University of Washington
Overview
Join to apply for the
Program Operations Specialist
role at
University of Washington . As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty. The Department of Medicine, Division of General Internal Medicine (GIM) has an outstanding opportunity for a Fellowship Administrator (Program Operations Specialist) to join their team. Under the supervision of the Manager of Educational Programs, this position is responsible for day-to-day administration of the divisions ACGME and non-ACGME fellowship programs. GIM fellowships include an ACGME Addiction Medicine Fellowship (Harborview Medical Center) and three non-ACGME programs: Academic Hospitalist Fellowship, Clinical Investigator Fellowship (UW Medical Center) and Health Sciences Research & Development Fellowship (HSR&D) at the VA PSHCS. The Program Operations Specialist will partner with Program Directors to ensure educational quality and compliance with accreditation standards, and will serve as a liaison among Program Directors/Associate Program Directors, residents/fellows, the Office of Graduate Medical Education (GME), participating sites and other departments. The role also provides program support to the divisions Medical Student Addiction Research (MedStAR) Program. Duties and Responsibilities
The following duties are organized by program areas and reflect responsibilities across ACGME and non-ACGME fellowships. ACGME Addiction Medicine Fellowship Operations 70% Manage day-to-day operations of the fellowship programs and ensure compliance with UW GME, ACGME, ABPM, and other stakeholders. Develop and understand ACGME policies and program requirements; modify policies to maintain accreditation where necessary. Develop and monitor program operation budgets, including expense analysis and benefit offset calculations. Develop and maintain resident/fellow schedules (rotation, call, clinic) and manage schedules in MedHub; communicate schedules to hospitals, clinics and paging operators. Advise residents/fellows on training track requirements and adjust schedules as needed. Coordinate information with sites and departments for rotations, evaluations, conferences, interviews, room/course scheduling. Manage off-site rotation schedules and communications with participating departments, VAPSHCS, and clinical sites. Manage fellowship evaluation processes and compile aggregate, anonymous reports for program review. Review expenses, process reimbursements, monitor budgets, and reconcile routinely. Maintain essential documents for accreditation and update ACGME ADS data as required. Manage vacation/leave tracking and payroll review; process tuition payments and facilitate communication with course directors. Facilitate ACGME communications with residents/fellows and faculty; advise on inquiries. Perform other related duties and special projects as assigned.
ACGME Fellow Appointments, Credentialing and Offboarding Manage appointment process for incoming housestaff in coordination with GME requirements. Organize orientation and initiate appointment processes for residents/fellows and visiting residents/fellows. Ensure compliance with credentialing requirements (ACLS, PALS, training) and UW GME credentialing standards. Facilitate visas and related inquiries; arrange for pagers, badges, IDs and access; manage offboarding and graduation processes.
Recruitment Oversee recruitment, interviewing and selection for fellowship programs; coordinate Letters of Agreement with participating sites. Collaborate with PD/APD to set recruitment policies; manage applications and interview processes; coordinate offers and rank lists. Prepare recruitment materials and ensure NRMP/ERAS/NRMP policies are followed.
Maintain Resident/Fellow Files Maintain educational files for current residents/fellows and graduates; archive completed files per retention schedules. Coordinate graduate follow-up surveys and maintain residency databases and records.
Non-ACGME Fellowships Operations 30% Serve as program administrator for Non-ACGME Academic Hospitalist Fellowship, Clinical Investigator Fellowship, and HSR&D Fellowship; liaison with program directors and UW systems. Develop policies, budgets, schedules, and communications for non-ACGME programs; monitor expenses and ensure alignment with funding sources. Manage off-site rotations, evaluations, recruitment, and appointments; coordinate with UW/GME offices on credentialing and appointments. Oversee offboarding and graduation activities for non-ACGME fellows.
Lead Responsibilities Act as the lead on fellowship appointments within GIM, establishing appointments in UW Workday and liaising with Program Directors, Manager of Educational Programs, GIM HR, and the Department of Medicine/UW GME offices.
Minimum Requirements BA in Business Administration, Finance or related field plus a minimum of 2 years related experience.
Equivalent education/experience may substitute for all minimum qualifications, except where legal requirements apply. Additional Requirements Ability to work independently and excellent communication skills (oral and written). Working knowledge of Microsoft Word and Excel; project management experience with data or grant-related systems. Ability to interpret and apply internal/external regulations and policies; strong analytical, collaborative and customer-service orientation. Ability to foster relationships with accrediting agencies and collaborating institutions; adaptability to a changing environment.
Desired Qualifications
Experience administering fellowships. Experience with UW systems (FEC, GCCR, Catalyst, Workday, GrantTracker, ProCard, My Class Resources) and procedures. Experience with federal funding awards (e.g., T32, T42, HRSA, NIH) and knowledge of UW policies and budgeting procedures.
Compensation, Benefits and Position Details
Pay Range Minimum: $61,368.00 annual Pay Range Maximum: $91,200.00 annual Benefits: See UW benefits page for staff Shift: First Shift (United States of America) Temporary or Regular: This is a regular position FTE: 100.00% About The UW
Working at the University of Washington provides a unique opportunity to change lives on our campuses, in our state and around the world. UW employees bring boundless energy, problem-solving skills and dedication to building stronger minds and a healthier world. UW is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information. Disability accommodation requests: Disability Services Office at 206-543-6450 or dso@uw.edu. Applicants must disclose if they are subject to substantiated findings or investigations related to sexual misconduct as required by Washington state law. Seniority level
Entry level
Employment type
Full-time
Job function
Management and Administration
Industries
Higher Education
Note: This refined description preserves the core information from the original posting while removing extraneous formatting and improving structure. It uses only allowed HTML tags and avoids tables, font tags, and excessive breaks. #J-18808-Ljbffr
Join to apply for the
Program Operations Specialist
role at
University of Washington . As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty. The Department of Medicine, Division of General Internal Medicine (GIM) has an outstanding opportunity for a Fellowship Administrator (Program Operations Specialist) to join their team. Under the supervision of the Manager of Educational Programs, this position is responsible for day-to-day administration of the divisions ACGME and non-ACGME fellowship programs. GIM fellowships include an ACGME Addiction Medicine Fellowship (Harborview Medical Center) and three non-ACGME programs: Academic Hospitalist Fellowship, Clinical Investigator Fellowship (UW Medical Center) and Health Sciences Research & Development Fellowship (HSR&D) at the VA PSHCS. The Program Operations Specialist will partner with Program Directors to ensure educational quality and compliance with accreditation standards, and will serve as a liaison among Program Directors/Associate Program Directors, residents/fellows, the Office of Graduate Medical Education (GME), participating sites and other departments. The role also provides program support to the divisions Medical Student Addiction Research (MedStAR) Program. Duties and Responsibilities
The following duties are organized by program areas and reflect responsibilities across ACGME and non-ACGME fellowships. ACGME Addiction Medicine Fellowship Operations 70% Manage day-to-day operations of the fellowship programs and ensure compliance with UW GME, ACGME, ABPM, and other stakeholders. Develop and understand ACGME policies and program requirements; modify policies to maintain accreditation where necessary. Develop and monitor program operation budgets, including expense analysis and benefit offset calculations. Develop and maintain resident/fellow schedules (rotation, call, clinic) and manage schedules in MedHub; communicate schedules to hospitals, clinics and paging operators. Advise residents/fellows on training track requirements and adjust schedules as needed. Coordinate information with sites and departments for rotations, evaluations, conferences, interviews, room/course scheduling. Manage off-site rotation schedules and communications with participating departments, VAPSHCS, and clinical sites. Manage fellowship evaluation processes and compile aggregate, anonymous reports for program review. Review expenses, process reimbursements, monitor budgets, and reconcile routinely. Maintain essential documents for accreditation and update ACGME ADS data as required. Manage vacation/leave tracking and payroll review; process tuition payments and facilitate communication with course directors. Facilitate ACGME communications with residents/fellows and faculty; advise on inquiries. Perform other related duties and special projects as assigned.
ACGME Fellow Appointments, Credentialing and Offboarding Manage appointment process for incoming housestaff in coordination with GME requirements. Organize orientation and initiate appointment processes for residents/fellows and visiting residents/fellows. Ensure compliance with credentialing requirements (ACLS, PALS, training) and UW GME credentialing standards. Facilitate visas and related inquiries; arrange for pagers, badges, IDs and access; manage offboarding and graduation processes.
Recruitment Oversee recruitment, interviewing and selection for fellowship programs; coordinate Letters of Agreement with participating sites. Collaborate with PD/APD to set recruitment policies; manage applications and interview processes; coordinate offers and rank lists. Prepare recruitment materials and ensure NRMP/ERAS/NRMP policies are followed.
Maintain Resident/Fellow Files Maintain educational files for current residents/fellows and graduates; archive completed files per retention schedules. Coordinate graduate follow-up surveys and maintain residency databases and records.
Non-ACGME Fellowships Operations 30% Serve as program administrator for Non-ACGME Academic Hospitalist Fellowship, Clinical Investigator Fellowship, and HSR&D Fellowship; liaison with program directors and UW systems. Develop policies, budgets, schedules, and communications for non-ACGME programs; monitor expenses and ensure alignment with funding sources. Manage off-site rotations, evaluations, recruitment, and appointments; coordinate with UW/GME offices on credentialing and appointments. Oversee offboarding and graduation activities for non-ACGME fellows.
Lead Responsibilities Act as the lead on fellowship appointments within GIM, establishing appointments in UW Workday and liaising with Program Directors, Manager of Educational Programs, GIM HR, and the Department of Medicine/UW GME offices.
Minimum Requirements BA in Business Administration, Finance or related field plus a minimum of 2 years related experience.
Equivalent education/experience may substitute for all minimum qualifications, except where legal requirements apply. Additional Requirements Ability to work independently and excellent communication skills (oral and written). Working knowledge of Microsoft Word and Excel; project management experience with data or grant-related systems. Ability to interpret and apply internal/external regulations and policies; strong analytical, collaborative and customer-service orientation. Ability to foster relationships with accrediting agencies and collaborating institutions; adaptability to a changing environment.
Desired Qualifications
Experience administering fellowships. Experience with UW systems (FEC, GCCR, Catalyst, Workday, GrantTracker, ProCard, My Class Resources) and procedures. Experience with federal funding awards (e.g., T32, T42, HRSA, NIH) and knowledge of UW policies and budgeting procedures.
Compensation, Benefits and Position Details
Pay Range Minimum: $61,368.00 annual Pay Range Maximum: $91,200.00 annual Benefits: See UW benefits page for staff Shift: First Shift (United States of America) Temporary or Regular: This is a regular position FTE: 100.00% About The UW
Working at the University of Washington provides a unique opportunity to change lives on our campuses, in our state and around the world. UW employees bring boundless energy, problem-solving skills and dedication to building stronger minds and a healthier world. UW is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information. Disability accommodation requests: Disability Services Office at 206-543-6450 or dso@uw.edu. Applicants must disclose if they are subject to substantiated findings or investigations related to sexual misconduct as required by Washington state law. Seniority level
Entry level
Employment type
Full-time
Job function
Management and Administration
Industries
Higher Education
Note: This refined description preserves the core information from the original posting while removing extraneous formatting and improving structure. It uses only allowed HTML tags and avoids tables, font tags, and excessive breaks. #J-18808-Ljbffr