Req #: 240144 Department: Orthopaedic Surgery & Sports Medicine Appointing Department Web Address: http://www.orthop.washington.edu Job Location Detail: Hybrid work available Posting Date: 10/16/2024 Closing Info: Open Until Filled Salary: $5,000 - $6,500 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-staff-20230701\_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 Department of Orthopaedics and Sports Medicine has an outstanding opportunity for a Program Operations Specialist to join their team.** **POSITION PURPOSE** The Program Operations Specialist manages all aspects of the department’s Medical Student Education Program, exercising substantial responsibility for the success of both the program and its participants (e.g. medical students). The Medical Student Education Program consists of rotating Clerkships (20+) in multiple Orthopaedic sub-specialties throughout Seattle and the WWAMI region; Preceptorships for first and second year medical students, one-month clinical electives for visiting 4th year medical students; as well as regularly scheduled educational events and lectures (e.g. Grand Rounds, LeCocq). The Program Operations Specialist ensures Program compliance with institutional (e.g. University of Washington (UW), UW School of Medicine, Continuing Medical Education (CME), Accreditation Council for Graduate Medical Education (ACGME)), Departmental, and sponsor policies, procedures, and data reporting requirements, and revises and establishes new Medical Student Education Program policies, procedures, and methods as necessary in order to maintain compliance. The Program Operations specialist exercises substantial responsibility for ensuring the Medical Student Education Program’s success, from setting goals and objectives, to screening of candidate applications, to reporting performance evaluation data, to post-program career advising. The Program Operations specialist is also responsible for obtaining, allocating, and administering grant and other sponsor funding for the program. **POSITION COMPLEXITIES** The Program Operations Specialist is responsible for managing the Department of Orthopaedics & Sports Medicine’s Medical Student Education Program, which consists of multiple 21 clerkships, preceptorships, and clinical electives, encompassing more than 11 Orthopaedic subspecialties, geographically dispersed throughout Seattle and the WWAMI region. The Program Operations Specialist must continuously review, revise, and establish new Program policies, procedures, and methods in order to stay compliant with both institutional policies governing the Program (e.g. UW, GME, ACGME) as well as the unique clinical operational and credentialing policies at each site. The Program Operations must have in-depth knowledge of Program goals, objectives, and prerequisites in order to screen Program candidates and make recommendations as to their suitability, subspecialty rotations, and physician mentor matches. Over 100 medical students, 35 faculty members and 40 housestaff participate in the program each year. The Program Operations Specialist is also responsible for making judgments as to the success of the Program and its participants, through the collection and reporting of evaluations and other performance based data. The person in this position must continually update and develop Program offerings/curriculum, in order to ensure its ongoing relevance. The Program Operations specialist is also responsible for obtaining, allocating, and administering grant and other sponsor funding for the program. **POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY** This position supports the University’s primary educational objective as well as the Department of Orthopaedics & Sports Medicine’s mission to train future generations of orthopaedic surgeons. The Program Operations Specialist (Medical Student Education Program) manages a program that provides educational opportunities to over 100 medical students annually and educational content and opportunities for faculty and staff (>100) both internally and externally. The Program Operations Specialist directly manages approximately $55K+ in funding, with access to additional Departmental funding resources as required. **DUTIES AND RESPONSIBILITIES** Manage the Department of Orthopaedics & Sports Medicine’s Medical Student Education Program + **(40%) Administer all aspects of the Department’s 20 clerkships in the Seattle & WWAMI (Washington, Wyoming, Alaska, Montana, and Idaho) region.** This includes, but is not limited to: ensuring the clerkships are compliant with institutional (e.g. UW SOM) and Departmental policies and establishing and/or revising Program policies, procedures, and methods as needed; setting goals and objectives for the Program; reviewing candidate applications to verify prerequisites and minimum qualifications are met; using specialized knowledge of various clinic/clerkship sites and clinic operations to onboard medical students (e.g. credentialing, EHR training, clinic orientation, badging and access); Serve as a liaison to site coordinators and submit new course application for review to the UW School of Medicine Curriculum Office ; Collect, analyze, and report performance data (e.g. evaluations, final grades); and obtain, allocate, and administer grant funding for the program . The Program Operations Specialist is also responsible for attending the School of Medicine’s Regional Affairs Meetings and Quarterly meetings, as a representative of the Program and Department. + **(15%) Administer all aspects of the Department’s preceptorships.** Preceptorships are mentoring experiences for first and second year medical students. Management includes, but is not limited to: identifying practicing physicians interested in participating in the program; establishing Program goals and objectives; reviewing candidate applications to verify prerequisites and minimum qualifications are met; assigning students to preceptors and assisting with any necessary credentialing paperwork; ensuring compliance with institutional (e.g. UW SOM) and Departmental policies, and modifying Program policies, procedures, and methods as needed; and collect, analyze, and report performance data (e.g. evaluations, final grades). + **(20%) Administer all aspects of Visiting 4th Year Student program.** The Department offers one month clinical electives for visiting 4th year medical students. The Program Operations Specialist will: ensure compliance with institutional (e.g. UW SOM) and Departmental policies, and modifying Program policies, procedures, and methods as needed; establish Program goals and objectives; partner with the Visiting Student Office (VSAS) to collect candidate applications; review applications to verify prerequisites and minimum qualifications are met; schedule, coordinate, and onboard medical students at respective facilities; obtain, allocate, and administer funding; collect, analyze, and report performance based data. + **(20%) Manage Departmental educational events.** Including: monthly Grand Rounds, the annual LeCocq Lecture, and Resident Research Day. This includes, but is not limited to: ensuring compliance with institutional financial and educational (e.g. CME) policies; identifying and arranging for visiting speakers for events; making logistical arrangements; submitting outcome summaries; submitting evaluation data and analyzing to evaluate the success of the offering as well as participants; obtain, allocate, and administer sponsor funding as needed (e.g. LeCocq); coordinating and serving as point person the day of the events. + **(5%) Manage the Department’s Career Advising Program** Partner medical students with departmental faculty to discuss planning rotation schedules and preparing for the residency application process. Serve as a liaison for students and faculty who participate in the Orthopaedic Surgery and Sports Medicine Interest Group for UW SOM. Attend monthly UW SOM career advising meetings and work closely with the UW SOM Office of Career Advising. Work closely with the orthopaedic department’s career advisors and lead career advisor, assigning appropriate mentorship for medical students applying in orthopaedic surgery, scheduling department advising meetings for students, keeping updated list of students interested in applying in orthopaedic surgery, and manage a listserv for regular communications to UW SOM medical students that are interested in orthopaedic surgery throughout the year. **MINIMUM REQUIREMENTS** + Bachelor's Degree in Business Administration, Liberal Arts, a Scientific Discipline, or related field and 2 years experience administering a Medical Education Program (e.g. clerkships, preceptorships) in an academic environment; or equivalent education and experience **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS** + Proven organizational skills which highlight ability to develop, use and maintain systems to track information and materials. + Proven administrative and problem-solving skills. + Excellent oral and written communication skills + Ability to take initiative and work independently with a high degree of reliability, accuracy and productivity. + Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues. + Proven track record in exercising discretion and independent judgment effectively in decision-making processes. + Ability to work across multiple levels of an organization to achieve results. + Ability to interpret and communicate to others complex policies and procedures. + Computer proficiency with spreadsheets, word processing and databases in a Windows/Mac environment. **DESIRED QUALIFICATIONS** + Knowledge of ACGME and University of WA GME, School of Medicine, and Continuing Medical Education policies and procedures **CONDITITONS OF EMPLOYMENT** The Program Operations Specialist will regularly work outside of normal working hours in order to pre-clinic meetings, Grand Rounds (6:45AM), and for educational offerings (evening & weekends). The person in this position must meet externally imposed deadlines, such as grant sponsor deadlines and application deadlines for educational offerings (e.g. UW CME) **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. 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.