Join our award-winning team at University of Washington Medical Center (UWMC). Among the top dozen medical centers in the United States as rated by U.S. News & World Report 2018-2019 "America's Best Hospitals", UWMC prides itself on compassionate patient care as well as its pioneering medical advances. UWMC is operated by the University of Washington (UW) and serves as a training site for UW's School of Medicine. The University of Washington 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.UWMC Medicine Ambulatory Care Division has an outstanding opportunity for a full-time, AMBULATORY CARE PROGRAM OPERATIONS SPECIALIST. This position is the primary contact for clinic and division-wide process improvement projects involving Ambulatory Care Strategic Initiatives including evaluating current patient workflows in clinics and creating analysis reports to identify redundancy or unique advantages to maximize efficiencies for patients (value- stream analysis); coordinating the opening, closing and move of new/existing ambulatory clinics; process improvement initiatives to target patient access such as delivery of test results and reducing wait times; partnering with clinic managers to optimize use of electronic medical record, partnering with business analysts to effectively use data to improve clinic processes and align across division.This position will provide highly complex coordination and program support for the Ambulatory Care Division Leadership team consisting of two Directors, two Assistant Directors, and the Facility and Office Manager who are responsible for overall medical center-wide outpatient performance and meeting UWMC organization-wide Pillar Goals in service, finance, quality and being the employer of choice.POSITION COMPLEXITIES:Assumes leadership role on each assigned project. Leads cross-functional teams by task assignment and follows up to ensure on-time completion.Demonstrate knowledge and understanding of key project management responsibilities such as analysis of current process, creating a charter, developing scope and schedule, monitoring timelines and available funding, providing appropriate updates and documentation of project status, and closing a project to ensure a successful outcome. Create detailed project plans with timelines and workflows, assure adherence to plans by stakeholders and committee members. Obtain approval for the project. Obtain approval for changes to the schedule where required.Responsible for overall ongoing stakeholder satisfaction.Represents UWMC and coordinates project activities with other internal and vendor project managers.RESPONSIBILITIES:Program Development and Implementation:Provide highly complex coordination and program support for the, Directors, Assistant Directors and other leadership within the Ambulatory Care Division.Facilitate coordination of gatherings of individuals and teams as well as documentation of program activities of Ambulatory Leadership.Independently develop and implement key ambulatory care division programs, including but not limited to:Patient and Family Advisory ProgramContinuing Nurse Education ProgramGrand Rounds Educational ProgramDaisy Award ProgramAmbulatory Nursing Practice ProgramRN on Call ProgramEmergency and Disaster Preparedness ProgramMarketing Program which includes ongoing development and revision to AmbulatoryCare Division Web Page and monthly Newsletter.EpicCare ProgramBusiness OperationsAmbulatory Policy and Procedures regular review and revisionCompliance Program (collection and follow up of required ACD audits, accountability matrix, policies and procedures, etc.Ambulatory Recognition ProgramContribute to the collaborative process at Division and Leadership meetings.May present process improvement data or other information utilizing PowerPoint, Visio, Project, Excel, Word and other technology in group presentations that educate, motivate and provide data or process information to assist organizational leaders in making decisions toward future strategic goals and initiatives.Project Coordination and Management:Develop and maintain highly sensitive and confidential documentation pertaining to clinic providers, managers, and ambulatory staff. This includes coordination and maintenance of complete and accurate documentation, provision of requested materials, electronic submission of reports and collaborative relationships with UWMC/UWM clinical and administrative leadership.Provide support for Division-wide improvement projects involving Ambulatory Care Strategic Initiatives.Partner with ACD Business Analysts to effectively use and provide data to improve processes and align across the DivisionProvide ongoing program support for compliance preparation for accreditation survey readiness (Department of Health, The Joint Commission, etc.)Manage Ambulatory Policy and Procedures regular review and updatesDevelop staff and provider education as needed.Delegate and/or direct the work of the ACD Administrative Coordinator in conjunction or in the absence of the Facility and Office Manager. Budget Management and Analysis:Independently coordinate and manage purchasing processes in a manner consistent with purchasing policies and use of a University of Washington Procurement Card.Maintain fiscal responsibility in the area of purchasing for the division for both internal and external purchases via electronic systems of pro card purchases.Assure accurate and timely submission of Continuing Education and Travel reimbursements.Develop tools to assure Directors and Assistant Directors are successful in monitoring the performance of the clinics that report to them.Leadership & Development:Provides leadership and direction in accordance with organizational goals and objectivesContinually works on ways to support performance improvement activities with the Ambulatory Care Division. Knows process improvement standards, programs and resourcesServes as resource to others (medical staff, clinical staff, Business Operations Team, facility engineers, clinic managers and ACD leadership)Sets and communicates timelines and meets or exceeds deadlines.Oversees program development and project implementation that demonstrates effective and sustaining approachesFosters positive and effective organizational relations. Represents UWMC and ACD in a positive and collaborative way in a variety of settings and meetings.Demonstrate the ability to be flexible, organized and function in stressful situations.Perform other duties as assigned.MINIMUM QUALIFICATIONS:Bachelor's degree in Business, Healthcare Administration, or other related field AND 4 or more years of health-care operations or equivalent education/experience.Demonstrated experience in effectively managing projects.Demonstrated knowledge of project management skills and vocabulary.Demonstrated ability to communicate effectively verbally and in writing with physicians, staff, and administrative leadership.Demonstrated competency in creating documents in Word, Visio, PowerPoint and Excel. DESIRED:Knowledge or certification in project management (such as PMI) not required but highly desirable Conditions of Employment: Schedule flexibility around project demands and deadlines will be required as this position will partner with division leaders and healthcare practitioners.Project deadlines as defined by the Project and Analyst Office Manager as well as project demands will occur on a regular basis. CONDITIONS OF EMPLOYMENT:The program operations specialist will be required to travel to any of our 11 UWMC outpatient locations located throughout the region. The position will also be required to attend, lead, organize and initiate meetings with various stakeholders and participants in the early morning, evening and potentially during weekend hours. The position will require a great deal of flexibility in day to day work schedule as well as work location.
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.