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The Department of Family Medicine has an outstanding opportunity for a Clinical Programs Manager. This position is accountable for administrative leadership and management of clinical programs at the University of Washington (UW) in the Department of Family Medicine (DFM). The position requires independent judgment and decision making, and exercises substantial responsibility to ensure clinical programs’ results and success. Position is required to utilize specialized knowledge of programs for implementing strategic planning; establishing policies, methods, and procedures, overseeing financial management; managing academic programs; supporting fundraising activities; and developing and maintaining websites. Position ensures that programs conform to the institutional and department policies and regulations.
This position is responsible for adhering to and enforcing University and Departmental policy requiring independent judgment, analysis, and discretion and executing and processing strategic planning functions of the program. This position ensures that the goals and needs of the clinical programs and projects are managed accurately and timely, following compliance requirements per State and University regulations. This position is expected to understand, interpret and apply appropriate policy, procedure, and required regulations related to the This position requires independent judgment, decision-making and proactive problem-solving skills, along with the ability to prioritize multiple competing tasks.
This position must conduct activities that adhere to strict integrity and quality requirements and must respond to multiple internal and national stakeholders to maintain the Department and University's reputation. This position requires problem-solving, project management, and communication skills with frequent and crucial interactions with faculty and the leadership team. Individual initiative, discretion regarding sensitive and confidential matters, and superior customer service skills are all necessary.
This position reports to the Vice Chair of Finance and Administration in the DFM.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
This position will exercise independent judgment and decision-making skills to perform complex administrative duties while working within the goals and needs of the clinical programs in the department. The position requires prioritization and critical thinking skills in ambiguous and unstructured situations. Under the supervision of the Vice Chair of Finance and Administration, the Clinical Programs Manager will proactively work to establish administrative procedures and guidelines to streamline various business operations, providing structure to the clinical programs in the areas of project administration, operational functions, complex financial management, and communications.
This person will work closely with the DFM clinical program directors and in this role will have frequent contact with University faculty and staff as well as external contacts at other programs across the U.S. Interactions involve complex issues and confidential communication. This position requires the ability to facilitate collaboration in both face-to-face and virtual venues. They will work in a combination of functional areas such as public relations, administrative support, event coordination and execution, advancement efforts, records management and/or report preparation.
The clinical programs manager must have excellent written and verbal communications skills. They will be expected to interact frequently with a variety of people via email and over the phone. This position entails frequent and substantive interactions both within and outside the University community and involves sensitive and confidential matters requiring good judgment and discretion. The Manager is responsible for facilitating, managing, and coordinating a range of projects and programmatic processes in support of the DFM clinical programs and leadership.
Provides administrative oversight to the DFM’s clinical programs, including, but not limited to, the Osher Center for Integrative Medicine, palliative care, sports medicine, family medicine, and all other identified clinical programs involving DFM faculty. This position will devote substantial time to the administrative oversight of the Osher Center for Integrative Medicine at UW. As a member of the Osher Center leadership team, assists in determining the overall vision, mission, direction, goals and objectives of the Center. Manages the strategic planning process, participates in the establishment and achievement of long range goals related to the management of the Center. Organizes and participates in meetings with clinical faculty and staff, including external partners and internal constituents. Leads/participates in relevant clinical program meetings within the UW and with external partners. Provides all oversight of administrative operations of identified clinical programs, including meetings, events, facilities, HR, IT, security, resource allocation, and internal and external communications. Partners with other DFM leaders to ensure oversight of administrative operations of clinical programs within the DFM and provides strategic planning and recommendations for improvement to the DFM clinical enterprise. Identifies, evaluates and recommends new clinical ventures, affiliations, and partnerships both within the UW and with outside organizations which are consistent with the strategic business plans and the growth and market objectives of the programs and department. Develops and implements policies and procedures, consonant with DFM and UW policies. Interacts extensively Department Vice Chair, Center Director and leadership team to assess administrative and financial needs, and to revise policies and procedures to meet changing needs. Develops effective methods of communicating with faculty, learners, staff, and others. Continuously assesses and improves the efficiency of systems, procedures, and processes.
Administers training programs for the Osher Center and other programs as assigned, including managing the selection process, coordinating appointments with HR, and complying with UW Medicine, UW Schools of Medicine and Nursing, University of WA, Accreditation Council for Graduate Medical Education (ACGME) and National Institutes of Health (NIH) requirements.
Designs and/or implements and evaluates new information systems that improve the efficiency of operations, provide easier access to data, eliminate redundancy, etc. Working with the education and research directors, coordinates seminars, symposia and community lectures and other programs, including community education programs. Negotiates contracts, assists in marketing the course(s), develops and monitors course budgets, and ensures that the course(s) runs smoothly. Identifies opportunities to promote the DFM’s mission and activities. Oversees the development of marketing materials, brochures, newsletters and annual reports. Oversees website development and content for clinical programs. Monitors and screens blog postings. Acts as the administrative liaison between the identified clinical programs and the Department of Family Medicine. Transmits and interprets institutional policies to leadership. Performs other duties, as assigned or requested.
Works with DFM leadership to establish financial goals and measures, monitors financial performance of clinical programs, and ensures ongoing financial support for clinical operations. Prepares and monitors the annual budget for certain clinical programs. Develops, analyzes and interprets financial reports for the purpose of giving advice, preparing statements and projections, and ultimately managing resources. Makes recommendations for cost savings and re-budgeting, and Serves as liaison to the Department with regard to fiscal administrative matters. Administers facilities and space logistics and manages equipment needs of identified clinic sites.
Has responsibility for event planning, including venue identification, communication with invited speakers, advertising for events, registration, and on-site event management. Represents the UW Osher Center as a member of the Osher Collaborative Working Groups, including the Steering Committee and the Administrative Working Group.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
A Bachelor’s degree in a relevant field Four years of relevant administrative experience, or equivalent education and experience. Experience managing budgets. Ability to work well with a team as well as independently. Excellent interpersonal communications and understanding—listening, oral, and written communication skills. Ability to prioritize tasks and set deadlines. Ability to identify problems and develop solutions. High degree of computer literacy. Ability to proficiently use various types of software and reporting systems. Ability to demonstrate professionalism and respect for diverse populations/personnel/colleagues.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Track record in program administration, including marketing and event planning. Experience working in an academic or healthcare setting with physicians. Salary is commensurate with experience and advanced training and education.
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, 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.