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. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for five consecutive years. The Division of Cardiology in the Department of Medicine has an outstanding opportunity for a full-time Fellowship Program Operations Specialist.The Cardiology fellowship programs comprise a large training group. This group consists of 5 ACGME accredited fellowships, and 3 non-accredited fellowships, accounting for a total of nearly 35 trainees per year. The Program Operations Specialist (POS) is responsible for oversight and independent management of fellowship finances and budget for all programs. The POS is also specifically responsible for administration of the non-ACGME accredited fellowship training programs within Cardiology (3 programs: complex coronary intervention, structural interventional imaging, advanced imaging). The POS works closely with Program Directors for the non-ACGME programs to assist in developing and maintaining the educational quality of the training program and ensuring compliance with regulatory requirements with the University of Washington Non-ACGME Accredited Programs Policy and Procedure as needed. The POS functions as a liaison between the Fellowship Administrator of Program Operations (APO), Program Director, fellows, GME office, participating sites, and other departments. In addition to general responsibilities, the POS may provide some administrative support for other members of Departmental leadership and faculty. The POS directly supports the APO for administration of the Cardiology Division's 5 ACGME programs.The POS will act independently by applying knowledge of institutional, divisional, federal and state policies and regulations in administration of the Cardiology Division's non-ACGME programs. This position requires independent judgment and strong leadership skills to effectively facilitate work for and promote a collaborative work environment. This position will maintain dynamic communication with principal investigators, program directors, industry sponsors, federal agencies, program and other division staff, and numerous university departments. The POS must be aware of upcoming changes to non-ACGME program policies and procedures and the potential impact those changes may have on programs within the division, and will develop and modify program policies to comply with requirements.Responsibilities25% Financial Management25% Management of non-ACGME programs and Senior Fellow/Senior Fellow Trainee Appointments25% Program Operations Management15% Educational Award Gifts Management10% General Administrative SupportFINANCIAL MANAGEMENTThe POS is responsible for the oversight and management of all program finances and budgeting. The POS will develop an annual budget that will be reviewed by the Division Administrator, Director of Program Operations, and Fellowship APO. This budget will contain the direct fiscal operations for all fellowship programs including planning and budget development, authorizing spending, and the accounting of all funding from federal, state, and University sources to ensure ethical and fiduciary practices in accordance with policies and procedures of each funding source and reporting organization. The POS will independently budget, forecast, and manage all on-going expenses associated with the Cardiology fellowship ACGME and non-ACGME programs and will implement the appropriate internal controls. This role will establish and maintain processes to ensure financial accountability and compliaince, as well as provide key information and analysis to inform program decision making.This position will also manage the program's Procurement Card and Company Travel Account charges each month; run reports and provide final report and backup documentation to fiscal office; process ARIBA reimbursements, and purchases. Track all expenses in ongoing expenses spreadsheet for each fellowship program.MANAGEMENT OF NON-ACGME PROGRAMS AND SENIOR FELLOW/SENIOR FELLOW TRAINEE APPOINTMENTS The POS will work closely with Program Directors for the non-ACGME fellowship programs to manage all administrative functions. This includes the preparation and submission of applications to the UW Graduate Medical Education Committee-Approved Fellowship (non-ACGME) (GAF) Committee for additional non-ACGME fellowship programs, and facilitation of fellow appointment changes from ACGME programs to downstream non-ACGME advanced training programs. In cooperation with Academic HR in the Department of Medicine, create, submit and track academic appointments in accordance with the School of Medicine guidelines for Senior Fellow/Senior Fellow Trainee Appointments annually for the NHLBI UW Cardiovascular Disease T-32 Training Grant (anticipated ~5-7 trainees per year), including processing visa paperwork for international applicants. The POS will also work closely with the Division Finance Team in projecting and managing salary stipends for senior fellow trainees on the T32; ensure appointments are compliant with duration and salary restrictions and advise mentoring PI's on position compensation, performance management, and the reappointment process in compliance with UW School of Medicine policies and procedures. PROGRAM OPERATIONS MANAGEMENT The Program Operations Specialist (POS) manages the administration of the day-to-day operations for all fellowship training programs. The POS manages the appointment process for incoming house staff in coordination with appointment and credentialing requirements provided by the GME Office, including the coordination of Visas (J1, H-1B) for those ACGME trainees sponsored by the ECFMG. The person in this role will initiate and track the appointment process for incoming fellows in the Residency Management System.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 POS establishes and ensures compliance with program-specific credentialing requirements (e.g., ACLS, PALS, simulation training, specialty-specific training), and must maintain up to date knowledge of UWHA Contract Bargaining Agreements (CBA) and work in cooperation with the Administrator of Program Operations (APO) to communicate changes to program faculty and other impacted staff and faculty division-wide. The person in this role will work with the Program Director of the Cardiovascular Disease Fellowship and support staff of subspecialty fellowship programs 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.EDUCATIONAL AWARDS/GIFT MANAGEMENT The POS will serve as the subject matter expert and resource for faculty and other staff members regarding grant and award proposals, post-award management, and compliance. The POS will work with 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 grants and contracts based on knowledge of sponsor/donor requirements and program objectives. They will also manage and oversee the post-award responsibilities which include preparing annual progress reports and final status reports for grants, awards, and donations in partnership with the sponsoring agencies, donors, UW Advancement, GCA, the PI and Division staff.GENERAL ADMINISTRATIVE SUPPORT This position will work closely with Program Directors and Fellowship APO 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 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/QGenda, 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.This position will also be called on to perform other duties as assigned.As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.REQUIREMENTS: Bachelor's degree in health sciences or a related field, plus two to three years of relevant experience.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.CONDITIONS OF EMPLOYMENT 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 Workforce 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.
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