Program Operations Specialist, Department of Medicine, Division of Cardiology

Job Description

The Division of Cardiology has an outstanding opportunity for a Program Operations Specialist for their Interventional Cardiology program.

About this Opportunity

Reporting to the Division Administrator, the Program Operations Specialist will manage and administer program operations of Interventional Cardiology, which is comprised of 14 faculty, including one section head and three APPs, spanning across four sites: UW Medical Center – Montlake, UW Medical Center - Northwest, Harborview Medical Center, and Veterans Affairs Puget Sound. The Program Operations Specialist is required to use independent judgment, strong leadership skills, and knowledge of academic healthcare business operations to effectively facilitate work flow and to promote a collaborative work environment. This position will maintain dynamic communication with search committees and applicants, numerous university departments, medical device vendors and federal agencies. By applying the knowledge of the Section Head’s work commitments, status of projects, and nature of contacts this position will act independently and on behalf of the Section Head. This individual will advise faculty of rules and regulations of the University of Washington and various granting agencies and ensures compliance with those rules.

Key Responsibilities

Contract and Educational Course Management, Planning and Execution (50%):                                                 

• Assist section heads, faculty and staff by working closely with the Division of Cardiology Administrator and contracts manager in the negotiation and establishment of vendor service contracts, non-disclosure agreements, and memorandums of understanding with other University organizations.                                          
• Partner with division administrator and contracts manager to manage and oversee educational, clinical and other contracts for the section, including negotiating and establishing vendor service contracts, non-disclosure agreements, and memorandums of understanding with other University organizations.                             
• Work directly with outside sponsoring organization to plan and execute event, including coordination of privileges for visiting faculty, providing day-of onsite support. Ensure vendors are complying with the scope and terms of agreements during events.                                                                                                   
• Partner with the Center for Cardiovascular Innovation staff to manage educational and training events, including fellow and ICARD attending trainings, and the Kids in Medicine event.                                        
• Financial management: Create event budgets and monitor expenditures against budgets to inform future contract rates; manage event invoicing. 
• Coordinate observational and exempt privileges for visiting physicians.                         

                                

Program Operations (25%):                                                 

• Consult with section head and faculty who conduct a wide range of medical presentations and demonstrations, both nationally and internationally. The level of administrative support required to successfully coordinate and organize these events is extraordinary as in many instances. Sites of practice agreements, license to practice, and clinical privileges and contracts need to be coordinated and in place in order for the event to occur.
• Collect or assist with the collection of data and evaluate data to initiate or assist in the initiation of a proposed new programs or activities.
• On behalf of section head, create complex call schedules for attending’s and fellows within the section.
• Creation and maintenance of weekly IC Conference.
• Schedule recurring meetings for both the Complex Coronary and Structural Heart teams, create agenda and take notes.                                                                            
• Recruitment management, including scheduling, travel, lodging for the ICARD faculty candidates.        
• Space management: Assist the section head in reviewing and assigning space to staff and faculty, coordinating and assisting with moves and/or relocations of offices, and personnel. Coordinate with IT services personnel and ensure appropriate backup and maintenance policies and support. Assist in providing site-based management of equipment inventory. Attend appropriate building committee meetings, disseminate information and recommend improvements to space and facilities.

Faculty Support (25%) :                                                                                               

• Support of ICARD faculty including complex calendaring and meeting management.
• Complex travel arrangements for faculty including visas.       
• Coordination of medical presentations and demonstrations, nationally and internationally.
• In conjunction with Clinical Trials Unit (CTU) ensure faculty have completed clinical trial related tasks.             
• Monitor faculty membership, medical, ACLS, and DEA license renewals.       
• Assist in collection and preparation of faculty biosketches and CVs for grant submissions.

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

• Bachelors Degree in Business Administration or a related field and at least 2 years related work experience.

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

Additional Qualifications:

• The ability to work independently with minimal supervision, a high degree of accuracy, prioritization, reliability and productivity is essential.
• Demonstrated excellence in interpersonal skills, verbal and written communication is central to the position.
• Excellent organization skills with strong attention to detail, strong problem-solving skills, resourcefulness and flexibility to adjust to dynamic work situations.

Preferred Qualifications:

• Familiarity with UW systems, experience in a healthcare setting, experience with physician scheduling.

Working Conditions:

• Requires a flexible working schedule to accommodate educational events.

About the Team:
The Interventional Cardiology section is comprised of world-renowned faculty that contribute to the tripartite mission of research, patient care and education by engaging in clinical trials, educational courses nationally and internationally and providing outstanding patient care, among other activities.

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.