Program Operations Specialist, Lab Medicine & Pathology Graduate Medical Education Program

Job Description

The Department of Laboratory Medicine & Pathology has an outstanding opportunity for a Program Operations Specialist with the Graduate Medical Education Program to join their team.

About this Opportunity

The Program Operations Specialist is responsible for the Medical Student Clerkships, Anatomic and Clinical Pathology (APCP) Residency, Post Sophomore Fellowship (PSF) Program activities as well as initiatives and project-based work that support the objectives of the Program Director(s), Faculty, and Chief Residents. This position is responsible for assisting in the development and implementation of curricula along with assessment tools that provide valid and reliable evidence that trainees achieve competency-based educational objectives.

The incumbent must synthesize and manage the individual goals and requirements of diverse constituencies including observers, medical students, residents, visiting residents, faculty, hospital administration, School of Medicine, and certification and accreditation governing agencies.  This position has delegated authority to represent the APCP Residency on operation and policy issues related to the training program and will partner with the Program’s leadership team to enhance clinical learning environments.

Duties of this position include ensuring compliance with accrediting bodies and oversight agencies, implementing curricular updates, guiding evaluation processes, assessing outcome measurements, and allocating training positions.

• Full time (100% FTE)
• Day shift
• Hybrid (telework 3 days or more per week)
• The specific work schedule will be discussed with the hiring manager
• Located at the Health Sciences Building (adjacent to UW Medical Center – Montlake in Seattle)

The salary information is provided below.

Key Responsibilities

Training Program Operations Management (50%)

• Establish individual clinical training curricula in accordance with program priorities and expectations, providing advice and guidance to faculty in fulfilling programmatic clinical, educational, and fiscal oversight requirements. 
• Advise faculty, trainees, and interdepartmental and outside constituents about program policies, procedures and certification eligibility requirements.
• Develop and implement or revise APCP Residency, PSF and Clerkship program policies and procedures in compliance with current goals and expectations, program leadership team input, accrediting and certifying bodies, University of Washington, and partner medical center requirements. 
• Ensure certification eligibility of trainees through analysis and reporting of clinical training activities to all necessary oversight bodies. This requires a clear understanding of the program, attention to detail, and judicious decision making, and ensuring that all policies and procedures are relevant, current, and disseminated in a timely manner. 
• Allocate clinical training assignments according to diverse contractual agreements and clinical requirements. 
• Responsible for day-to-day interactions with all trainees participating in clinical service experiences. 
• Work with program leadership to provide orientations, complete review processes on established timelines, update and return review documentation for subsequent actions. 
• Exercise discretion and independent judgement in handling confidential materials associated with evaluations and outcome measures.  Recommend action to address deficiencies.
• Oversee APCP residency and PSF recruitment and maintain visiting residents and clinical observerships in multiple sites.
• Maintain Workday activities for trainees (new hire, transfers, costing allocations, one-time payments, etc.).

Program Development (25%)

• Develop, implement, and revise existing procedures as necessary to reflect changes in the program’s curriculum.
• Identify developmental milestone-based competencies and entrustable professional activities (EPA’s) for all clinical experiences.
• Work with curriculum committees to analyze evaluation data and develop new clinical education opportunities to enhance the breadth of APCP resident training.
• Identify areas for programmatic improvement and contributors to the assessment process.  Analyze data for necessary curricular changes.
• Maintain compliance documentation for trainees with multiple training sites including UW departments and off-campus hospitals.

Supervisory and Other Duties (15%)    

• Supervision of 1 FTE, clerkship program coordinator.
• Oversee preparation of Training Verifications and processing of reimbursements.
• Build rapport with staff and faculty throughout the Department of Laboratory Medicine and Pathology and the School of Medicine.  Create and maintain effective working partnerships with the Associate and Assistant Directors.

Website and Clinical Systems Management (10%)

• Maintain all clinical service schedules updated in multiple systems and distribute necessary notifications.
• Develop and maintain on-line web content for all clinical experiences including Pathology Admin Resource Site.

Perform other duties as necessary.

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

• Bachelor’s degree in business, healthcare, or other related field.
• Two (2) years of academic support, program support, or equivalent relevant office experience.

Preferred Qualifications

• Experience coordinating events including conferences or large meetings.
• Excellent written and oral communication skills.
• Excellent office organizational skills under competing project deadlines in a fast-paced environment with attention to detail and quality of work.
• Demonstrated experience working in a team environment with ability to work independently within supervisory guidelines.
• Intermediate/advanced computer skills, especially Microsoft Office Suite.
• Excellent proactive problem-solving skills.
• Experience with medical education programs, especially residency and/or fellowship graduate medical education program(s).

About the Department of Laboratory Medicine & Pathology

A regional resource for clinical laboratory services required for innovative patient care, research and educational programs, the Department of Laboratory Medicine & Pathology at UW Medicine combines the sophisticated testing and informatics capabilities of fully accredited laboratories with the resources of an academic institution in its delivery of clinical and anatomic pathology services. Recognized for excellence in clinical training, world-class research initiatives, and a commitment to community service, we serve labs and medical facilities both nationally and internationally.

Please visit our website to learn more about our department.

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. 

Compensation, Benefits and Position Details

Pay Range Minimum:

$61,368.00 annual

Pay Range Maximum:

$92,064.00 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 [email protected]. 

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.