Program Operations Specialist (NE S 7) at UW in Seattle, WA

Job description

Job Description The Department of Radiology has an outstanding opportunity for a Program Operations Specialist to join their team. About this Opportunity Reporting to Marcus Maurer, Assistant Director of Education, the Program Operations Specialist is responsible for managing the day-to-day administration of the Nuclear Medicine Residency, PET/CT Fellowship, and Theranostics training programs in Radiology. The Program Operations Specialist works with the Program Directors (PD), other Radiology training programs, Graduate Medical Education (GME) Office, participating sites, and other departments. This position must be knowledgeable about patient care and operational activities at the various training sites in which applicable trainees rotate. This position is located in the Health Sciences Building at Montlake and operates on a Monday through Friday schedule, with 2-3 Saturday mornings per year in lieu of time during the week, at 1.0 FTE. This position is eligible for hybrid telework. Key Responsibilities The Program Operations Specialist manages educational and administrative activities that support the program aims and curriculums and adhere to American Board of Medical Specialties (ABMS), Accreditation Council for Graduate Medical Education (ACGME), and GME requirements. This position must also ensure that institutional, departmental, and program policies and procedures are created and enforced. Lastly, this position will provide input to the Vice Chair of Education, Program Director, and Director of Education regarding planning, developing, and implementing quality improvement projects for the program. Program Responsibilities (50%) Oversee trainee schedules, including annual rotation schedule and call schedules; maintain current schedules in MedHub and Qgenda, updating as appropriate Communicate trainee schedules to the hospitals and paging operators as needed Approve revisions to schedules, and coordinate changes with affiliated sites and personnel throughout year Work with Vice Chair of Education, Program Director, and Director of Education to ensure each rotation has an onboarding procedure, goals and objectives, curriculum, and assessment Ensure number of trainees scheduled at primary teaching sites matches funding allocations Ensure that all Program Letters of Agreement (PLAs) are active, approved, and on file Administer GME Finance billing for applicable trainees Maintain trainee schedule in Qgenda for Nuclear Medicine residents, PET/CT fellows, rotating cardiology fellows, and observers. Arrange for trainee parking needs/payment for regular and call rotations Administer the evaluation process for the programs in MedHub and ensure timely completion by evaluators Ensure timely feedback to applicable faculty regarding lecture and faculty evaluation distribution Regularly manage dissemination of information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, and conferences. This includes ensuring adherence with all applicable ACGME and GME policies regarding visiting trainees. Manage and execute the Clinical Competency Committee (CCC) and semi-annual trainee meetings (populate SharePoint with trainee data for CCC member review; schedule semi-annual trainee meetings, upload semi-annual trainee meeting documentation to SharePoint, work with PD to complete Milestones in ACGME ADS and MedHub) Provide administrative support for ACGME and GME Annual Program Update (ensure that ADS and MedHub are updated accordingly, administer surveys, collect requested program and trainee data and documentation such as scholarly activity, demographics, schedules, site information, initiatives, etc.) In collaboration with the Vice Chair of Education, Program Director, and Director of Education, establish procedures for candidate recruitment Oversee application review process Maintain trainee online lecture calendar in MedHub – including collecting and uploading lecture schedule, providi