Program Operations Specialist (NE S 7)

Job Description

The Department of Radiology has an outstanding opportunity for a Program Operations Specialist to join their team.

 

About this Opportunity

Reporting to Marcus Maurer, Assistant Director of Education, the Program Operations Specialist is responsible for managing the day-to-day administration of the Nuclear Medicine Residency, PET/CT Fellowship, and Theranostics training programs in Radiology.  The Program Operations Specialist works with the Program Directors (PD), other Radiology training programs, Graduate Medical Education (GME) Office, participating sites, and other departments.  This position must be knowledgeable about patient care and operational activities at the various training sites in which applicable trainees rotate.

 

This position is located in the Health Sciences Building at Montlake and operates on a Monday through Friday schedule, with 2-3 Saturday mornings per year in lieu of time during the week, at 1.0 FTE. This position is eligible for hybrid telework.

 

Key Responsibilities

The Program Operations Specialist manages educational and administrative activities that support the program aims and curriculums and adhere to American Board of Medical Specialties (ABMS), Accreditation Council for Graduate Medical Education (ACGME), and GME requirements. This position must also ensure that institutional, departmental, and program policies and procedures are created and enforced.  Lastly, this position will provide input to the Vice Chair of Education, Program Director, and Director of Education regarding planning, developing, and implementing quality improvement projects for the program.

 

Program Responsibilities (50%)

• Oversee trainee schedules, including annual rotation schedule and call schedules; maintain current schedules in MedHub and Qgenda, updating as appropriate
• Communicate trainee schedules to the hospitals and paging operators as needed
• Approve revisions to schedules, and coordinate changes with affiliated sites and personnel throughout year
• Work with Vice Chair of Education, Program Director, and Director of Education to ensure each rotation has an onboarding procedure, goals and objectives, curriculum, and assessment
• Ensure number of trainees scheduled at primary teaching sites matches funding allocations
• Ensure that all Program Letters of Agreement (PLAs) are active, approved, and on file
• Administer GME Finance billing for applicable trainees
• Maintain trainee schedule in Qgenda for Nuclear Medicine residents, PET/CT fellows, rotating cardiology fellows, and observers.
• Arrange for trainee parking needs/payment for regular and call rotations
• Administer the evaluation process for the programs in MedHub and ensure timely completion by evaluators
• Ensure timely feedback to applicable faculty regarding lecture and faculty evaluation distribution
• Regularly manage dissemination of information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, and conferences.  This includes ensuring adherence with all applicable ACGME and GME policies regarding visiting trainees.
• Manage and execute the Clinical Competency Committee (CCC) and semi-annual trainee meetings (populate SharePoint with trainee data for CCC member review; schedule semi-annual trainee meetings, upload semi-annual trainee meeting documentation to SharePoint, work with PD to complete Milestones in ACGME ADS and MedHub)
• Provide administrative support for ACGME and GME Annual Program Update (ensure that ADS and MedHub are updated accordingly, administer surveys, collect requested program and trainee data and documentation such as scholarly activity, demographics, schedules, site information, initiatives, etc.)
• In collaboration with the Vice Chair of Education, Program Director, and Director of Education, establish procedures for candidate recruitment
• Oversee application review process
• Maintain trainee online lecture calendar in MedHub – including collecting and uploading lecture schedule, providing lecture reminders, rescheduling cancelled lectures, and maintaining database of lecture statistics and topics. Record and file lectures as appropriate, maintain SharePoint site.
• Maintain Nuclear Medicine Teaching case files for residents, fellows, students, and observers in relevant programs
• Oversee program Continuing Medical Education (CME) annual application submission, courses,  certifications and final paperwork submission
• Work with the Diagnostic and Interventional Radiology residency programs to ensure ACGME requirements regarding Nuclear Medicine requirements are met.
• Work with Cardiology fellowship program to ensure CBNC requirements are met
• Collect CPT codes and/or procedure data from sites for trainees
• Manage content for program web pages
• Develop and maintain program Standard Operating Procedures (SOPs) and policies for program specific tasks and guidance such as Trainee Leave Handbook, Trainee Reimbursement Procedure, Call Handbook, Grading Policies, etc.
• Provide administrative support for applicable program exams and in-services
• Find meeting space for program needs/events including lectures, interview season rooms, board review sessions, exams, courses, CCC Meetings, PEC Meetings, special sessions
• Other duties as assigned

 

Trainee Responsibilities (25%)

• Oversee and track appointment process for incoming trainees in coordination with appointment and credentialing process requirements provided by the GME Office
• Ensure compliance with UW and UW GME credentialing requirements, including medical licenses, DEA licenses, immunizations, ACLS, HIPAA training, Learning Gateway modules, and other training as required
• Oversee arrangement for pagers, ID badges, Husky Cards, keys, lab coats, etc. for trainees
• Field questions from applicants regarding visas and consult with the GME Office on all visa matters
• Advise and act as expert to trainees on policies and procedures, including the Residency Fellowship Position Appointment (RFPA) and Collective Bargaining Agreement (CBA) which outline the terms of resident/fellow appointments, consulting with the GME Office as needed
• Approve trainee leave requests; maintain leave records
• Track trainee attendance
• Process Outside Work paperwork (commonly known as moonlighting) for PD approval
• Maintain trainee rotation summaries
• Ensure timely completion of summative evaluations by the PD for graduating trainees
• Process graduation certificates, in consultation with the GME Office
• Oversee preparation of appropriate letters of recommendation for fellowship and job
• Complete or prepare verification requests
• Manage trainee exit process (deactivating accounts, collecting badges and pages, etc.)
• Oversee maintenance of fellow database and hard copy files of current and alumni house staff
• Other duties as assigned

 

Accreditation/Compliance Responsibilities (15%)

• Remain up-to-date on understanding of applicable ABMS and GME requirements and procedures. Ensure that the training program(s) and individual trainees are current and in compliance both in practice and on record
• Remain up-to-date on understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements and develop program policies to comply with accreditation requirements
• Maintain all essential documents and database entries required for program accreditation
• Coordinate ACGME site visits, including preparation of the site visit documentation - ensure required documents are available to site visitor as requested and serve as key participant in the site visit
• In coordination with Vice Chair of Education, Program Director, and Director of Education, act on citations received during the site visit and recommendations made during the internal review in a timely manner
• Interpret and adhere to UW and departmental policies as applicable; this includes developing program policies and procedures based on external requirements
• Ensure that training program has program-specific policies such as Effects of Leave, Work Hours, Supervision, Handoff, Eligibility and Selection Criteria
• Oversee completion of surveys and ensure information is up-to-date in various GME systems (e.g., ABR, FREIDA, ACGME ADS, professional organizations, GMETrack)
• Act as liaison between the PDs and a full range of internal and external offices and individuals

 

Self/Team Development (10%)

• Provide innovative, visionary and collaborative initiative.
• Continue to grow your own skill set necessary in your position.
• Contribute to a team atmosphere in working with all internal/external customers

 

 

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

 

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

 

• Bachelor's degree in related field
• Two to Three years of experience in administration or office management

Additional Qualifications

• Must have an interest in medical education and the desire to work in a health care setting
• Experience working with tight deadlines
• Able to adapt quickly to changes in work requirements and assignments
• Must be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, residents, fellows and other administrative personnel
• Professional appearance, communication style, and presentation
• Excellent communication skills and ability to work with diverse communities
• Time management, multi-tasking, detail-oriented and organizational skills and a positive attitude to thrive and succeed in a fast-paced environment
• Exhibit problem-solving and decision-making skills, willing to be proactive and take initiative
• Proficient knowledge of Microsoft Office Products (Word, PowerPoint, Excel, Forms, Visio, Outlook, Teams)
• Ability to track inputs from multiple stakeholders and reliably track all deadlines

 

 

Preferred Qualifications

• At least 1 year of experience in a healthcare or academic setting
• Previous experience working with the Graduate Medical Education office and at the University of Washington
• Familiarity with ACGME, AAMC, ABNM, and other accrediting and regulatory bodies that affect resident and fellow education and training
• Knowledge of and experience with University of Washington systems and policies

 

Working Conditions

• The incumbent is expected to continue to grow their own skill set necessary in their position, contribute to a team atmosphere in working with all internal/external customers, and provide thoughtful suggestions for continued improvement in work processes.
• Schedule is normally 8a to 5p, M-F, but is not always fixed and workload does vary. The incumbent’s first responsibility is to complete tasks rather than keep to a fixed schedule.  Flexibility in schedule and intensity of work is necessary.
• Some travel between sites may be necessary by the UW Health Services shuttle or other means
• Participate in fostering a collaborative environment with diversity as a core value. We are passionate about building and sustaining an inclusive and equitable working environment for all students, staff, and faculty.

 

About the Team

• We are a team of seven specialists who interact with
• UW Customers
• Department of Radiology Faculty, Staff, and Trainees
• UWMC and Health Sciences Staff, Faculty and Trainees
• GME Leadership and Staff
• Other related Faculty, Staff, and Trainees
• Outside staff at accreditation organizations

 

About the Department & Radiology

Our mission is to improve the health of the public using research-driven, imaging-based care with compassion, expertise and inclusiveness.

 

We advance healthcare through collaborative and diverse teams that lead discovery and educate the future leaders in radiology.

 

Values: 

We treat people with respect and compassion.  

We embrace diversity, equity and inclusion.  

We encourage collaboration and teamwork.  

We promote innovation.  

We expect excellence. 

 

Learn more about the Department of Radiology at https://rad.uw.edu/

Compensation, Benefits and Position Details

Pay Range Minimum:

$61,368.00 annual

Pay Range Maximum:

$78,000.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu. 

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.