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The purpose of this position is two-fold; to provide program site management to the residency and non-ACGME Fellowship programs rotating or located at Harborview Medical Center. The second focus of this position is to provide operational management to the Department of Anesthesiology office at HMC. The Harborview site is a major clinical site for the Department; the Chief of Anesthesiology at HMC oversees Neuroanesthesia and Trauma. This individual reports to the Manager of Harborview Medical Center’s Anesthesia program, with a highly matrixed relationship to the Chief of HMC Anesthesiology. While this role is not a supervisory role, they will lead many non-clinical program responsibilities and tasks.
This position requires independent decision making, the ability to foresee issues and make recommendations for solutions and then implement solutions. The program specialist will continually look for opportunities to improve systems, communications and operations. This person must be able to work with different program director personalities, be able to foster a relationship of trust, as well as be able to keep the Program Directors’ of the Residency and Fellowships on target and ensure they adhere to deadlines.
The individual in this position must be a self-starter, expert time manager and comfortable with a myriad of different projects and tasks. The individual in this position must be able to act independently and prioritize with ease and accuracy. Day-to-day operations are not specifically assigned and most tasks are completed independently with oversight and guidance from the Manager and Division Chief.
UWMC and HMC have a long history and strong mission of education. As the department continues to build these educational programs and strong clinical presence at HMC, a strong program specialist is a pivotal partner in achieving the mission and program goals.
To be successful in this position, this individual must be highly professional with both written and spoken communication skills, knowledgeable about the overall program and its requirements and able to address issues or appropriately triage. They must be skillful at discerning real questions and issues, empathetic and kind, but able to draw distinctions and boundaries as necessary.
The ideal candidate will be someone who quickly gains understanding of all parts of the mission and goals of the Department and can work as a partner with the faculty and administrative leaders to plan divisional priorities. They must be able to initiate and see to fulfillment the processes to implement these priorities. This individual must be able to work independently and problem solve through the myriad of priorities.
Major responsibilities for this position include:
Non-ACGME Fellowship Program Management =55%
HMC-site Faculty and Residency Program Management =30%
Department Operations and Administration of APM Office =15%
Non-ACGME Fellowship Program Management
This person will provide program development and management of the non-ACGME Fellowship programs: Trauma, Global Health, and Perioperative Quality & Patient Safety. Will provide back-up support for Neuro-anesthesia and Critical Care programs. Responsibilities will include:
Work with Program Directors to develop two new Fellowships: Global Health and Patient Safety & Quality. Development duties will include:
-Learning, understanding and incorporating clinical and research responsibilities into the creation of the Fellowship. Must know and understand the goals of the Fellowship program and ensure that clinical and research duties are commensurate with policies and practices of the specialties and dimensions of the Fellowship Program.
-Ensure appropriate learning milestones are created and adhered to
-Understand, interpret and monitor adherence to overall Fellowship policies and practices of specialty program, UW Medicine and Department of Anesthesiology & Pain Medicine;
-Set systems for monitoring adherence with respect to clinical hours and research hours; set and track rotations and ensure review requirements are met.
Oversee candidate recruitment: planning, coordinating, advertising and arranging interview schedules (including providing copy and/or original content for websites)
Under the general direction of the Program Directors and in coordination with Department Faculty Affairs, manage the faculty and medical staff appointment processes of the selected candidates;
Under the general direction of Faculty Affairs, manage and coordinate any Visa issues and processes for international fellows or residents;
Manage “on-boarding” activities for fellows, including assigning space and equipment, arranging accesses to all systems and managing the research IRB for the fellow positions
Provide for fellows academic support needs such as coordination of any necessary training; assuring compliance with their particular training needs; and offering selected specific individual support (e.g., supporting conference attendance and other travel-related issues);
-Manage Fellowship financial allotments per allotment budget;
-Work with central finance office to ensure funds are requested and appropriately expended;
-Track all expenses to allotments;
-Create allotment reports to assist the Program Directors, Fellows and Division Manager.
Work with Program Directors and other involved entities to set up systems that ensure fellows are meeting the requirements of the program. This includes but is not limited to systems for ensuring clinical commitment, appropriate guidance and progress on research projects and other fellowship requirements.
Develop training plan and train fellows and faculty multi-layered and critical fellowship evaluation process. Training plan will include training on requirements, compliance (importance and interpretation of rules) tools and systems. Included in training will be developing and explaining escalation for non-compliance.
Monitor that evaluations are completed in a timely and accurate manner; if not trigger escalation for non-compliance.
Develop systems to ensure all requirements and deadlines are met with outside bodies, including regulatory bodies and program partners;
Manage end of fellowship activities, including off-boarding and exit events;
Ensure requirements of the Fellowship have been met by each Fellow in order to provide Fellowship certification.
Maintain Fellow records according to retention rules and speak with and provide documents to fellows or outside entities as needed.
Develop and provide end of Fellowship reports for Director and Department to submit to the Fellowship program as well as Department Executive leadership;
HMC-site Faculty and Residency Program Management
Update, revise, communicate and otherwise maintain the resident and medical student schedules for the following, but not limited to: VA, Moderate Sedation training, Emergency Medicine, Pediatrics, Neurosurgery, Surgical Critical Care, Surgery and Internal Medicine
Facilitate monthly resident rotations, sending out communications and instructions and ensure appropriate participation
Maintain SpinFusion, (APM scheduling software), to support manager in noting changes to resident vacation requests and entering the monthly resident call schedule.
Work with SpinFusion to maintain faculty clinical schedules and, incorporate the resident call schedule into the master clinical schedule each month. Work closely with chief resident and department manager to understand variations and complexities in this system.
Organize Patient-Based Learning Discussions (PBLD);
On a monthly basis, verify and reconcile faculty per diem work in OR and communicate with department payroll office to ensure timely payments of per diem faculty;
Assist Chief Certified Registered Nurse Anesthetists (CRNAs) as needed with tasks related to support of CRNAs
Onboard medical students, visiting students, and interns to their internships at HMC;
Manage faculty candidate recruitment activities at HMC including coordinating interview activities with Faculty Affairs team, including assistance with interview committee work.
Work in collaboration with the department chair’s office, HMC chief, and manager to coordinate visiting faculty itineraries and travel arrangements, including expenses, honoraria and other scheduling
Oversee HMC Observership program, respond to inquiries, process applications and ensure compliance.
Department Operations and Administration of APM Office
Provide meeting support such as preparing materials and agendas, managing logistics identifying needs and action items of the Chief. Prepare correspondence stemming from meetings and conferences
Summarize meetings in writing for Clinical Operations at HMC, including but not limited to general hospital committee meetings, departmental meetings and/or other Chief and faculty meetings. Synthesize, document and distribute meeting minutes as assigned.
Be able to independently anticipate annual projects in advance, have appropriate materials ready and available, and facilitate their completion in a timely fashion before deadline dates
Be the face of the Chief’s office – ensuring that all office operations are handled smoothly and efficiently and in a manner that reflects well on HMC Anesthesia Chief’s office.
Ensure Chief’s calendar is organized, updated appropriately and integrated with all facets of his/her job, including educational activities, clinical activities and administrative activities
Professionally manage all inquiries and requests coming into Chief’s/Manager’s office, ensuring appropriate responses. Must know when to escalate issues and when to handle independently
Process faculty and fellow reimbursement requests in a timely fashion
Perform general operational duties in Chief’s office to ensure the office runs smoothly and efficiently
Education: BA – education, business, communications, healthcare management or other relevant
Type and Years of Experience: 2-3 years’ experience in administration / operations with increasing responsibility; previous experience in academic medical setting. Combination of education and experience will be considered on a case-by-case basis;
OTHER REQUIRED QUALIFICATIONS
Detail oriented and strong organizational skills, must be able to set own work priorities
High proficiency using Microsoft Office products including Outlook, Word, Excel, and PowerPoint
Professional presentation of self, department and office to be maintained at all times
Excellent communication skills across a variety of personality styles
Proven interpersonal communication; professionalism; strong written and verbal communication skills
Consistent attendance based on a regular workweek schedule
Ability to learn quickly new online and computer-based systems accurately
Flexible hours are often necessary
Demonstrated ability to meet multiple deadlines
Demonstrated ability to exercise good professional judgment
Team player and able to provide backup as needed
Experience using SpinFusion
Knowledge/experience with UW Residency program requirements
Knowledge of and experience with Fellowship programs
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.