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The purpose of this Program Operations Specialist (POS) position is to provide administrative, programmatic and operational support to General Surgery Division programs at the UW Medical Center (UWMC), a clinical division within the Department of Surgery. The General Surgery Division is an important partner to UW Medicine and provides services at the Montlake and Northwest Campuses, as well as Seattle Cancer Care Alliance (SCCA). The position supports activities across a broad spectrum of sub-specialties, including bariatric surgery, hepatopacreatobiliary surgery (HPB), endocrine surgery and skin oncology.
Faculty in these areas are among the most skilled surgeons on the west coast and are leaders in quaternary care of complex general surgery and surgical oncology patients. The individual in this position is pivotal for ensuring the smooth administrative operational aspects of these clinical programs are maximized. The Program Operations Specialist (POS) is required to work extensively with the senior faculty in General Surgery to facilitate efficient management of program operations. This individual must have understanding of general surgery clinical and academic practices that will allow them to routinely and independently assess and accomplish program priorities. The POS must additionally understand relevance and intersection of our clinical and research mission to manage and facilitate program operations. The POS will collaborate with and work closely with staff and faculty at various levels and will report to the Administrator of General Surgery.
Primary duties for this position will fall into three categories:
Strategic and Programmatic Operational Responsibilities for the sub-programs of General Surgery, including bariatric surgery, HPB surgery, endocrine surgery and skin oncology. Operational activities would take place at multiple sites in the clinic and academic arenas. = 60%
Operational oversight of policies, protocols and compliance for these programs = 25%
Financial Operational Duties = 15%
Position Complexities: Growth of surgical oncology services is a UW Medicine strategic priority and the General Surgery Division is a critical component of this growth. This position will provide programmatic support for strategic initiatives that involve the programs within this division.
The General Surgery Division is responsible for general surgery services at three locations within and external to UW Medicine: UWMC-Montlake, UWMC-Northwest, and SCCA. There are thirty-four (34) full-time surgeons, ten (10) Advanced Practice Providers and two (2) Minimally Invasive Surgery fellow trainees.
The large, complex and multi-site nature of these programs, combined with their strategic importance within UW Medicine, make it particularly important to have a highly capable and proactive Program Operations Specialist who can operationally manage these programs. The position requires someone who has the ability to assess operational and administrative issues and find resolution, can make connections and work smoothly between and among various sites, and removes barriers with the boundaries of compliance, protocol and policy.
Position Dimensions and Impact to the University: General Surgery at UW Medicine is considered the best in the WWAMI region and they have national and international reputations. Our faculty are clinician and research leaders pioneering groundbreaking treatments and novel therapies across a broad spectrum of general surgery sub-specialties. The division has an operations budget of $325K in FY21.
POSITION RESPONSIBILITIES Strategic and Programmatic Operational Responsibilities for the sub-programs of General Surgery, including bariatric surgery, HPB surgery, endocrine surgery and skin oncology. Operational activities would take place at multiple sites in the clinic and academic arenas. = 60% This individual must have understanding of clinical program operations in an academic setting and will routinely and independently assess, determine and accomplish program priorities. The successful candidate will collaborate with Section Chief HPB Surgery and faculty for bariatric surgery, HPB surgery, endocrine surgery and skin oncology as well and with Department and Division administrative partners. Specific Duties include:
Meet regularly and collaborate with faculty and pertinent staff to review strategy and align operational goals with strategic imperatives;
Responsible for implementation of operational goals; independently set priorities for accomplishment on a day-to-day basis. Goals might include, but not be limited to: -Programmatic communications -Ensuring smooth operational functioning of the faculty in each of these areas, including ensuring clinical, research and education time are optimized
Know and understand the strategic imperatives and initiatives and understand operational realities at each location for the programs this specialist supports. Build successful relationships at each site that will make it possible to successfully implement and monitor operational goals;
Independently problem solve issues for faculty and program administration that would have negative impact upon effectiveness of the clinical, research and education missions in these programs;
Coordinate and collaborate to onboard and off-board faculty as necessary; requires substantial collaborative work with Division Chief Assistant, Division Administrator and department faculty affairs;
Work to understand operational realities and organizational structure at each location to ensure success of programs at each location; work to understand and minimize location variation;
Work with Division and Section leadership to incorporate division faculty into governing structures of other organizations, as appropriate and needed;
Collaborate with UW Medicine marketing to generate and produce marketing materials including website content, outreach materials, targeted and philanthropic materials.
Operational oversight of policies, protocols and compliance for these programs = 25%
Know, understand and interpret all applicable policies, rules, guidelines associated with the programs they oversee. Know when to escalate issues to higher authority. This may include clinical policies as related to faculty, fiscal policies and others;
Know, understand and interpret Department policies, including Faculty Affairs policies, professionalism policies, and so forth. Know when to escalate issues to higher authority.
Finance Operations Responsibilities = 15%
Responsibility for expenditure and close monitoring of funds related to general surgery faculty designated funds in areas of responsibility;
Provide regular review to faculty and administrators; recommend and implement actions to ensure funds are not over or inappropriately spent;
Ensure reimbursements are requested and received in a timely manner;
Ensure implementation of Departmental policies and procedures as related to general surgery division operating funds;
Responsible for managing funds related to large-scale meetings, retreats or workshops. Work to set up specific budgets for these events, ensure approvals, spend funds, reconcile and keep on budget.
REQUIRED QUALIFICATIONS Education: BA in business, health sciences, biology, psychology, English or other relevant area Type and Years of Experience: 2-3 years’ experience in health care programs
Other Required Qualifications
Proactivity initiate, prioritize strategies and activities and bring to successful conclusion;
Excellent interpersonal skills – ability to establish good working relationships with a variety of people;
Can work successfully within a variety of systems and sites;
Excellent communication skills in various formats;
Must be able to accurately understand and interpret policy and processes;
Timely and accurate with work processes and products;
Expert user of Microsoft Office products;
Must understand basic financial/accounting concepts;
Understands and can implement basic project management skills.
3+ years working in and with a surgical program;
Experience working in an academic medical center;
Understanding of academic educational programs;
Knowledge and/or expertise in creating content for publication, websites, and other media formats.
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.
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