ALLERGY AND IMMUNOLOGY & GLOBAL AND RURAL HEALTH FELLOWSHIP PROGRAM MANAGER

Req #: 235920

Department: DEPARTMENT OF MEDICINE: ALLERGY & ID

Posting Date: 06/25/2024

Closing Info

Open Until Filled

Salary: $5,114 - $7,672 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. (~~~)

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.

Department of Medicine: Allergy and Infectious Diseases has an outstanding opportunity for Allergy and Immunology & Global and Rural Health Fellowship Program Manager. Position Purpose: The Program Operations Specialist (POS) administers the two fellowship programs and ensures full compliance of all faculty and fellows on all training related activities. The POS manages the day-to-day operations of national accredited Allergy Fellowship Training Program and the non-ACGME Global and Rural Health (GuRH) Fellowship Program within the Division of Allergy and Infectious Diseases. The Fellowship programs comprise both clinical and research training tracks.

Position Complexities:
Graduate Medical Education is dynamic and challenging area of management. The Allergy fellowship program is a complex training program with 4-5 trainees per year. The fellowship includes 2 years of ACGME fellowship along with an optional non-ACGME research year. The GuRH fellowship is a non-ACGME fellowship program with 4-5 fellows per year spending the first year working at rural hospitals in either Anchorage, AK or Pine Ridge, SD, followed by a year working aboard on an international research project. Working with fellows that are off site lends itself to some unique challenges.

Position Dimensions and Impact to the University:
Full accreditation of sub-specialty medicine training programs is central to the Division's teaching mission and national academic reputation. Fellowship programs, in turn, enhance the training and teaching environment for University of Washington School of Medicine students, Residency programs, and UW Medicine affiliate medical centers while augmenting the institution's overall reputation as a nationally recognized center for training excellence. The Division has a reputation for producing leaders in the field of allergy, rural health and global health. The impact of our training programs extend beyond the University of Washington to impact health outcomes. This position provides a wonderful opportunity to enhance the training of dedicated young physician scientists who will make long lasting contributions to medicine.

RESPONSIBILITIES:

The Program Operations Specialist (POS) administers the two fellowship programs and ensures full compliance of all faculty and fellows on all training related activities.

Training Program Operations (70%):

• The POS manages the appointment process for incoming ACGME and non-ACGME fellows in coordination with appointment and credentialing requirements provided by the GME Office. The person in this role will initiate and track the appointment process for incoming fellows in the Resident Management System. Manage and develop fellowship orientation schedule working with PD to determine speakers and orientating events. Create and distribute orientation materials.
• Communication liaison for the fellowship program and primary point of contact for 8-10 fellows. Responsible for creating clear and concise communication to fellows. Communicating any issues to the Education Program Manager, PD or Associate PD.
• This position will work closely with Program Directors and the Program Administrator for Fellowship and Education in coordinating all components of recruitment including managing applications, developing an applicant review process, scheduling applicants for interviews, coordinating interview days, and program leadership rank meetings. The POS will establish the policies and procedures for resident/fellow candidate recruitments with Program Directors that align with the UW GME Eligibility and Selection Policy. This position also maintains the program recruitment brochures and content for program website, coordinates the application review process, contacts the applicants for interviews, and schedules and manages the interview day activities. This position will follow the University's Standards of Excellence through diversity in the recruitment process.
• This position manages UW Allergy Fellowship Assignment Schedules, and liaises with program sites. The POS will also manage Allergy Faculty/Section assignment schedules.
• This role requires a comprehensive understanding of all Hospital software and operating systems to ensure fellowship schedules are complete and accurate. These systems include Infinity, Medhub, AMiON, as well as Divisional excel spreadsheets and email accounts. The POS will maintain successful and compliant Hospital rotations by understanding all requirements and guidelines for each specific schedule. This process includes proactively communicating with Division Fellows to establish substitutions and replacements when inaccurate or incomplete schedules are discovered. The POS will advise and guide Providers and Fellows when unforeseen scheduling changes occur, facilitate changes across all scheduling platforms, and notify Teleservices and other service lines of last-minute changes. This position is expected to identify opportunities for process improvements related to scheduling and develop methods for implementation with academic staff and fellowship. The POS will also track annual conferences and Holidays to ensure coverage is listed on needed systems.
• The POS administers the MedHub Residency Management System for the fellowship programs, including management of evaluations, program goals and objectives information. This position will also maintain resident/fellow demographics data, program and rotation goals and objectives, milestone reporting and tracking, facilitate timely completion of clinical and educational work hour reports, and schedule monthly tracking and clinical billing of fellow activities in the MedHub Residency Management system.
• The person in this role will work with the Program Directors to coordinate fellow semi-annual reviews, including the preparation of all draft and final evaluation letters and supporting documents, as well as year-end and graduate final evaluation letters to provide to PDs in advance of meetings, with supporting documents.
• Retains and catalogues materials for institutional accreditation site visits (e.g., policies, schedules, progress reports). Assist with developing and implementing procedures to support accreditation milestone requirements. Work with various accrediting and support agencies to pursue and/or integrate educational activities. Prepare for and participate in internal and external site visits.
• Manage and lead monthly Allergy and GuRH Fellowship program meetings with Program Director, Associate Program Director and Division Administrator.
• Manage weekly Allergy CME conferences schedule and speakers for Allergy providers in the community, Allergy Faculty and Allergy Fellows.
• Manage fellowship graduation event, organizing venue, catering, speakers, and materials for graduation.

Research Administration and Financial Management (30%):

• Responsible for maintaining budget workbooks that support Allergy and GuRH fellowship programs. Includes grants, endowments, gift and R&T budgets, meeting with Education Program Administrator, Program Director and Associate Program Director for budget updates. Meet monthly with Education Program Administrator to review expenditures, projections. Meet quarterly with PD's and Associate PD's to provide financial updates.
• The POS will work with Education Program Administrator, faculty principal investigators to prepare documentation as needed for grant and award applications. In conjunction with the financial management portion of the role, the POS will develop and prepare supporting documentation for budgets (graphs, figures, and other administrative sections of proposals) for grant and contract proposals.
• Manage purchases for fellowship programs. Provide guidance on UW purchasing policies and supporting documentation requirements. Direct GuRH fellows on creation of international research budgets. Review GuRH fellowship budgets and provide financial expense updates to international based fellows. Process travel expenses and research related reimbursements.
• Manage invoicing of GuRH clinical contracts, maintaining outstanding receivable reports.
• Execute extremely organized management of tracking materials and information.
• Other duties as assigned.

MINIMUM REQUIREMENTS:

Bachelor's Degree in Social Sciences or a related field. Equivalent experience can substitute for degree requirement. At least two years of experience.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS:

• Experience in program administration in an education, healthcare or academic health care setting. Advanced proficiency with Microsoft Office applications such as Word, Excel, Access, PowerPoint. Should possess superb organizational skills, an ability to multitask, prioritize competing priorities, work independently, and meet important deadlines. Must be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, fellows and other administrative personnel

DESIRED:

• Experience working in related field. Ability to take initiative and work independently; strong interpersonal relationship skills; proficiency with computers; excellent written and oral communication skills; ability to prioritize and manage multiple concurrent and completive tasks and deadlines; excellent work ethic with an ability to institute and maintain a highly organized and professional environment. Willingness to learn new systems, to stay open to change, to organize and track long term projects, to have excellent problem-solving/decision making skills, to execute perseverance, to exercise the ability to follow up on tasks, and to be flexible in work hours. Have an interest in medical education and the desire to work in a health care setting. Be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, fellows and other administrative personnel.
• Previous experience working in GME and at UW. Familiarity with ACGME, AAMC and other accrediting and regulatory bodies that affect fellow education and training. In addition, the Program Operations Specialist should exhibit excellent communication (written, verbal, cross cultural); be proactive and willing to take initiative; be able to adapt quickly to changes in work requirements and assignments; and should exhibit diplomacy.

Application Process

The application process for UW positions 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.

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.