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The Academic, Rural and Regional Affairs department in the School of Medicine has an outstanding opportunity for a Program Operations Specialist.
As a key member of the Regional Affairs team, the Program Operations Specialist will be responsible for the oversight, day-to-day activities and strategic growth of the WWAMI region (Medical Education). The Program Operations Specialist reports to the Director for Regional Affairs. The Regional Affairs section consists of a Vice Dean, an Associate Dean, nine Assistant Deans, each representing different locations within WWAMI (Washington, Wyoming, Alaska, Montana and Idaho region with unique issues), and 18 staff within the partner state regional affairs offices.
The Program Operations Specialist will work closely with the Vice Dean for Academic Rural and Regional Affairs, Associate Deans, and will have frequent contact with the Academic Affairs Associate Deans, Regional WWAMI Deans, and their assistants in helping coordinate the UW School of Medicine’s regional medical student education programs, physician assistant training programs, and graduate medical education programs.
This position requires a high degree of independent judgment, decision-making and problem-solving skills, along with the ability to prioritize many competing tasks from Deans, faculty, Dean’s Office and Department staff, students and external customers to the UWSOM. With the regional orientation of the medical school, the Program Operations Specialist must be service-oriented and customer-focused, able to address questions, problems, or concerns from faculty, staff and students across the WWAMI region in a professional, prompt and confidential manner. With the future development of the medical school and related curricular challenges that lay ahead, the position will require the ability to multitask, prioritize job responsibilities, and work effectively with Deans, faculty, students, staff, and external customers to the UWSOM.
Program Management and Operations •Articulate the School of Medicine WWAMI Program vision, values and mission to University of Washington faculty and staff, WWAMI partners and the general public in person, writing and telephone. Establish and maintain excellent working relationships with the WWAMI regional offices, School of Medicine Academic Affairs and Dean of Medicine staff. •Participate in collaborative process improvement procedures with six regional WWAMI offices, participating in monthly video conference calls, training and development. •Independently write, design and update medical education surveys using University of Washington Catalyst web tools, internet web tools and other programs. Analyze and organize survey data for reporting. •Create, manage and update databases for WWAMI surveys for research reporting and School of Medicine historical data. Coordinate database management for the Regional Affairs Office. Develop databases and establish record keeping protocol. •Manage WWAMI websites – operational control over content, design, and maintenance/development. Represent the program on the larger School of Medicine IT committee. •Update WWAMI map, Regional Affairs directory, yearly calendar, contact and distribution lists for the region to insure accurate information is communicated to all sites. •Coordinate completion of five 150 page WWAMI state reports and develop new reports as delegated. This is the official document from the States of Washington, Wyoming, Alaska, Montana and Idaho on WWAMI educational activities which is sent to governor’s offices, higher education review boards and committees and legislators. This project includes: communication with the five regional sites regarding timeline and deadlines; organization of documents sent to the sites for revision and collection of revised documents on a strict deadline; collation and analysis of statistics and data from University of Washington School of Medicine departments and government agencies; prepare publications with desktop publishing tools for electronic submission; and respond to all inquiries regarding the report project. •Monitor and Track compliance with guidelines, policies and procedures for new faculty and staff, as well as annual requirements. •Oversee daily operations for Student Assistants. •Organize WWAMI program archive project to include: meeting with School of Medicine Records Manager, Special Collections Librarian and faculty; develop index of archived and non-archived regional affairs historical documents; select and manage historical photographs and documents for presentations by Dean, School of Medicine, Vice Dean for Regional Affairs and Assistant Deans throughout WWAMI; create media presentations for celebrations and recognition ceremonies. •Event and conference planning and coordination to include: initiate vendor contracts and understand UW purchasing requirements; identify speakers and facilitate communication; set timelines; prepare marketing materials; set up and troubleshoot all coordination on day of event. •Manage confidential calendar for Assistant Dean for King/Pierce Counties, schedule appointments with faculty staff and students. Oversee, schedule and process complex travel arrangements and reimbursements for Assistant Dean, other directors and faculty within Academic, Rural and Regional Affairs. •Manage the clinical faculty application process to include facilitating physician and department communication, records management and implementation of school of medicine policies •Staff various executive level meetings and retreats •Identify and implement programmatic areas of improvement within regional affairs. •Manage and oversee numerous special projects as directed through the development of strategic planning efforts of WWAMI and assistant dean on an ongoing basis by planning, implementing and monitoring the success of each program and how it contributes to the strategic plan by analyzing outcomes and tracking project-based information and statistics. Projects involve investigation, analysis, and synthesis of internal and external policy, operational processes, accrediting/regulatory requirements, etc. •Perform other work-related duties as assigned.
Facilities/Building Maintenance Management •Ensure that all new employees receive an orientation on health and personal safety, as it relates to the workplace; emergency evacuation plans and routes; and resources or contacts to refer to for further information or reporting. •Oversees evacuation wardens assigned to Academic Affairs. Conducts annual evacuation drill to test readiness. Develop and update written material for the Emergency Preparedness and Health and Safety manuals. •Ensure compliance with fire and safety codes, which includes working closely with Environmental Health and Safety, Facilities Services, and Janitorial Services. Manage the department’s surplus and returning of furniture and equipment, as necessary. •Manage Academic, Rural and Regional Affairs office facilities, including assessing, researching, and recommending space, equipment, furniture and computer requirements to Vice Dean and Directors. Serves as a point of contact for Academic, Rural and Regional Affairs dealing with UW Facilities, Health Sciences Administration, the Dean’s Office, and for faculty, staff, and students. •Build and maintain relationships with the facilities staff to ensure timely correction of deficiencies/repairs to facilities, and to ensure compliance with remodeling and facility guidelines for preservation of resources.
Financial Management •Understand and apply University of Washington and School of Medicine accounts payable, receivable, purchasing and discretionary rules. Provide reports, donor acknowledgement letters and recommendations for expenditures. •Maintain purchasing records and resolve problems including UW Purchasing and vendor inquiries, unpaid invoices and order status. Monitor budget activities to ensure compliance with dean of medicine policies. •Review requests for expenditures and correct as necessary prior to Director signature. •Communicate policy pertaining to contracts to regional sites and distribute contracts to appropriate personnel for signature approval and follow through. Track contracts through approval process to ensure timely completion. •Contribute to discussions pertaining to budget set up and quality improvement process for all regional affairs budgets. •Understand School of Medicine gift budget policy and procedures and monitor gift budget report and distribute to regional offices on a monthly basis. •Create and distribute gift report letters to donors and the region. •Using delegated authority provide financial backup to Director of Operations. •Prepare travel expense vouchers. •Review School of Medicine request for travel forms and correct as necessary prior to Director signature.
•Bachelor’s Degree and three - four years of progressively increasing responsibility in an operations environment. •Proven administrative and problem-solving skills.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Computer proficiency with spreadsheets, word processing, desktop publishing and databases in a Windows environment. •Must be able to work independently and be proactive with a high degree of reliability, accuracy and productivity. •Competency in time management, organization, multi-tasking and attention to detail. •Professional communication style and presentation skills. •Ability to handle confidential information responsibly. •Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
•1–2 years of experience in an academic medical environment. •Familiarity with UW administrative, fiscal, purchasing, payroll, and travel systems, e.g. e-travel, Catalyst, etc. •Experience in budgeting and finance. •Experience with Adobe Illustrator and Photoshop. •Experience with School of Medicine database systems (e.g. AADB, E*Value, etc.)
CONDITIONS OF EMPLOYMENT
•The position occasionally requires the employee to work beyond a normal work week (e.g. More than 40 hours a week) and intermittently requires evening and weekend time to meet project deadlines and attend meetings.
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 Workforce 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.