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The Department of Radiology has an outstanding opportunity for a Program Operations Specialist.

The Program Operations Specialist is managing the day-to-day administration of the Diagnostic Radiology Residency training programs in Radiology. The Program Operations Specialist also functions as a liaison between 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/ operational activities at the various training sites in which applicable trainees rotate.

Within this framework, 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/or 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, PD, and Education Manager regarding planning, developing, and implementing quality improvement projects for the program.

DUTIES AND RESPONSIBILITIES

Essential Duties & Responsibilities (Other duties may be assigned to meet business needs.)

Accreditation/Compliance Responsibilities- 30%

Remain up-to-date on applicable ABMS 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

o Maintain all essential documents and database entries required for program accreditation
o 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
o In coordination with Vice Chair of Education, PD, and Education Manager act on citations received during the site visit and recommendations made during the internal review in a timely manner

Maintain understanding of GME policies and procedures to ensure that the training program(s) and individual trainees are current and in compliance both in practice and on record

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 (ABR, FREIDA, ACGME ADS, professional organizations, GMETrack, ERAS, NRMP)

Act as liaison between the PDs and a full range of internal and external offices and individuals

Program Responsibilities- 30%

Oversee trainee schedules, including annual rotation schedule and call schedules; maintain current schedules in MedHub and Amion, 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, PD, and Education Manager 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

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 in regards to lecture and faculty evaluation distribution

Regularly manage dissemination information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, and conferences. This includes adherence with all applicable ACGME and GME policies in regards to visiting trainees.

Manager and executive 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)

Oversee 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, PD, and Education Manager establish procedures for candidate recruitment

Ensure adherence to National Resident Matching Program (NRMP) requirements and deadlines

Oversee application review process, contact applicants for interviews, create interview days schedules, and manage interview day activities

Work with Vice Chair of Education, PD, and Education Manager to submit NRMP rank order lists

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

Oversee program Continuing Medical Education (CME) courses and certifications

Collect CPT codes and/or procedure data from sites for trainees

Manage content for program website

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 support for applicable program exams and in-services

Prepare and distribute grades

Find meeting space for program needs/events including lectures, interview season rooms, board review sessions, exams, courses, CCC Meetings, PEC Meetings, special sessions

Submit reimbursements per current fiscal policy

Other duties as assigned

Trainee Responsibilities- 30%

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 and consult 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 including alternative rotations

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 housestaff

Other duties as assigned

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.

MINIMUM REQUIREMENTS?

Bachelor's degree in related field

Two to Three years of experience in administration or office management in an academic and/or health setting or directly related experience

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS

Must have an interest in medical education and the desire to work in a health care setting

Advanced knowledge of Microsoft Office Products (Word, Excel, PowerPoint, Outlook) and Access and/or other database programs

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

Desired Education/Experience/Skills:
Prior supervisory and/ or management experience preferred Previous experience working with the Graduate Medical Education office and at the University of Washington Familiarity with ACGME, AAMC 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

Mission and Values:

Mission: To meet the clinical needs of patients and families we serve, to train the practitioners and leaders of tomorrow, and to advance imaging sciences to improve the human condition.

Values:

Quality

Innovation & Impact

Leadership

Partnership

Fairness

Additional Information:

Internal/External Contacts:

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

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to speak or hear. The employee frequently is required to sit; stand; walk; use hands to write, finger, handle or feel; and reach with hands and arms. The employee must occasionally lift and/or carry up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.

Work Environment:

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 will be necessary by the UW Health Services shuttle or others

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.