Req #:
247178
Department:
Radiology
Job Location:
Seattle Campus
Posting Date:
06/23/2025
Closing Info:
Closes On 06/30/2025
Salary:
$5,114 - $6,500 per month
Other Compensation:
Limited Recruitment:
Open to UW 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 #: 247178 Department: Radiology Job Location: Seattle Campus Posting Date: 06/23/2025 Closing Info: Closes On 06/30/2025 Salary: $5,114 - $6,500 per month Other Compensation: Limited Recruitment: Open to UW 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.
POSITION PURPOSE
The Program Operations Specialist is managing the day-to-day administration of the Diagnostic Radiology Residency training programs in Radiology. The Program Operations Specialist also functions as a liaison between 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/ operational activities at the various training sites in which applicable trainees rotate.
Within this framework, 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/or 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, PD, and Education Manager regarding planning, developing, and implementing quality improvement projects for the program.
DUTIES AND RESPONSIBILITIES
Accreditation/Compliance Responsibilities- 30%
Remain up-to-date on applicable ABMS requirements and procedures. Ensure that the training program(s) and individual trainees are current and in compliance both in practice and on record
Remain up-to-date on understanding of ACGME policies and procedures, including familiarity with the Common Program Requirements as well as Specialty-Specific requirements and develop program policies to comply with accreditation requirements
Maintain all essential documents and database entries required for program accreditation
Coordinate ACGME site visits, including preparation of the site visit documentation - ensure required documents are available to site visitor as requested and serve as key participant in the site visit
In coordination with Vice Chair of Education, PD, and Education Manager act on citations received during the site visit and recommendations made during the internal review in a timely manner
Maintain understanding of GME policies and procedures to ensure that the training program(s) and individual trainees are current and in compliance both in practice and on record
Interpret and adhere to UW and departmental policies as applicable; this includes developing program policies and procedures based on external requirements
Ensure that training program has program-specific policies such as Effects of Leave, Work Hours, Supervision, Handoff, Eligibility and Selection Criteria
Oversee completion of surveys and ensure information is up-to-date in various GME systems (ABR, FREIDA, ACGME ADS, professional organizations, GMETrack, ERAS, NRMP)
Act as liaison between the PDs and a full range of internal and external offices and individuals
Program Responsibilities-30%
Oversee trainee schedules, including annual rotation schedule and call schedules; maintain current schedules in MedHub and Amion, 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, PD, and Education Manager 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
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 in regards to lecture and faculty evaluation distribution
Regularly manage dissemination information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, and conferences. This includes adherence with all applicable ACGME and GME policies in regards to visiting trainees.
Manager and executive 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)
Oversee 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, PD, and Education Manager establish procedures for candidate recruitment
Ensure adherence to National Resident Matching Program (NRMP) requirements and deadlines
Oversee application review process, contact applicants for interviews, create interview days schedules, and manage interview day activities
Work with Vice Chair of Education, PD, and Education Manager to submit NRMP rank order lists
Maintain trainee online lecture calendar in MedHub – including collecting and uploading lecture schedule, providing lecture reminders, rescheduling cancelled lectures, and maintaining database of lecture statistics and topics
Oversee program Continuing Medical Education (CME) courses and certifications
Collect CPT codes and/or procedure data from sites for trainees
Manage content for program website
Develop and maintain program Standard Operating Procedures (SOPs) and policies for program specific tasks and guidance such as Trainee Leave Handbook, Trainee Reimbursement Procedure, Call Handbook, Grading Policies, etc.
Provide support for applicable program exams and in-services
Prepare and distribute grades
Find meeting space for program needs/events including lectures, interview season rooms, board review sessions, exams, courses, CCC Meetings, PEC Meetings, special sessions
Submit reimbursements per current fiscal policy
Other duties as assigned
Trainee Responsibilities-30%
Oversee and track appointment process for incoming trainees in coordination with appointment and credentialing process requirements provided by the GME Office
Ensure compliance with UW and UW GME credentialing requirements, including medical licenses, DEA licenses, immunizations, ACLS, HIPAA training, Learning Gateway modules, and other training as required
Oversee arrangement for pagers, ID badges, Husky Cards, keys, lab coats, etc. for trainees
Field questions from applicants regarding visas and consult with the GME Office on all visa matters
Advise and act as expert to trainees on policies and procedures, including the Residency Fellowship Position Appointment (RFPA) and Collective Bargaining Agreement (CBA) which outline the terms of resident/fellow appointments and consult with the GME Office as needed
Approve trainee leave requests; maintain leave records
Track trainee attendance
Process Outside Work paperwork (commonly known as moonlighting) for PD approval
Maintain trainee rotation summaries including alternative rotations
Ensure timely completion of summative evaluations by the PD for graduating trainees
Process graduation certificates, in consultation with the GME Office
Oversee preparation of appropriate letters of recommendation for fellowship and job
Complete or prepare verification requests
Manage trainee exit process (deactivating accounts, collecting badges and pages, etc.)
Oversee maintenance of fellow database and hard copy files of current and alumni housestaff
Other duties as assigned
Self/Team Development-10%
Provide innovative, visionary and collaborative initiative.
Continue to grow your own skill set necessary in your position.
Contribute to a team atmosphere in working with all internal/external customers.
MINIMUM REQUIREMENTS
Bachelor's degree in related field, such as business administration, communication, etc.
Two to Three years of experience in administration or office management experience
ADDITIONAL REQUIREMENTS
Must have an interest in medical education and the desire to work in a health care setting
Advanced knowledge of Microsoft Office Products (Word, Excel, PowerPoint, Outlook) and Access and/or other database programs
Experience working with tight deadlines
Able to adapt quickly to changes in work requirements and assignments
Must be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, residents/fellows and other administrative personnel Professional appearance, communication style, and presentation
Excellent communication skills and ability to work with diverse communities
Time management, multi-tasking, detail-oriented and organizational skills and a positive attitude to thrive and succeed in a fast-paced environment
Exhibit problem-solving and decision-making skills, willing to be proactive and take initiative
DESIRED QUALIFICATIONS
Prior experience in an academic and/or health setting preferred
Prior supervisory and/ or management experience preferred Previous experience working with the Graduate Medical Education office and at the University of Washington Familiarity with ACGME, AAMC and other accrediting and regulatory bodies that affect resident and fellow education and training
Knowledge of and experience with University of Washington systems and policies
Mission and Values:
Mission: To improve the health of the public using research-driven, imaging-based care with compassion, expertise, and inclusiveness.
Values:
We treat people with respect and compassion.
We embrace diversity, equity and inclusion.
We encourage collaboration and teamwork.
We promote innovation.
We expect excellence.
CONDITIONS OF EMPLOYMENT
Internal/External Contacts:
UW Customers
Department of Radiology Faculty, Staff, and Trainees UWMC and Health Sciences Staff, Faculty and Trainees GME Leadership and Staff Other related Faculty, Staff, and Trainees Outside staff at accreditation organizations
Supervision:
This position reports to the Education Manager of the Radiology Department. Performs work under general guidance and supervision.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee is regularly required to speak or hear. The employee frequently is required to sit; stand; walk; use hands to write, finger, handle or feel; and reach with hands and arms. The employee must occasionally lift and/or carry up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.
Work Environment:
Schedule is normally 8a to 5p, M-F, but is not always fixed and workload does vary. The incumbent’s first responsibility is to complete tasks rather than keep to a fixed schedule. Flexibility in schedule and intensity of work is necessary.
In person presence is required for the annual graduation event on a Saturday in mid-June, and for new trainee orientation on July 1 (or the next weekday). Other dates may also be required for business needs.
Some travel between sites will be necessary by the UW Health Services shuttle or others
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 UW 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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