University of Washington
Job Description
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 GIM, has an outstanding opportunity for a Fellowship Administrator (Program Operations Specialist) to join their team. Position Purpose
The University of Washington’s Division of General Internal Medicine (GIM) is one of the top Divisions of General Internal Medicine in the nation. The division spans 9 outpatient clinics at HMC and UWMC, and inpatient care at 4 hospitals in Seattle. GIM is the largest division in the Department of Medicine and includes clinical and research functions with a total annual budget of over $110m. Faculty and staff are spread over 10+ sites around Seattle and the Puget Sound as well as Boise, Idaho. Under the supervision of the Manager of Educational Programs, this position is responsible for day-to-day administration of the division’s ACGME and non-ACGME fellowship programs. The fellowship programs include an ACGME Addiction Medicine Fellowship and three non-ACGME programs: Academic Hospitalist Fellowship, Clinical Investigator Fellowship, and the Health Sciences Research & Development Fellowship Administration (HSR&D). This role partners with the fellowship Program Directors to maintain educational quality, ensure compliance with ACGME accreditation standards and regulatory requirements, and serve as a liaison among Program Directors/Associate Program Directors, residents/fellows, the Office of Graduate Medical Education (GME), participating sites, and other departments. It also provides program support to the division’s Medical Student Addiction Research (MedStAR) Program. Position Complexities
This position leads administrative and operational duties for the Addiction Medicine Fellowship, Hospital Medicine Fellowship, Clinical Investigator Fellowship, and HSR&D Fellowship. It requires knowledge of ACGME requirements for resident and medical student teaching and works closely with GIM Administration, Grant and Finance Managers, and Budget/Fiscal Analysts on grant review and reporting. The role advises faculty, staff, and students on university policies, state and federal regulations, and collaborates with Division, Department and GME staff on the annual fellowship appointment process. Duties and Responsibilities
ACGME Addiction Medicine Fellowship Operations – 70% Manage day-to-day operations of the fellowship programs, ensuring compliance with UW GME institutional office, ACGME, ABPM, and other stakeholders involved in fellowship training. Develop understanding of ACGME policies and procedures; modify program policies to comply with accreditation requirements where necessary. Develop and monitor program operation budgets, including expense limitations and benefit offset calculations. In consultation with each Program Director, develop and maintain resident/fellow schedules (annual rotation, call, and clinic schedules); maintain current schedules in MedHub and update as appropriate. Communicate schedules to hospitals, clinics, and paging operators as needed. Advise residents/fellows on training track educational requirements and adjust schedules to meet requirements. Coordinate information and activities with other services, sites and departments (rotations, evaluations, conferences, interviews, room/course scheduling). Manage off-site rotation schedules (affiliated institutions, away rotations). Communicate with participating Departments, VAPSHCS, and all clinical sites for multi-disciplinary programs. Manage fellowship evaluation processes, compile aggregate reports to maintain anonymity, and review with fellowship directors. Review program expenses, process reimbursements, monitor budgets, and perform routine reconciliation. Maintain essential documents for program accreditation; assist with ADS entries (residents/fellows, faculty, sites, evaluations). Manage vacation/leave tracking and payroll review for accuracy. Process tuition payments and facilitate communication between fellows and course directors. Facilitate ACGME communications to residents/fellows and faculty; advise on issues or inquiries. Perform other related duties and special projects as assigned. ACGME Fellow Appointments, Credentialing and Offboarding Process Manage appointment processes for incoming housestaff in coordination with GME requirements. Understand division/department involvement in credentialing (payroll coordinators and others). Organize and schedule program-specific new resident/fellow orientation; initiate appointment processes for incoming residents/fellows and for visiting residents/fellows. Establish and ensure compliance with program-specific credentialing requirements (e.g., ACLS, PALS, simulation training). Ensure compliance with UW and UW GME credentialing requirements (licenses, registrations, immunizations, HIPAA training, Learning Gateway modules, etc.). Facilitate application processes for visiting residents/fellows; complete electronic health record (EHR) training registrations as required. Field visa questions and consult with GME Office and Academic HR on visa matters. Arrange pagers, ID badges, Husky Cards, keys, lab coats, etc., for residents/fellows. Facilitate appointment changes from ACGME to non-ACGME roles; coordinate funding changes with AAC and GME. Assist in letters of recommendation and graduation verifications; organize annual graduation activities. Manage offboarding activities including follow-up surveys, graduation certificates, UW Medicine account access termination, and returning pagers/badges. Recruitment Oversee recruitment, interviewing and selection; prepare letters of agreement with GME Office and participating sites; update as needed. Collaborate with PD/APD to establish annual recruitment policies and procedures. Manage program information in FREIDA, ERAS, and NRMP/SF Match; coordinate interview processes and final rank lists. Produce recruitment materials and maintain web and social content. Ensure NRMP policies and deadlines are followed. Maintain Resident/Fellow Files Maintain educational files for current residents/fellows and graduates; archive files per UW retention schedules. Coordinate graduate follow-up surveys; maintain residency databases and alumni files. Non-ACGME GIM Fellowships Operations – 30% This role administers the Non-ACGME Academic Hospitalist Fellowship, Clinical Investigator Fellowship, and HSR&D Fellowship; liaises with respective Program Directors and establishes appointments in UW systems. Manage day-to-day operations and budgets; ensure compliance with UW GME, funding sources, and stakeholders. Develop and monitor program policies and budgets; align costs with funding sponsor requirements. Develop schedules; communicate with hospitals and clinics; advise on training requirements. Coordinate evaluations, rotations, and site activities; manage off-site rotations; communicate with external sites. Oversee fellow appointments, credentialing, and offboarding processes similar to the ACGME programs. Non-ACGME Fellow Appointments and Offboarding Process Manage appointment processes for incoming non-ACGME fellows; coordinate with division/Department staff. Organize orientation, credentialing, visas, and related onboarding/offboarding tasks; ensure graduation activities and verifications. Recruitment (Non-ACGME) Oversee recruitment and selection; manage offers and recruitment materials. Coordinate applicant recruitment policies with the PD/APD; ensure adherence to non-ACGME requirements and deadlines. Maintain Resident/Fellow Files (Non-ACGME) Maintain educational files for all current and past non-ACGME fellows; archive as required. Lead Responsibilities The Program Operations Specialist will serve as the lead on fellowship appointments within GIM, with primary responsibility for establishing appointments in the UW Workday system, and will liaison with Program Directors, the Manager of Educational Programs, the GIM HR Manager, and the Department of Medicine and School of Medicine GME office regarding fellow appointments. Minimum Requirements
BA in Business Administration, Finance or related field plus a minimum of 2 years related experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. Additional Requirements
Ability to work independently. Excellent communication skills (oral and written). Working knowledge of Microsoft Word and Microsoft Excel. Project management experience with data-related or grant-related systems. Ability to interpret and apply internal and external regulations and policies governing sponsored research; strong analytical, collaborative, and customer service orientation. Ability to foster relationships with accrediting agencies and partners; adaptable to changing environment. Desired Qualifications
Experience administering fellowships. Experience with UW systems (FEC, GCCR, Catalyst, Workday, GrantTracker, ProCard, My Class Resources) and University procedures. Experience with federal funding awards (T32, T42, HRSA, NIH-sponsored awards). Knowledge of UW policies, regulations, and budget 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 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. UW employees enjoy benefits, opportunities for professional growth, and a diverse, intellectually exciting environment. Our Commitment The University of Washington 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 substantiated findings or investigations related to sexual misconduct where applicable under Washington state law.
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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 GIM, has an outstanding opportunity for a Fellowship Administrator (Program Operations Specialist) to join their team. Position Purpose
The University of Washington’s Division of General Internal Medicine (GIM) is one of the top Divisions of General Internal Medicine in the nation. The division spans 9 outpatient clinics at HMC and UWMC, and inpatient care at 4 hospitals in Seattle. GIM is the largest division in the Department of Medicine and includes clinical and research functions with a total annual budget of over $110m. Faculty and staff are spread over 10+ sites around Seattle and the Puget Sound as well as Boise, Idaho. Under the supervision of the Manager of Educational Programs, this position is responsible for day-to-day administration of the division’s ACGME and non-ACGME fellowship programs. The fellowship programs include an ACGME Addiction Medicine Fellowship and three non-ACGME programs: Academic Hospitalist Fellowship, Clinical Investigator Fellowship, and the Health Sciences Research & Development Fellowship Administration (HSR&D). This role partners with the fellowship Program Directors to maintain educational quality, ensure compliance with ACGME accreditation standards and regulatory requirements, and serve as a liaison among Program Directors/Associate Program Directors, residents/fellows, the Office of Graduate Medical Education (GME), participating sites, and other departments. It also provides program support to the division’s Medical Student Addiction Research (MedStAR) Program. Position Complexities
This position leads administrative and operational duties for the Addiction Medicine Fellowship, Hospital Medicine Fellowship, Clinical Investigator Fellowship, and HSR&D Fellowship. It requires knowledge of ACGME requirements for resident and medical student teaching and works closely with GIM Administration, Grant and Finance Managers, and Budget/Fiscal Analysts on grant review and reporting. The role advises faculty, staff, and students on university policies, state and federal regulations, and collaborates with Division, Department and GME staff on the annual fellowship appointment process. Duties and Responsibilities
ACGME Addiction Medicine Fellowship Operations – 70% Manage day-to-day operations of the fellowship programs, ensuring compliance with UW GME institutional office, ACGME, ABPM, and other stakeholders involved in fellowship training. Develop understanding of ACGME policies and procedures; modify program policies to comply with accreditation requirements where necessary. Develop and monitor program operation budgets, including expense limitations and benefit offset calculations. In consultation with each Program Director, develop and maintain resident/fellow schedules (annual rotation, call, and clinic schedules); maintain current schedules in MedHub and update as appropriate. Communicate schedules to hospitals, clinics, and paging operators as needed. Advise residents/fellows on training track educational requirements and adjust schedules to meet requirements. Coordinate information and activities with other services, sites and departments (rotations, evaluations, conferences, interviews, room/course scheduling). Manage off-site rotation schedules (affiliated institutions, away rotations). Communicate with participating Departments, VAPSHCS, and all clinical sites for multi-disciplinary programs. Manage fellowship evaluation processes, compile aggregate reports to maintain anonymity, and review with fellowship directors. Review program expenses, process reimbursements, monitor budgets, and perform routine reconciliation. Maintain essential documents for program accreditation; assist with ADS entries (residents/fellows, faculty, sites, evaluations). Manage vacation/leave tracking and payroll review for accuracy. Process tuition payments and facilitate communication between fellows and course directors. Facilitate ACGME communications to residents/fellows and faculty; advise on issues or inquiries. Perform other related duties and special projects as assigned. ACGME Fellow Appointments, Credentialing and Offboarding Process Manage appointment processes for incoming housestaff in coordination with GME requirements. Understand division/department involvement in credentialing (payroll coordinators and others). Organize and schedule program-specific new resident/fellow orientation; initiate appointment processes for incoming residents/fellows and for visiting residents/fellows. Establish and ensure compliance with program-specific credentialing requirements (e.g., ACLS, PALS, simulation training). Ensure compliance with UW and UW GME credentialing requirements (licenses, registrations, immunizations, HIPAA training, Learning Gateway modules, etc.). Facilitate application processes for visiting residents/fellows; complete electronic health record (EHR) training registrations as required. Field visa questions and consult with GME Office and Academic HR on visa matters. Arrange pagers, ID badges, Husky Cards, keys, lab coats, etc., for residents/fellows. Facilitate appointment changes from ACGME to non-ACGME roles; coordinate funding changes with AAC and GME. Assist in letters of recommendation and graduation verifications; organize annual graduation activities. Manage offboarding activities including follow-up surveys, graduation certificates, UW Medicine account access termination, and returning pagers/badges. Recruitment Oversee recruitment, interviewing and selection; prepare letters of agreement with GME Office and participating sites; update as needed. Collaborate with PD/APD to establish annual recruitment policies and procedures. Manage program information in FREIDA, ERAS, and NRMP/SF Match; coordinate interview processes and final rank lists. Produce recruitment materials and maintain web and social content. Ensure NRMP policies and deadlines are followed. Maintain Resident/Fellow Files Maintain educational files for current residents/fellows and graduates; archive files per UW retention schedules. Coordinate graduate follow-up surveys; maintain residency databases and alumni files. Non-ACGME GIM Fellowships Operations – 30% This role administers the Non-ACGME Academic Hospitalist Fellowship, Clinical Investigator Fellowship, and HSR&D Fellowship; liaises with respective Program Directors and establishes appointments in UW systems. Manage day-to-day operations and budgets; ensure compliance with UW GME, funding sources, and stakeholders. Develop and monitor program policies and budgets; align costs with funding sponsor requirements. Develop schedules; communicate with hospitals and clinics; advise on training requirements. Coordinate evaluations, rotations, and site activities; manage off-site rotations; communicate with external sites. Oversee fellow appointments, credentialing, and offboarding processes similar to the ACGME programs. Non-ACGME Fellow Appointments and Offboarding Process Manage appointment processes for incoming non-ACGME fellows; coordinate with division/Department staff. Organize orientation, credentialing, visas, and related onboarding/offboarding tasks; ensure graduation activities and verifications. Recruitment (Non-ACGME) Oversee recruitment and selection; manage offers and recruitment materials. Coordinate applicant recruitment policies with the PD/APD; ensure adherence to non-ACGME requirements and deadlines. Maintain Resident/Fellow Files (Non-ACGME) Maintain educational files for all current and past non-ACGME fellows; archive as required. Lead Responsibilities The Program Operations Specialist will serve as the lead on fellowship appointments within GIM, with primary responsibility for establishing appointments in the UW Workday system, and will liaison with Program Directors, the Manager of Educational Programs, the GIM HR Manager, and the Department of Medicine and School of Medicine GME office regarding fellow appointments. Minimum Requirements
BA in Business Administration, Finance or related field plus a minimum of 2 years related experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. Additional Requirements
Ability to work independently. Excellent communication skills (oral and written). Working knowledge of Microsoft Word and Microsoft Excel. Project management experience with data-related or grant-related systems. Ability to interpret and apply internal and external regulations and policies governing sponsored research; strong analytical, collaborative, and customer service orientation. Ability to foster relationships with accrediting agencies and partners; adaptable to changing environment. Desired Qualifications
Experience administering fellowships. Experience with UW systems (FEC, GCCR, Catalyst, Workday, GrantTracker, ProCard, My Class Resources) and University procedures. Experience with federal funding awards (T32, T42, HRSA, NIH-sponsored awards). Knowledge of UW policies, regulations, and budget 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 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. UW employees enjoy benefits, opportunities for professional growth, and a diverse, intellectually exciting environment. Our Commitment The University of Washington 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 substantiated findings or investigations related to sexual misconduct where applicable under Washington state law.
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