Program Operations Specialist

Fellowship Administrator (Program Operations Specialist)

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 Medicine, Division of General Internal Medicine (GIM) has an outstanding opportunity for a Fellowship Administrator (Program Operations Specialist) to join their team.

Position Purpose: The University of Washington's Division of General Internal Medicine (GIM) is considered to be among the top five Divisions of General Internal Medicine in the nation. The Division has a workforce of over 600, with 100 staff and 500 faculty, and is known for outstanding research, teaching, and patient care. Our clinical work spans nine outpatient clinics at HMC and UWMC, across neighborhood clinics located throughout Puget Sound, and inpatient care at four hospitals in Seattle. GIM is the largest division in the Department of Medicine and includes both clinical and research functions with a total annual budget of over $110m. Faculty and staff are spread over 10+ sites around Seattle and the Puget Sound as well as in Boise, Idaho.

Under the supervision of the Manager of Educational Programs, this position is responsible for day-to-day administration of the division's ACGME and non-ACGME fellowship programs. GIM fellowships currently include an ACGME Addiction Medicine Fellowship based at Harborview Medical Center and three non-ACGME programs: the Academic Hospitalist Fellowship and the Clinical Investigator Fellowship, both based at the UW Medical Center, and the Health Sciences Research & Development Fellowship Administration (HSR&D) based at the VA PSHCS. The Program Operations Specialist will partner with the fellowship Program Directors in developing and maintaining the educational quality of the training programs and ensure compliance with ACGME accreditation standards and other regulatory requirements. This individual will function as a liaison between Program Directors/Associate Program Directors, residents/fellows, the Office of Graduate Medical Education (GME), participating sites, and other departments, and must be knowledgeable about operational activities at various sites. In addition, the individual in this position will provide program support to the division's Medical Student Addiction Research (MedStAR) Program.

Position Complexities: This position will lead the administrative and operational duties for the following fellowship programs; the Addiction Medicine Fellowship, the Hospital Medicine Fellowship, the Clinical Investigator Fellowship, and the Health Sciences Research & Development Fellowship (HSR&D), which requires basic understanding and knowledge of Accreditation Council for Graduate Medical Education (ACGME) requirements for resident and medical student teaching. This position works closely with the GIM Division Administration, GIM Grant and Finance Managers, and Budget/Fiscal Analysts in grant review and grant reporting. This person advises faculty, staff, and students on university policies and procedures and state and federal regulations. This position will also work closely with Division, Department, and GME staff and the Manager of Educational Programs on the annual fellowship appointment process.

Duties and Responsibilities:

ACGME Addiction Medicine Fellowship Operations – 70%

The Program Operations Specialist will serve as the program administrator at the Addiction Medicine Fellowship. This individual will work directly with the Program Director and the Associate Program Directors to carry out the management duties of the fellowship program. Specific duties include:

• Manage day-to-day operations of the fellowship programs, ensure compliance with operations as required by the UW GME institutional office, ACGME, ABPM, and other stakeholders involved fellowship training
• Develop an understanding of ACGME policies and procedures, including familiarity with program requirements and specialty-specific requirements. Develop and modify program policies to comply with accreditation requirements where necessary.
• Develop and monitor program operation budgets including analysis of expense limitations and benefit offset calculations.
• In consultation with each Program Director, develop and maintain resident/fellow schedules, including annual rotation schedules, call schedules, and clinic schedules; maintain current schedules in MedHub, and update as appropriate.
• Communicate schedules to the hospitals, clinics, and paging operators as needed.
• Advise and counsel residents/fellows concerning training track educational requirements, adjusting schedules to meet requirements as needed.
• Regularly coordinate information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling.
• Manage off-site rotation schedules (affiliated institutions, away rotations).
• Communicate regularly with participating Departments, VAPSHCS, and all clinical sites (some external to UW system) for multi-disciplinary fellowship programs.
• Manage the fellowship evaluation processes for program evaluation and fellow clinical training milestones, ensuring that faculty, fellows, and staff receive and complete evaluations on a regular basis. Compile responses in an aggregate report to maintain anonymity and for review of fellowship directors.
• Review fellowship program expenses, process reimbursements for fellowship faculty and fellows, assist in monitoring budgets, and maintain routine reconciliation.
• Maintain all essential documents required for program accreditation. Assist with maintaining program information in the ACGME's Accreditation Data System (ADS), including but not limited to current residents/fellows, program faculty, scholarly activities, training sites, responses to citations, and program evaluation methods.
• Manage vacation/leave tracking and review payroll regularly to ensure accuracy.
• Process tuition payments and facilitate communication between fellows and course directors.
• Facilitate ACGME communications to residents/fellows and faculty. Advise and consult on issues or inquiries from fellows and faculty.
• Perform other related duties and special projects as assigned.

ACGME Fellow Appointments, Credentialing and Offboarding Process

Manage appointment process for incoming housestaff in coordination with appointment and credentialing process requirements provided by the GME Office.

Understand division/department staff involvement in credentialing process, including responsibilities of payroll coordinators and others.

Organize and schedule program-specific new resident/fellow orientation.

Initiate appointment process for incoming residents and fellows.

Manage appointment process for visiting residents and fellows.

Establish and ensure compliance with program-specific credentialing requirements (e.g., ACLS, PALS, simulation training, specialty-specific training).

Ensure resident/fellow compliance with UW and UW GME credentialing requirements, including medical licenses, DEA registrations, PECOS enrollment, immunizations, HIPAA training, Learning Gateway modules, and other training as required.

Facilitate application process for visiting residents and fellows, in compliance with the UW GME Visiting Resident/Fellow Policy.

Complete electronic health record (EHR) training registrations for residents and fellows as required.

Field questions from applicants and faculty regarding visas and consult with the GME Office and division/department Academic HR on all visa matters.

Arrange for pagers, ID badges, Husky Cards, keys, lab coats, etc. for residents/fellows.

Facilitate resident/fellow changes in appointment from ACGME to non-ACGME clinical and/or research fellows. Includes working with Academic Appointments and Compensation (AAC) and GME Office on appointment and credentialing requirements and coordinating changes in funding sources.

Assist in the preparation of appropriate letters of recommendation for graduates and completion of verification requests for completion of training.

Organize annual resident/fellow graduation.

Manage offboarding activities including distributing graduate follow-up survey, ordering graduation certificates, terminating residents/fellows UW Medicine Account access, and returning pagers and badges to the hospitals.

Recruitment

Oversee recruitment, interviewing, and selection of candidates for fellowship programs. Prepare Letters of Agreement in coordination with the GME Office with participating institutions and training sites. Ensure agreements are revised as needed.

In collaboration with the PD/APD, establish annual policies and procedures for applicant recruitment.

Manage program information in FREIDA, ERAS (Electronic Residency Application Service), and specialty matching service (NRMP, SF Match, other).

Coordinate all components of recruitment including managing applications, developing an applicant review process with PD, scheduling applicants for interviews, hosting interview days, coordinating rank meetings, and working with the PD on the final rank list.

Produce program recruitment information such as web content, informational materials, and updating social media sites as needed.

Ensure adherence to National Resident Matching Program (NRMP) requirements, policies, and deadlines.

Maintain Resident/Fellow Files

Maintain educational files for all current residents/fellows and graduates.

Archive graduated resident/fellow files in accordance with UW Records Management retention schedules.

Coordinate with PD development and distribution of a graduate follow-up survey.

Maintain residency database and hard copy files of