JOB DESCRIPTION

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 GIM has an outstanding opportunity for a Fellowship Administrator (Program Operations Specialist) to join their team.

MINIMUM REQUIREMENTS

• BA in Business Administration, Finance or related field plus a minimum of 2 years related experience.
  Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration .

ADDITIONAL REQUIREMENTS

• Ability to work independently.
• Excellent communication skills (oral and written).
• Working knowledge and competency with: Microsoft Word and Microsoft Excel
• Project management experience with data related (excel or other databases) or grant related systems.
• Ability to interpret, explain and apply internal and external regulations and policies governing sponsored research; excellent analytical, collaborative, and decision-making skills; and demonstrated strong customer service orientation.
• Ability to foster internal and external relationships with accrediting agencies, award sponsors, collaborating universities/institutions, and adapt to changing environment

DESIRED QUALIFICATIONS

• Experience administering fellowships.
• Experience with UW systems (FEC, GCCR, Catalyst, Workday, GrantTracker, ProCard, and My Class Resources) and University Procedures
• Experience working with federal funding awards (T32, T42, HRSA, and other NIH-sponsored awards)
• Knowledge of UW policies, regulations, and institutional/state accounting and/or budget procedures is highly desirable
  

  UWDeptMedicineJobs

POSITION PURPOSE:

The University of Washington’s Division of General Internal Medicine (GIM) is considered to be among the top Divisions of General Internal Medicine in the nation. 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 9 outpatient clinics at HMC and UWMC, across neighborhood clinics located throughout Puget Sound, and inpatient care at 4 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.
The Department of Medicine, Division of GIM, has an outstanding opportunity for a Fellowship Administrator (Program Operations Specialist). 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.

LEAD RESPONSIBILITIES:

The Program Operations Specialist will serve as the lead on fellowship appointments within GIM, with primary responsibility for establishing fellowship appointments in the UW Workday system. This individual will liaison between Program Directors, the Manager of Educational Programs, the GIM HR Manager and the Department of Medicine and School of Medicine GME office regarding fellow appointments.

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

The Program Operations Specialist will serve as the program administrator of the non-ACGME Academic Hospitalist Fellowship, the Clinical Investigator Fellowship, and the Health Sciences Research & Development Fellowship Administration (HSR&D). This individual will work directly with each program’s respective Program Director to carry out the management duties of each fellowship program. This individual will be the primarily point person for non-ACGME fellows and will liaison with the Department of Medicine to establish and maintain the fellowship appointments in the University systems. Specific duties include:

• Manage day-to-day operations of the fellowship programs, ensure compliance with operations as required by the UW GME institutional office, funding sources, and other stakeholders involved fellowship training
• Develop an understanding of non-ACGME program policies and procedures, including familiarity with program requirements and specialty-specific requirements. Develop and modify program policies to comply with requirements where necessary.
• Develop and monitor program operation budgets including analysis of expense limitations and benefit offset calculations. Work with the program director and grant budget managers to define funding sources and ensure fellowship program costs align with funding sponsor requirements.
• In consultation with each Program Director, develop and maintain resident/fellow schedules, including annual rotation schedules, call schedules, and clinic schedules.
• Communicate schedules to the hospitals, clinics and paging operators as needed.
• Advise and counsel fellows concerning training 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 at affiliated institutions.
• 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, 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.
• Manage vacation/leave tracking and review payroll regularly to ensure accuracy.
• Process tuition payments and facilitate communication between fellows and course directors.
• Perform other related duties and special projects as assigned