appropriate information

Managing Fellowship financial allotments per division budget; track all expenses to allotments