Req #: 243451 Department: UW SCHOOL OF MEDICINE Job Location Detail: HSB A300. 2-3 days in office/2-3 days telework Posting Date: 02/12/2025 Closing Info: Open Until Filled Salary: $5,114 - $6,113 per month Shift: First Shift Notes: 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-contract-covered-exempt-20250130-a11y.pdf) 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 Program Operations Specialist will provide administrative management support for the University of Washington School of Medicine’s Medical Student compliance, onboarding and credentialing services for clinical training, visiting medical student program arranged through state collaborations at the AAMC Visiting Student Learning Opportunities (VSLO) application, and international visiting medical student programs. This position serves as the liaison and resource for the School of Medicine’s 1,100 medical student and faculty distributed across the five state WWAMI (Washington, Wyoming, Alaska, and Montana and Idaho) region, including six Foundation campuses and over 200 clinical training sites. The management skills for this position are complex as they encompass a wide range of activities and interactions with all medical students, high level faculty, academic leadership, and institutional members, staff, and all the collaborative partners. This position is expected to play a significant role in achieving success of SoM programs; review and analyze policies and procedures, plan and project future needs to meet programmatic goals. The program operations specialist requires a high degree of initiative, independent decision-making, exceptional professionalism and communication skills, and problem-solving skills, along with the ability to organize and prioritize many competing tasks from deans, faculty, directors and department staff, and staff and students across the WWAMI region. This position requires proven ability to handle senior level confidential information with a high level of tact, discretion and diplomacy, working independently under pressure of frequent deadlines and changing priorities. The Program Operations Specialist position in the Compliance Unit represents the Office of Student Affairs in managing School of Medicine (SoM) initiatives and providing administration and day-to-day management of activities to ensure operational efficiency. The Program Operations Specialist reports directly to the Director of Compliance. The position serves as the liaison and resource for the School’s 1,100+ medical student and faculty distributed across the five state WWAMI (Washington, Wyoming, Alaska, Montana and Idaho) region including six Foundation campuses and over 200 clinical training sites, in managing the compliance program for medical student as well as onboarding and credentialing services for clinical training, visiting medical student program arranged through state collaborations at the AAMC Visiting Student Learning Opportunities Program, and international visiting medical student programs. The Program Operations Specialist is expected to independently interpret and implement state and federal administrative policies and procedures. This position will exercise independent judgment, solve problems, supervise, and develop innovative approaches to the management of a wide variety of medical student compliance programs and SoM initiatives. **DUTIES AND RESPONSIBILITIES** **Program Management and Operations (45%)** • Oversee, manage, and track a comprehensive compliance program pertaining to over 1,100+ confidential medical student and compliance requirements (such as, HIPAA training, criminal background checks, drug testing, basic life support, immunization compliance, infection control training, and data stewardship training and etc.) consulting as needed with the Director of Compliance and other units within the Academic Affairs Office, including dean’s office and departmental faculty and staff to advise and respond to questions. • Use the holistic student services framework to design, implement and assess a proactive, educational, and student-centered compliance program, onboarding and credentialing services from admission to graduation. • Establish, implement, and update policies and procedures for improving operational efficiencies, including maintaining policies and procedures manual for the medical compliance, visiting medical students, and international medical student programs. Interpret and independently understand these policies and procedures to support and manage student data in the E*Value administrative system and Castlebranch database, ensuring compliance with required protocols, regulations, and laws, such as HIPAA, FERPA, and LCME requirements. • Manage student drug testing protocol, by processing results from the Castlebranch database website for students who need to complete drug test for upcoming rotations, while maintaining strict confidentiality. Communicate and refer confirmed positives to the Director of Compliance. • Develop and maintain internal systems to track student completion of the UW Respiratory Protection Policy requirements, including medical clearance and associated waivers, training requirements, and completion of fit testing (N95 or approved alternative). Support regional Foundations Phase campus deans and administrators that choose to organize fit testing clinics by identifying potential vendors and central contract negotiations to protect student privacy and comply with UW policies and procedures. Collect, process, and store fit testing records from students. • Plan and implement N95 fit testing clinics upon request from the appropriate WWAMI regional dean. Work closely with the contracted vendor to schedule students, procure the necessary equipment and supplies, reserve the rooms, and staff the clinic. Track and reconcile student payments, reporting revenue to ARRA administration. Staff fit testing clinics for the Seattle campus upon request of the Seattle Foundations Assistant Dean or Associate Dean for Student Affairs. • Complete routine credentialing requests from students. Work closely with the Compliance Director to determine appropriate action for any new credentialing requests. • Develop and maintain internal systems for receiving, logging, checking, and following up on all required application supplemental materials, including application fee payments related to over 900 visiting student applications through the AAMC’s Visiting Student Learning Opportunities (VSLO) database. • Serve as primary point of contact and administrator for the University of Washington for Host Institution Visiting Student Learning Opportunities (VSLO) for U.S. Visiting Students, verifying completeness and quality of application material; inquire and refer incomplete applications to applicants and their institution placement office. Problem-solve with the student and the clinical department to resolve barriers in promoting visiting students to an eligible status. • Schedule and track visiting medical students and international medical students to ensure that tuition and fees are paid and that they are compliant with SOM malpractice insurance requirements prior to starting their rotations. Consult, as necessary, with clerkship departments, curriculum office, and academic learning technologies, to troubleshoot scheduling problems. • Oversee the UW SOM Ambassador Award Program in collaboration with the Compliance Director and the Global Health Resource Center. Participate on the selection committee for UW students’ recipients of the Ambassador Award. Assess applicants for eligibility and provide recommendations to the selection committee. • Assess and match award recipients with incoming visiting students, ensuring that all compliance processes are accurately documented. Facilitate meetings with Ambassadors and their visitors. Manage the disbursement of funding for the Ambassador Award for those UW students who have completed their assignments and fulfill their commitment as Ambassadors. • Manage non-clinical access for students in the Foundations Phase to the UW Medicine electronic medical records system. Consult with the SOM Academic Learning Technologies team and the SOM Registrar to perform annual audits of student status and to report changes in status to the User Access Administration (UAA). • Work closely with the UAA to activate new student email accounts upon matriculation. Communicate detailed instructions to incoming first year students regarding policies and use of their UW Exchange email accounts. • Respond to requests from the UAA to contact students who are out of compliance with UW Medicine email and information security policies. Work in partnership with the Director of Compliance and the Associate Dean for Student Affairs to remediate student’s non-compliant status. Respond to requests from UW IT Services Help Desk to contact students whose UW NetIDs have been disabled due to compromised email accounts as determined by the Office of the CISO. • Develop and maintain various compliance guidelines, forms, templates, and other tools to aid unit in the establishment and ongoing management of continuously process improvement. • Maintain the compliance and visiting student websites. Collaborate with clinical departments on updating their webpages on the visiting student website. Working with UW Medicine IT, ensure that websites have current content, policies and links at all times. • Delegates tasks appropriate for assigned student assistants, provides necessary training and ensures the work is correctly and successfully accomplished. **Document Analysis, Reporting, and Communications (40%)** • Analyze and provide summary program reports and findings of student out of compliance and works with students to determine course of action to resolve compliance issues. Counsel and advise medical students on School of Medicine compliance policies and procedures, exercising discretion and maintaining confidentiality of program, medical, financial, student, and other sensitive information. • Track medical student status for the annual Personal Accountability and Commitment to Patient Safety Certificate of Recognition. Working closely with SOM Academic Learning Technologies on reporting resources. • Research, design, and deliver compliance presentations for students. Anticipate and track program reports and presentation deadlines assuring compliance with accreditation and state-specific contracts. • Develop written communication material for the Vice Dean of ARRA to approve faculty sponsors for international students, including letters to international medical student applicants and issue B1 visa letters. • Compose and prepare reports, statistical reporting information, and correspondence and guidelines. Provide edit, draft changes, organize final draft, oversee production and distribution of written materials and reports on timeline, while maintaining strict confidentiality. • Conduct comprehensive training and continued support to all new departmental administrative staff on medical student compliance, visiting medical student, and international medical student programs’ policies and procedures. Manage data management system, review data input, and troubleshoots technical equipment, database and software issues. • Develops and maintains records for regulatory compliance. Initiates investigations and routine monitoring for program compliance and/or in response to reports of non-compliance or concerns. Responds to notifications of contract non-compliance, or other discrepancies and reports findings to the Director of Compliance and administration, as appropriate. • Keeps knowledgeable of current school, state, and federal compliance requirements by screening bulletins and current regulations pertinent to various reports, applications and other matters. • Examine and review fiscal analysis and provide recommendation on costing methodologies to reconcile roster reports against tuition fees, ensuring corrective action is taken to balance out budget. **Operational Support (15%)** • Serve as the liaison for providing guidance and recommendations to administration, faculty, staff, and students in compliance and risk management, visiting medical student, and international medical student programs questions and issues. • Assist with in-person exam proctoring and School of Medicine programs and events as needed. • Participate in Student Affairs staff meetings and other department activities. • Assist with other high priority School of Medicine events managed by the Office of Student Affairs, such as orientation, graduation, the white coat ceremony, and Match Day. • Perform other duties as assigned. **MINIMUM REQUIREMENTS** • Bachelor’s degree in Education, Business, Social Sciences or related field. • At least two years of experience with progressively increasing responsibility as a program coordinator or project manager. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS** • Working knowledge of and skill with Microsoft Office, including Outlook,Word, Excel, and Powerpoint. • Excellent oral and written communication and organizational skills. • Ability to take initiative and work independently with a high degree of reliability, accuracy and productivity. • Demonstrated experience working in large, highly structured environments. **DESIRED QUALIFICATIONS** • Experience providing support or advising to learners in an educational setting, preferably in higher education. • Experience providing onboarding and credentialing services to employees or learners in a healthcare system environment. • Experience working with healthcare system and/or medical school information technology systems associated with compliance or credentialing for clinical environments (e.g., VSLO, Evalue, CastleBranch, and Canvas). **OTHER CONDITIONS OF EMPLOYMENT** • Dress attire is business casual. • Standard working hours are 8AM – 5PM, Monday through Friday. **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 log into your “My Jobs” page. If you choose 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. University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.