UW Medicine

PROGRAM OPERATIONS SPECIALIST

Req #:

246993

Department:

SCHOOL OF DENTISTRY

Job Location:

Seattle Campus

Job Location Detail:

2 or fewer days telework

Posting Date:

06/12/2025

Closing Info:

Open Until Filled

Salary:

$6,617 - $6,700 per month

Other Compensation:

Limited Recruitment:

Open to Department employees only

If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply.

Shift:

First Shift

Benefits:

As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.

Req #: 246993 Department: SCHOOL OF DENTISTRY Job Location: Seattle Campus Job Location Detail: 2 or fewer days telework Posting Date: 06/12/2025 Closing Info: Open Until Filled Salary: $6,617 - $6,700 per month Other Compensation: Limited Recruitment: Open to Department employees only

If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply. Shift: First Shift Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. 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 School of Dentistry has an outstanding opportunity for a Program Operations Specialist to join their team.

The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoy outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. The UW School of Dentistry’s research programs contribute to the fundamental understanding of biologic processes and to the behavioral, biomedical, and clinical aspects of oral health. The School values diversity in its students, staff, faculty, and patient populations. It seeks to foster an environment of mutual respect where objectivity, imaginative inquiry, and the free exchange of ideas can flourish to facilitate personal development, professionalism, and a strong sense of self-worth.

POSITION PURPOSE

The Program Operations Specialist reports directly to the Director for the Office of Regional Affairs & RIDE in the School of Dentistry and performs a wide range of diverse and specialized administrative and management activities to execute and control program operations. The employee regularly exercises independent judgment and discretion in work directly related to management policies or department business operations and has delegated authority to make commitments that affect the Office of Regional Affairs & RIDE operations and the School of Dentistry. The Program Operations Specialist for the Office of Regional Affairs/RIDE is responsible for managing the long term and daily operations of the office concerning all Seattle-based 2nd year Regional RUOP rotations and 4th year Service Learning Rotations (SLR), including operations associated with the program, process/quality improvement initiatives, event panning, and schedules. The Program Operations Specialist works under the direction and supports the Regional Clinical Director (faculty) who oversees the SLR program’s strategic partnerships with community sites, clinical patient care experiences, and students’ progress while on rotation. This position manages 10 to 15 – 2nd year RUOP rotations and all 65 – 4th year SLR rotations and requires robust oversight for the significant volume of students at remote community rotation sites. The incumbent must be able to set priorities and function independently in responding to conflicting deadlines and responding to faculty, staff, and students at UWSOD and our partners at community sites. The RUOP and SLR rotations create significant opportunities for dental students to provide oral health care to rural and underserved patients in our region, a top priority of the UWSOD as we fulfill our mission and that of the University of Washington to improve the health of the State’s population. This position is vital in our work to execute this complex program and to ensure outreach rotations for all students.

DUTIES AND RESPONSIBILITIES

(65%) Rotations:

• Manages all logistics associated with placing and monitoring students at off-campus community rotation sites, within and outside of Washington state. Initiates and maintains relations with community partners. Works collaboratively with all preceptors, their staff, other regional partners and stakeholders. Makes departmental decisions on behalf of the Director for Regional Affairs & RIDE. Fields program calls/requests and refers to the Regional Clinical Director and Regional Affairs Director as needed.
• Prepares program information explaining rotations, requirements, available sites and potential costs for distribution to students.
• Oversees student information and training sessions. Develop procedures to ensure students have obtained the necessary compliance paperwork for participating in rotations. Develop procedures to ensure that clinical services personnel are informed in a timely manner of student absences.
• Oversees students’ extramural rotations; arranges travel, housing and other logistics.
• Oversees travel arrangements for visiting community preceptors or other SOD staff.
• Monitors student progress on rotations. Is on call 24/7 for rotation related emergencies and BBP exposures. Generates reports on funding sources, student progress, site evaluation and other variables for Regional Clinical Director and Director of Regional Affairs/RIDE.
• Manage scheduling of orientations (pre-rotations) and debriefs (post-rotations) with students and community sites. Prepares agendas for meetings as needed, take notes, identify action items, quality improvement initiatives, and prepares minutes for distribution. Tracks and schedules yearly site visits to each external site.
• Manages collection & analysis of all 4th year SOD Student Learning Rotations (SLR) assignments; 63 rotations each for 5 weeks throughout the Academic Year. Leads evaluation for programs involving student external rotations; each program with different measures and requirements, (this includes pre- and post-evaluations, mid assessments and student performance). Assists with numerous data collection & report preparation efforts as needed, including but not limited to, accreditation reports, annual surveys and quarterly federal grant reports.

(20%) Point of Contact:

• Maintains procedures for reviewing and accepting potential remote dental sites to be used for student rotations. Initiates and maintains relations with community partners, e.g. community health clinics, dental offices. Initiates proposed appointments of affiliate faculty for outreach experiences.
• Acts as the primary contact to provide information to students scheduled for extramural rotations.
• Manages Tacoma house check in/check out process with students, resupplies the house with necessities, acts as liaison between students and property owners, and schedules house cleanings between rotations. On call during student travel weekends to support any questions related to flights, rental cars, housing, etc. Fields program calls and requests regarding rotations and affiliations.
• Work collaboratively with all students, faculty, preceptors, their staff, other regional partners and stakeholders.

(10%) Community Outreach

• Develop/manage tracking mechanisms associated with site/preceptor affiliations and calibrations, student placements and academic progress while on rotation, debriefs, and continuous process improvement. Participate in on-site visits to work directly with stake holders and site administration to improve rotation experiences.
• Manages development of 2 all day Continuing Dental Education events for Washington and regional rotation preceptors, to include agenda development, speaker management and site/catering logistics.

(5%) Other

• Anticipate potential management problems, evaluate and make recommendations for appropriate action and keep Directors informed.
• Perform other job-related duties as required.

MINIMUM REQUIREMENTS

• Bachelor’s degree in marketing, Communications, Public Relations, Business, Education or other related fields
• Two to three years of experience in: Program operations and administration. Complex program management experience as well as administration of health professions community clinical rotations.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

CONDITIONS OF EMPLOYMENT

• Work may exceed 40 hours per week.
• Occasional work during evenings and weekends may be required.
• Periodic travel to remote sites in the WWAMI (Washington, Wyoming, Alaska, Montana, Idaho) region as well as Hawaii will be required.

Application Process: The application process 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 access 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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

Open to Department employees only If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply.

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