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The Department of Neurological Surgery has an outstanding opportunity for a Program Operations Specialist for their Residency and Elective Clerkship Programs.
The Department of Neurological Surgery specializes in the management of acute brain and spinal trauma, vascular disease, disorders of the brain, peripheral nerves and spine. We also co-direct the UW Medicine Neurosciences Institute and house The Sports Institute (TSI), an institute created in partnership with the NFL. Our physicians practice at Harborview Medical Center, UW Medical Center-Montlake Campus, Seattle Children's Hospital, UW Medical Center-Northwest Campus, Valley Medical Center, the VA Hospital, and throughout the 5 state WWAMI Region. In addition, the department has one of the premier academic training programs in the world. We have an outstanding research program ranging from spine regeneration to brain computer interfaces and a broad array of clinical trials.
Day-to-Day Program Responsibilities (30% FTE): •Provide timely, accurate, and professional administrative support for a program with 21 residents including tracking of duty hours, call schedules, time away, certifications, online training compliance, rotation modules, resident well-being, and the like: oServe as primary point of contact for all residency inquiries, responding promptly and helpfully, as well as regularly monitor and respond to all emails received in the residency email account oSend weekly emails every Monday detailing upcoming meetings and important announcements oUpdate the residency calendar in Outlook and in MedHub oMonitor work hour submissions in MedHub, review any violations with the Program Director, and respond as appropriate oEnsure all clinical certification and licensure requirements are completed in a timely manner oEnter and update resident call schedules for Harborview and UWMC in MedHub and Amion, consistent with department and hospital requirements oMaintain educational and personnel files for all current residents and graduates per UW, GME, and department compliance standards oArchive graduated and transferred/resigned/terminated resident files in accordance with UW Records Management retention schedules oCoordinate and support the development of any new rotations, including off-site and international rotations •Aggregate evaluation data from end-of-rotation and semi-annual evaluations for the Clinical Competency Committee meeting in a timely and accurate manner •Assist the Program Administrator with preparations for ACGME site visits •Schedule and organize semi-annual mock oral boards •Meet with the Program Director on a regular basis to keep him/her apprised of important issues related to the program and trainees •Participate in monthly department Educational Program meetings •Participate in University of Washington Patient Care Committee meetings •Participate in Graduate Medical Education Program Administrator meetings •Organize annual interview season from September through February •Coordinate with Graduate Medical Education to complete visa applications for residents •Create, print, and post annual residency poster
Program Accreditation and Compliance (20% FTE): •Develop a thorough understanding of current department, Graduate Medical Education, University of Washington, the American Board of Neurological Surgery, and ACGME policies and procedures, including familiarity with the ACGME Common Program Requirements, as well as Specialty-Specific requirements •Maintain all essential documents required for program accreditation in a timely and accurate fashion •Prepare and keep current Program Letters of Agreement (in coordination with the Graduate Medical Education department) with participating institutions and training sites. Ensure agreements are revised as needed in a timely manner •Act as program liaison to Graduate Medical Education, The American Board of Neurological Surgery, The American Association of Neurological Surgeons, The Congress of Neurological Surgeons, the Accreditation Council for Graduate Medical Education, the National Resident Matching Program, the Visiting Student Learning Opportunities/Visiting Student Application Service (VSAS), and other associations as necessary. Assure compliance with all policies and procedures put forth by these organizations in a professional, accurate, and timely manner •Regularly update and maintain current program information on websites of the aforementioned organizations, as needed
Residency Interview Process (20% FTE): •Schedule interview days and Rank Order List meeting with faculty attendance •Reserve all necessary rooms, charter bus tour, schedule museum tour, coordinate catering, prepare all interview materials for faculty review, and execute other interview-related tasks •Assist in developing marketing materials, marketing events (such as virtual Meet & Greets), and updating the residency website and any social media platforms •Monitor all applications in the Electronic Residency Application Service, set up filters, assist faculty with ERAS operations •Extend interview offers and operate as point person for all applicant inquiries, representing the department and UW in a professional, efficient, thoughtful manner •Coordinate all aspects of the interview day, serving as point person for both faculty and candidate inquiries
Sub-intern program responsibilities (15% FTE): •Coordinate the selection process with the University of Washington Visiting Student Program •Monitor completion of all applicant documentation in VSAS •Schedule deadlines, rotations, interview days, dinners •Provide applications for Program Director review •Act as point person for all sub-intern applicant inquiries, responding in a professional and timely manner •Organize all aspects of interview days, dinners •Organize all on-boarding and off-boarding activities for sub-interns •Participate in Explore & Focus Committee meetings
New Resident Orientation, On-Boarding and Senior Graduation, Off-Boarding (10% FTE): •Develop R1 rotation schedule in conjunction with other departments to schedule off-service rotations •Request pagers, dictation codes, badge access to ensure timely delivery by June 25th •Confirm EPIC access and training •Schedule senior exit interviews and ensure completion of final summative evaluations in a timely manner •Manage all graduation activities including, but not limited to venue selection, invitations, catering, and program and on-site materials
Other duties as assigned (5% FTE).
MINIMUM REQUIREMENTS •Bachelors’ Degree in business, human resources, communications or a related field. •At least 2 years of experience in administration and/or project management, preferably in a health care setting.
Additional Requirements: •Excellent verbal and written communication skills. •Strong event planning and project management skills. •Demonstrated ability to independently manage multiple responsibilities concurrently under deadline pressure and changing priorities. •Strong organizational skills, ability to organize and complete tasks and projects independently, effectively and efficiently. •Ability to consistently apply sound professional judgment and critical thinking to address complex issues and solve problems. •Solid working knowledge of Microsoft Office™ desktop applications. •Proven customer service orientation with demonstrated interpersonal communication skills. •Ability to work with diverse people with tact, diplomacy, discretion and sensitivity. •Experience working effectively with senior administrators and professionals, including sensitivity to handling confidential information. •Ability to work both independently and collaboratively.
Equivalent education and/or experience may substitute for minimum requirements.
CONDITIONS OF EMPLOYMENT 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.
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.