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The purpose of this position is to provide program operational and administrative management to the Integrated Residency and Fellowship program in the Division of Cardiothoracic (CT) Surgery and the Abdominal Solid Organ Transplant non-ACGME Fellowship program. These programs are part of the Department of Surgery. These programs comprise myriad activities in clinical, training and research on five campuses (UW Medical Center (UWMC), Harborview Medical Center (HMC), Seattle Children’s Hospital (SCH), Puget Sound VA, Northwest Hospital (NWH) and in multiple surgical specialties.
In this capacity, the individual in this position is responsible for the day-to-day operations, administration and management of the programs and will work under the general direction of the faculty Residency and Fellowship Program Directors of these two programs. This position reports to the Surgery Education Division Administrator, with a strongly matrixed reporting relationship to the CT and Transplant Program Directors.
POSITION COMPLEXITIES The individual in this position will succeed with skills that include the ability to quickly grasp the essentials of graduate medical education training, in all aspects, from regulatory at the national level - the Accreditation Council of Graduate Medical Education (ACGME) - application within the School of Medicine and execution in the Department of Surgery specialty programs of Cardiothoracic Surgery and the non-ACGME abdominal transplant program. It is important for this position to understand the differences and similarities between ACGME and non-ACGME programs. The individual in this position must possess or gain understanding of surgical practices, in general and, in particular the specialties of cardiothoracic and solid organ transplant surgery clinical and academic practices and priorities. The individual in this position must be able to inspire the confidence of the program directors of these two programs and achieve expertise and coordination between and among the programmatic specialties. Equally important, they must have high emotional intelligence. They are the front-line for residents, the individual who can offer the most help to new and returning residents as they begin their journey into full medical practice. On one hand, they must provide a sympathetic ear and be an active listener; at the same time they must be able to ensure that residents are adhering to the very strict rules of GME and enforcing issues like duty hours regulations. While they do not teach the clinical parts of the residency program, they are vital to the success of the program and to each resident.
POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY The University of Washington School of Medicine Graduate Medical Education Office is responsible for the administrative oversight and academic quality of the UW School of Medicine’s 118 Accreditation Council for Graduate Medical Education (ACGME)-accredited residency and clinical fellowship programs, including the 4 programs overseen and managed by this position.
UW GME works closely with our residency and fellowship program directors and administrators, departments and hospital and school administration to enhance the quality of the learning environment for our trainees, ensure the safety of our patients, and support innovation in educational methods and clinical care. See UWSOM’s Statement of Commitment to GME.
Our UW GME programs are designed to train skillful physicians and ingrain habits of life-long learning and well-formed ethical and professional modes of practice. Our mission is to guide, motivate and enlighten the next generation of exceptional physicians. Our residency program slots are highly competitive, and we are regularly are in the top 10 in the country. This position is an integral part of making and keeping the residency programs the best in the nation.
JOB DESCRIPTION SUMMARY The Education Division in the Department of Surgery was formed in 2018. The staff team comprising this Division are the Program Administrators who partner with their Program Directors and Associate Program Directors to oversee and manage the ACGME and non-ACGME education training programs across Surgery. The Education Division is led by the Vice Chair for Education, Dr. Karen Horvath and the goals of our Division are to build community and staff expertise in graduate medical education, standardize processes to become more efficient and effective, build infrastructure to help with cross coverage and seamless staff transitions, and create a safe environment where we seek to understand and support each other and our work.
POSITION RESPONSIBILITIES Management of the Cardiothoracic Residency/Fellowship Programs (80%)
Cardiothoracic Integrated Residency Program
Cardiothoracic Fellowship Program
Cardiothoracic Transplant Fellowship
This individual is solely responsible for the administrative management of this important and complex residency program. It has been a pioneer program in integrating the residency and fellowship for the complex specialty of cardiothoracic surgery. Great attention must be paid to all aspects of this innovative training program to ensure stellar results. The duties of this position begin with recruitment activities and proceed through the lifecycle of the resident training. The individual needs to fully understand and set priorities and act independently to ensure all aspects of the residency and fellowships managed.
Review all applications for further review by program directors and other faculty.
Oversee resident and fellow candidate recruitment process: including interview management, and the match process.
Oversight development and maintenance of resident recruitment and informational web sites.
Ensure new residents and fellows are brought into the program accurately, timely and efficiently by managing:
Any/all visa issues
Managing the appointment and credentialing processes
Managing clinical rotations and other deployment activities
Develop and maintain up to the minute knowledge of the ACGME requirements, including institutional, core, and program requirements.
Advise program director of requirements, provide interpretation of ACGME; develop policies and procedures to ensure accreditation requirements are followed.
Work with the Program Director to develop internal policies and procedures for governing the residency and fellowship program in accordance with ACGME accreditation and University requirements.
Ensure programmatic accreditation and reaccreditation are secured. Plan processes around accreditation activities that are efficient, systematized and thorough. Manage the ACGME accreditation site visit process.
Develop and execute the Residency evaluation system, using program-wide technical programs (MedHub).
Manage clinical rotation schedules, ensuring that all residents participate in pre-requisite and requisite requirements.
Manage resident requirements, ensuring residents remain on track to meet requirements for graduation.
Monitor, report and insist on compliance with Resident Work Hours.
Primary interface with the University’s GME office and liaison with the appropriate RRC.
Provide management and oversight of specific program budgets; expends funds; plans and monitors the CT Surgery Education budgets.
Graduation and Off-Boarding
Manage graduation and matriculation activities to next year of residency/fellowship.
Ensure residency files are meticulously complete; transcripts are accessible and graduated residents and fellows understand how to provide information to access their files on an on-going basis.
Management of the Non-ACGME Abdominal Transplant Fellowship (15%)
Overseeing candidate recruitment: planning, coordinating, advertising and arranging interview schedules (including providing copy and/or original content for websites).
Managing the “Match Day” or other standard non-ACGME matching process.
Under the general direction of the Program Directors and in coordination with Department Faculty Affairs, managing the faculty and medical staff appointment processes of the selected candidates as necessary.
Under the general direction of Faculty Affairs, managing and coordinating any Visa issues and processes for international fellows or residents.
Managing the “on-boarding” activities for fellows, including assigning space and equipment, arranging accesses to all systems, and managing the research IRB and animal protocols processes for the Fellow positions.
Providing for their academic support needs such as coordination of any necessary training; assuring compliance with their training needs; and by offering selected administrative assistance (e.g., supporting their administrative needs around conference attendance and other travel-related issues).
Educating fellows around Center program policies, schedules and activities and assuring they understand their administrative responsibilities with respect to the Fellowship Program (teaching duties, rounds, data collection, etc.).
Managing funds associated with the Fellowships as necessary.
Working with Program Directors and other involved entities to ensure Fellows are meeting the requirements of the program.
Assuring all requirements and deadlines are met with outside bodies, including regulatory bodies and program partners.
Managing end of Fellowship activities, including off-boarding, exit events and providing certification.
Maintain Fellow records according to retention rules and provide documents to Fellows or outside entities as needed.
Oversight and Management of CT Program Director Program and Administrative Needs (5%)
Work with Program Director (PD) in support of all aspects of the CT residency program.
Assist PD with administrative duties in support of the CT residency program and
REQUIRED QUALIFICATIONS Education: Bachelor’s degree in Business, Healthcare Administration, Communications, Public Policy, Psychology, Biologic Sciences, or related field. Type and Years of Experience: 3-4 years' experience of progressively responsible programmatic operational and administrative program support of a program with complexity of rules, deadlines, and requirements. Combination of experience and education may substitute for educational or experience requirements. Evaluated on a case by case basis.
Other Required Qualifications
Proficiency in Microsoft Office Suite of products, particularly Word, PowerPoint Outlook
Proficiency in Excel, Access or other data base programs and Project Management programs
Flexible hours are sometimes necessary
Demonstrated ability to meet deadlines
Customer service orientation
Strong organizational skills, must be able to set own work priorities and direct others as necessary
Strong EQ strong written and verbal communication skills
Strong ability to inspire confidence in superiors, peers, and those more junior
Experience working in residency and fellowship programs in a large academic medical setting strongly preferred
Knowledge of medical terminology and clinical practice particularly in surgical specialties
Experience working in MedHub
Experience working with academic medical faculty
Familiarity with faculty appointment process
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 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.