Req #: 220117 Department: DEPT. OF NEUROLOGY Job Location: Seattle Campus Posting Date: 05/10/2023 Closing Info: Open Until Filled Salary: $4,859 - 5,833 per month Other Compensation: 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 Department of Neurology has a great opportunity for an organized, discerning, professional, and self-directed Education Program Operations Specialist (POS). This position will work closely with multiple physician Program Directors and will be an integral part of the teaching mission of a $24M department providing cutting-edge clinical care and advancing education and research in the neurosciences.
Our department specializes in the management of vascular disease, as well as disorders of the brain and peripheral nerves, and co-directs the UW Medicine Neurosciences Institute. Our physicians practice at Harborview Medical Center, Northwest Hospital, Seattle Children’s Hospital, the UW Medical Center, Valley Medical Center, the VA Puget Sound Health Care System, and throughout the 5-state WWAMI (Washington, Wyoming, Alaska, Montana, Idaho) Region. Strong training programs and outstanding research programs, including both bench research and clinical trials, characterize the department. More than 200 full-time clinical and research faculty, residents, fellows, and administrative staff comprise the Department of Neurology.
This position provides high-level, administrative support and serves as the departmental contact, expert, and resource for all clerkships, non-ACGME accredited Fellowship Programs, and Continuing Medical Education (CME) accreditation. Development of standard operating policies and the management of records and record retention are essential components of this position.
POSITION COMPLEXITIES
This position requires the organizational ability and time management skills to support multiple programs simultaneously with strict adherence to accreditation requirements and deadlines. The ability to develop a thorough understanding of the various organizational structures both internal and external to the Department of Neurology is crucial: six hospitals, multiple clinics, the UW Graduate Medical Education (GME) office, the UW School of Medicine, the UW Continuing Medical Education office, the United Council for Neurologic Societies (UCNS), and other UW and national organizations. The POS must demonstrate sensitivity to a diverse population of students, fellows, and faculty, reflected by professionalism and excellent interpersonal communication skills. An understanding of department policies, trainings, and records management is also required in order to manage and develop standard operating procedures, training guides, and adhere to internal and external policies and accreditation standards.
Position Dimensions and Impact to the University
Management of the Department’s clinical fellowships programs is critical to the Department’s education and clinical missions to attract and retain top fellows and trainees. The POS must be able to exercise independent judgement and discretion to drive deadlines and ensure the fellowships are compliant across internal and external governing bodies (i.e. UW GME, UCNS). The recruitment process and the management of each unique subspecialty fellowship is particularly complex because the POS must track and clearly communicate all timelines. Missing a critical deadline could result in the delay of securing a new fellow and/or maintaining the required UCNS accreditation of certain fellowships. Furthermore, this could result in potential revenue loss to the Department and negatively affect the Department’s excellent national ranking for post-doctoral education and training. However, if these duties are performed well, the department will attract and retain top talent.
Similarly, structured and timely support of the required Neurology clerkship programs in the UW School of Medicine and the Department’s CME programs is critical. The student educational experience must continue to be high quality and high yield. Required documentation must be submitted to the School of Medicine in a timely manner to ensure student grades are entered into their transcripts. Other documentation required by the Liaison Committee on Medical Education (LCME) must also be appropriately submitted to ensure continued accreditation of UW School of Medicine.
In order to provide Continuing Medication Education (CME) credits to the department physicians, PAs, nurses, and other health care providers, detailed, accurate and timely documentation must be submitted to the UW CME office. Failure to do so will result in loss of CME for health care providers which is required for their continued certification and medical license renewal.
DUTIES AND RESPONSIBILITIES
Management of non-ACGME Clinical Fellowship Programs — 40%
As the primary project manager, direct and manage the day-to-day complexities of the non-ACGME fellowships in Neurology, including:

Design and drive timelines, policies, and procedures for recruiting fellows from a diverse pool of candidates.

Communicate all necessary information to the Program Directors, department faculty, and applicants.

Direct the application review process whether in-person or virtual, schedule interviews between candidates and faculty, assist with travel, schedule complex interview itineraries including day-of logistics.

Monitor fellowship websites and social media to ensure information is up-to-date.

Continually develop and implement process improvements to streamline recruitment and ensure compliance across UW and the Department of Diversity, Equity and Inclusion initiatives.

Work with Human Resources and Finance to generate offer letters in accordance with department and UW guidelines.

Manage the on-boarding process for fellows and ensure medical staff appointments and all access is set-up in advance of the academic year start of July 1 (arrange for pagers, badges, keys, access, lab coats, office space, mailboxes, and annual on-call parking).

Be the subject matter expert regarding all UCNS and GME evaluation policies and train Program Directors, faculty, and staff involved in evaluating fellows on all evaluation requirements, policies, and procedures.

Manage the Clinical Competency Committee (CCC) semi-annual meetings and the Annual Program Evaluation (APE) with the Program Evaluation Committee (PEC) review process for each program and fellow in compliance with the UCNS regulations.

Manage the process of acquiring faculty performance evaluations as it relates to the educational program, incorporating confidential feedback and comments from fellows and other trainees.

Monitor fellow performance and triage performance/HR concerns with the corresponding Program Director.
Education Program Accreditation - 20%

Be the department expert on all UW GME and UCNS program requirements and accreditation policies.

Develop and modify program policies to comply with accreditation requirements as necessary and communicate all changes to Program Directors.

Ensure and regularly audit all fellowship programs to ensure compliance with the required UW Graduate Medical Education Council (GMEC) requirements, including the execution of all non-ACGME accredited GAF applications for each unique and complex fellowship.

Track statistical data, including but not limited to: current fellows, Program Directors, current CVs, scholarly activities, training sites, citations responses, program evaluation methods, and program narrative descriptions for each fellowship, and report this information to the UCNS on an annual basis.

Work with the UW CME Department to submit initial applications (Neurology Day, Neurology Education Series, Tumor Board, etc.); ensure that reconciliation materials are submitted on schedule; ensure that participants receive accreditation materials in a timely manner.
Management of the Department Clerkship Programs — 15%

Develop, implement, and revise Clerkship program policies and procedures in compliance with current goals and expectations, program leadership team input, accrediting and certifying bodies, the UW School of Medicine, and partner medical center requirements.

Advise faculty, trainees, and interdepartmental and outside constituents about program policies, procedures and certification eligibility requirements.

Work with program leadership to provide orientations, complete review processes on established timelines, update and return review documentation for subsequent actions.

Coordinate medical student education orientation, including coordinating case studies and presentations, answer all questions and review schedules.

Administer student and course evaluation processes and extract data from course evaluations for dissemination.

Exercise discretion and independent judgement in handling confidential materials associated with evaluations and outcome measures.

Recommend action to address deficiencies.

Administer grades in order to conclude the clerkship process; maintain information for disseminating evaluations for medical students, faculty and residents in E*Value and in the Visiting Student Learning Opportunities site.

Track data: medical students engaged in research; medical student research publications; presentations at national meetings and other data for the preparation of annual report on medical student research.
ACGME Neurology Residency and Fellowships Support - 15%

Become the ACGME and UW GME policy and procedure expert pertaining to the Adult Neurology Residency and 4 ACGME Neurology fellowship programs (Vascular, Epilepsy, Neuromuscular and Clinical Neurophysiology), including, but not limited to the Common Program Requirements, Specialty-Specific requirements, and develop program policies to comply with accreditation requirements.

Train Program Directors, residents, and other key stakeholders on all UW GME policies and ACGME procedures.

Prepare Program Letters of Agreement (in coordination with the GME Office) with participating institutions and training sites. Ensure agreements are revised as needed.
Other Duties as Assigned – 10%
MINIMUM REQUIREMENTS

Bachelor's Degree in Social Sciences, Communications, Business, Human Resources, or other related field.

Two to three years of work experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS

Excellent verbal and written communication skills.

Ability to independently manage multiple responsibilities concurrently under deadline pressure and changing priorities.

Strong organizational skills, ability to organize and complete tasks and projects independently, effectively, and efficiently.

Ability to consistently apply sound professional judgment and critical thinking to address complex issues and solve problems.

Solid working knowledge of Microsoft Office™ desktop applications.

Proven customer service orientation with demonstrated interpersonal communication skills.

Ability to work with diverse people with tact, diplomacy, discretion, and sensitivity.

Experience working effectively with senior administrators and professionals, including sensitivity to handling confidential information.

Ability to work both independently and collaboratively.
DESIRED QUALIFICATIONS

Expertise with academic human resources policies, processes, and procedures.

Familiarity with ACGME, UCNS, and other accrediting and regulatory bodies.

Experience processing faculty appointments.

Experience in an academic setting.
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 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.