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PROGRAM OPERATIONS SPECIALIST

Company University of Washington Medical Center
Location Seattle, WA
Update 6 Day ago
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PROGRAM OPERATIONS SPECIALIST

Req #:
148425

Department:
PULMONARY, CRITICAL CARE AND SLEEP MEDICINE

Job Location:
Health Sciences Center

Posting Date:
08/24/2017

Closing Info:
Open Until Filled

Salary:
Salary is commensurate with experience and education

Shift:
First Shift

The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

The Division of Pulmonary, Critical Care and Sleep Medicine in the Department of Medicine has laboratory and clinical research programs aimed at improving health through advanced understanding of lung biology and improved management of respiratory diseases. The pulmonary immunology laboratories at Harborview Medical Center are focused on host-pathogen interactions that mediate the activation of innate and adaptive immune responses to infection in the lungs.

The Division of Pulmonary, Critical Care and Sleep Medicine has an outstanding opportunity for a full-time Program Operations Specialist . The central responsibility of the Program Operations Specialist is to ensure continued accreditation of the training and education programs. Accredited subspecialty training is required for all physician trainee candidates prior to board examination and subsequent certifications for independent medical practice in his or her chosen area of expertise.

The Program Operations Specialist administers and ensures full compliance of all faculty and fellows on all accreditation-related activities. The accredited training program has a complex curriculum that is 36 months in duration with various milestones required for completion and certification. Clinical training occurs for 50% of the three year period with all fellows requiring participation in and successful completion of inpatient critical care and pulmonary clinical training rotations as well as ambulatory care pulmonary practices. The remaining 50% of the accreditation period is used for research training including the conduct of research on either a clinical outcomes, basic science, or clinician teacher pathway. This segment of the training program may require completion of coursework in clinical scholarship, a Master's degree when deemed appropriate, education in research compliance requirements and all aspects of the responsible conduct of research/research integrity, manuscript preparation, presentation excellence, and grant submission processes and requirements. This position interacts extensively with faculty, fellows, staff, and agency representatives in carrying out complex program activities to determine consistency and fulfillment of training program goals and objectives.

Duties include but are not limited to, the following

Training Program Operations Management
  • Establish individualized research training curricula in accordance with program priorities and expectations, providing technical advice and guidance to faculty mentors and fellow trainees in fulfilling programmatic clinical, research, educational, and fiscal oversight requirements.
  • Develop and implement or revise Fellowship policies and procedures in compliance with current goals and expectations, program leadership team input, funding sponsor requirements, the local national Residency Review Committee Boards (accrediting body), University of Washington, and partner medical center requirements.
  • Ensure certification eligibility of trainees through timely reporting of training activities to all necessary oversight bodies. This requires a clear understanding the program, attention to detail, and judicious decision making and ensuring that all policies and procedures are up to date and disseminated in a timely manner.
  • Review milestone achievement and adapt research training curricula to enhance training experiences. Ensures timely completion of required feedback and program assessments through continuous communication and coordination with faculty, fellows, and administration. Participate in all mentoring committee meetings.
  • Develop outcome measurement tools and learning objectives-based training pathways. Identify required areas of experience-based competencies and processes to provide analysis of results. Identify clear parallels between what is taught and what is assessed. Develop functional means of capturing data and measuring outcomes. These may include written and practical reports, survey administration, or interviews to assess performance, identify areas for individual and programmatic improvement, and relay feedback. Identify contributors to the assessment process and appropriate avenues for reporting. Analyze data for necessary curricular changes. Evaluation and assessment needs will be adjusted depending on focus areas and goals.
  • Retains and catalogues materials for institutional accreditation site visits (e.g., policies, schedules, progress reports). Develop and implement procedures to support accreditation milestone requirements. Work with various accrediting and support agencies to pursue and/or integrate educational activities. Prepare for and participate in internal and external site visits.
  • Allocate training assignments according to diverse contractual agreements and clinical requirements, including but not limited to recruiting, hiring, interviewing, selection, clinical expertise, research preference, funding, appointments and reappointments, travel, housing, monitoring, reporting and other related activities. Coordinate all onboarding activities and appointment packages for ACGME and non-ACGME fellows. Facilitate transition to post-ACGME appointments for training and career development extensions.

    Research Administration and Financial Management
  • Allocate salaries, submit appointments, reappointments, and terminations to academic human resources partners and within WorkDay system. Review participant commitments to promote adherence with national requirement of duty hour regulations, shift and rotation balances as they align with career stage, and diverse funding agency requirements. Utilize various NIH systems (e.g., XTrain) to complete NIH appointment process. Track data in MedHub as required. Coordinate with Academic HR partner during transition of program participants to faculty positions as appropriate.
  • Responsible for management of two NIH institutional training awards (T32) and one NIH funded career development award (K12). Manage all trainee and scholar appointments which will include both ACGME and non-ACGME appointees. Take lead role, and working with Principal Investigators, ensure timely submission of competing renewals, annual progress reports and all associated sponsor-required processes. As a member of the Division's training program steering committee, participate in program review and process improvement activities.
  • Act as a resource to PI and trainees regarding NIH and research administration policies and guidelines. Work with other Division staff to track individual research proposal submissions and awards - integrate this data into long-term financial planning considerations.
  • Responsible for post-award management of above referenced awards including but not limited to updating projections, monitoring and approving expenditures, identification of supplemental funding sources, and coordinating financial reporting. Work directly with the Office of Sponsored Programs and Grant and Contract Accounting in this capacity.

    Trainee Support
  • Responsible for the day to day interactions with all program trainees. Work with program leadership to ensure space assignments, provide orientations, complete review processes on established timelines, update and retain review documentation for subsequent actions. Exercise discretion and independent judgment in handling of confidential materials associated with evaluations and outcome measures.
  • Administer program surveys and evaluations, coordinate exit interviews. Manage historical response data.
  • Manage trainee leave requests as need arises.
  • Facilitate transition of foreign trained postdoctoral candidates to the University of Washington as needed including visa material preparation and counsel.

    As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.

    REQUIREMENTS:

  • BA in the social sciences plus 4-5 years relevant experience. Experience may substitute for education.

    Additional Requirements:
  • Research Administration experience with preference for specific experience managing NIH institutional/individual training and career development awards.
  • Experience with leave guidelines and management for post-doctoral trainees.

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

    DESIRED

  • Familiarity with complex academic program operations with particular emphasis on the interrelationship between clinical, research and educational requirements with complementary funding sources of subspeciality medical training programs.

    CONDITIONS OF EMPLOYMENT

    Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.

    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 Workforce Authorization, Criminal Conviction History, 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.

    The University of Washington is a leader in environmental stewardship & sustainability , and committed to becoming climate neutral.

    The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu .

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