Program Operations Specialist (NE S 7)

Job Description

The Department of Family Medicine has an outstanding opportunity for a Residency and Medical Student Program Operations Specialist to join our team.

Position Purpose

The Program Operations Specialist provides educational and programmatic support for the Department of Family Medicine Residency Section (UWFMR) and Medical Student Education (MSE) section. This position serves as an operational bridge across the continuum of medical education supporting program leadership coordinating educational activities and ensuring alignment between medical student and residency programs. The majority of this positions responsibilities focus on coordinating educational activities related to UWFMR educational offerings while also supporting medical student education initiatives electives and leadership operations. Through close collaboration with faculty leaders departmental staff and institutional partners the Program Operations Specialist promotes effective communication operational consistency and high-quality educational experiences for learners from medical school through residency.

Position Complexities

This position supports two high-functioning educational sections within the Department of Family MedicineMedical Student Education (undergraduate medical education) and the Residency Program (graduate medical education)each with distinct policies timelines stakeholders and accreditation requirements. The Program Operations Specialist must understand and navigate the full continuum of medical education exercise independent judgment in managing multiple concurrent priorities and coordinate effectively across departments clinical sites and the WWAMI region. The role involves handling sensitive and confidential information related to students residents faculty and program operations requiring professionalism discretion and adherence to FERPA HIPAA and University data privacy standards in a dynamic academic medical environment. This position reports to the Associate Director of Education for the Department of Family Medicine who oversees both the Residency and the Medical Student Education sections.

Position Dimensions and Impact to the University

The University of Washington Family Medicine Residency Program is proud to be one of the nations premier educational and research institutions. The UW Department of Family Medicine is one of the top Family Medicine departments in the nation. It is essential for the Family Medicine Residency Program and the WWAMI Network to create systems and training that support outstanding patient care and educational experiences. These training experiences must meet and exceed established accreditation and certifying standards to continue recruiting top U.S. medical school graduates.

This position supports operational infrastructure necessary to sustain accreditation standards ensure educational continuity and maintain effective coordination across the residency and medical student education programs.

DUTIES AND RESPONSIBILITIES

Residency Program and Medical Student Education Director Administrative Support (40%)

• Provide high-level administrative and operational support to the Family Medicine Residency Program Director and Medical Student Education (MSE) Section Director ensuring efficient leadership operations effective communication and alignment with departmental institutional and accreditation-related priorities.

• Provide support for the Residency Program and Medical Student Education Directors calendar coordinate meetings and prepare correspondence and meeting materials.

• Collaborate closely with the Residency Program Director and Program Administrator to ensure compliance with ACGME requirements and support curriculum development analysis and evaluation initiatives.

• Plan and coordinate UWFMR meetings and eventsby handling logistics such as scheduling agenda preparation minutes room reservations and layout workshop coordination and audio/visual or virtual platform setup in partnership with the IT Strategist.

• Maintain and schedule the Residency Program calendar including the Northgate Classroom and Conference Room calendars.

• Coordinate resident-facing communications events and announcements ensuring timely dissemination of information include management of the UWFMR email account including promotional materials such as digital content and brochures to support recruitment and community engagement.

• Facilitate the Medical Student Education section faculty performance review process including scheduling soliciting materials editing changes to annual letter etc)

• Creating a process for gratitude towards volunteer faculty for MSE processes

• Coordinate communications for the MSE section including managing related listservs the Medical Student Education section website and Family Medicine Interest Group newsletter

• Represent the Residency Program and Medical Student section to provide administrative updates by attending department and section meetings.

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Residency Event and Program Operations (20%)

• Coordinates and provides administrative support for key residency events including orientation graduation retreats and other program-wide activities. include event planning logistics coordination stakeholder communication and on-site support to ensure smooth execution.

  Provides general administrative support to ensure efficient residency operations including staffing the Northgate Residency Office

  Performing other duties as needed to support the residency programs educational mission.

Medical Student Elective Support (40%)

• Advise medical students on DFM elective options prerequisites permissions and registration processes supporting informed site selection aligned with educational and career goals

• Communicate elective course details including site leadership credentialing and onboarding requirements WWAMI regional considerations and applicable UWSOM policies (e.g. add/drop time off EMR access badging)

• Collaborate with the Assistant Director of Medical Student Education course leaders and preceptors to monitor student progress manage evaluations and grading processes and resolve scheduling or registration issues using sound judgment and initiative

• Serve as a liaison to UWSOM departments including curriculum registrar compliance and student affairs to ensure elective processes remain aligned with current institutional policies and procedures

• Build and maintain effective working relationships with faculty residents WWAMI educators School of Medicine administrators and clinical partners across Seattle and the WWAMI region

• Represent Medical Student Education in elective-related meetings and coordinate time-sensitive communications updates and training for preceptors and site staff

• Support student participation in professional development and engagement opportunities including conferences mentorship programs and partnerships such as Dinner with a Doc in collaboration with AAFP

• Promote Family Medicine educational activities through the student events webpage newsletters and other communication channels highlighting events programs scholarships and resources

• Provide timely accurate and responsive communication to students faculty and staff regarding elective participation and requirements

• Maintain and update course catalog descriptions elective websites and records supporting faculty reviews and promotions

• Ensure all student and program records are managed in compliance with FERPA HIPAA and institutional data privacy standards

MINIMUM REQUIREMENTS

• Bachelors degree in medical related business administration or related field and 2 years of experience; or equivalent experience

DESIRED QUALIFICATIONS

• Experience performing analysis activities design implementation evaluation training and maintenance or equivalent experience.

• Knowledge of business systems analyst duties and key contributor in both project and operational support environments.

• Experience as a functional leader or key contributor in complex collaborative projects that have required significant business process change.

• Proven ability to represent business stakeholders effectively and translate between business and technical requirements.

• Experience working with both internal and contract resources to solve business problems and implement solutions.

• Experience preparing for and managing organizational change.

• Excellent oral and written communication skills.

• Ability to speak and write about technical issues for both technical and nontechnical audiences.

• Ability to navigate in a complex diverse technology environment.

• Ability to manage time effectively while working back and forth between project and operational support tasks.

• Ability to work in an environment with interruptions. Ability to multi-task change assignments as needed and prioritize workload. Simultaneously juggle multiple tasks.

• Demonstrated ability to work independently with minimal supervision.

• Outstanding organizational skills detail-oriented and the ability to work in a deadline driven environment. Strong initiative and follow-through along with problem-solving.

• Ability to maintain positive work atmosphere and handle confidential or sensitive information.

• Experience with UW systems MedHub AMION EPIC ORCA Wordpress FilemakerPro Adobe Connect. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements such as a license/certification/registration.

• Effective interpersonal skills to interact with diverse groups in a team

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

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 their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

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.