Work in Washington Veterans Jobs

Req #: 244172

Department: ANESTHESIOLOGY AND PAIN MEDICINE

Posting Date: 03/10/2025

Closing Info: Open Until Filled

Salary: $5114 - $7672 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-contract-covered-exempt-20250130-a11y.pdf)

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 purpose of this position is to provide program development and operations coordination for the Pain and Critical Care Service in the Department of Anesthesiology & Pain Medicine. Additionally, the program specialist will assist the Division Chiefs, Medical Director of the Chronic Pain Service at the Center for Pain Relief and the Section Chief of Harborview Pain Service to provide high level administrative support so that each chief is able to have continued success in growing the divisions clinical, research, and educational opportunities.

UW Medical Center is home to the world's first multidisciplinary pain clinic, which opened in 1961 and became a world model for the diagnosis, study, and treatment of chronic and acute pain. As the birthplace of modern pain medicine, UW Pain faculty serve as key leaders in multiple pain societies, editorial boards, and state, regional, national and international initiatives. This position will be working with two Section chiefs at the Center for Pain Relief and Harborview Medical Center.

The Center for Pain Relief (CPR) has an unmatched world-renowned combination of expertise, diversity, experience and skills in their multispecialty clinical team focused on the diagnosis and treatment of people with ongoing pain. They provide a wide range of individualized treatment options such as the most current procedures guided by advanced imaging (3-D CT scanner, fluoroscopy, ultrasound), non-opioid medication, integrative medicine approaches, training in relaxation and coping skills, and multispecialty coordinated care.

The Harborview Medical Center (HMC) Integrated Pain Care Program provides both inpatient and outpatient services, including comprehensive medical evaluations with an emphasis on diagnosis, goal-setting, effective treatment and follow-up.

This position reports to the Manager of Pain Medicine and Critical Care Division with matrixed reporting through each Division Chief, Medical Director, and Section chiefs. This position will also be responsible for coordinating the operational activities as directed by the Division Manager, including special projects and events for the two divisions.

Major responsibilities include: Operational Program Activities for Pain and Critical Care Services Projects and Events Administrative Support & HR Functions

This position is multi-faceted and fast-paced with a high volume of work. The individual in this position must be a self-starter, expert time manager and comfortable with a myriad of different projects, operational tasks, and technologically savvy. The individual in this position must be able to act independently and prioritize with ease and accuracy. Day-to-day operations are not specifically assigned, and most tasks are completed independently with minimal guidance from the Pain Division Manager, Division Chief, Medical Director, and Section Chiefs. It is essential that this individual not allow any of the operations of the program to fall from view. This individual must be willing and able to split their time between Harborview Medical Center (HMC), Center for Pain Relief at Roosevelt (CPR) and UWMC.

The Pain Division Program Operations Specialist must be dedicated to superior service to customers, both inside and outside the University, and must have the full confidence and trust of the Division Chief, Medical Director and Section Chiefs and other faculty physicians in their role as the “first line” representative of the Pain Division to all its constituents. This individual must possess a willingness to understand situations and work within parameters not wholly under their control. They must be able to work well within a team environment.

DUTIES AND RESPONSIBILITIES Operational Program Activities for Pain and Critical Care Services (Pain Division)

• Operational and programmatic oversight over the Pain Division services at Harborview Medical Center, UWMC Montlake, and the Center for Pain Relief at UWMC Roosevelt

• Represent the Chiefs within the Department, the University and with outside customers

• Act as liaison to academic and hospital administration as well as outside collaborators and other organizations

• Coordinate short and long-term program development in project areas such as resident pain education, donor relations/endowment and service expansions such as perioperative pain services at UWMC and HMC.

• Use RedCap for program development quality improvement, including data capture, management, and analysis

• Annual onboarding and orientation coordination for Bastyr students rotating at HMC, duties include scheduling ORCA/Epic training, badging, compliance training and document archiving Projects and Events management

• Manage programmatic Pain Service activities including 3-4 special events i.e. Bonica, Gunn-Loke, and Loeser conference/lectures, 1-2 retreats, and scheduled site visits; secure CME credits for events if applicable, manage speaker schedules and itinerary, manage event budget and reimbursement and provide on-site event management

• Manage the Continuing Medical Education (CME) application for the program, including gathering planning committee and speaker bios and objectives, conflict of interest resolution, practice GAP analysis, evaluation survey on RedCap, conflict of interest and financial disclosures, as well as marketing plan.

• Manage the quarterly and annual reports to CME office, including disclosures, letters of agreement, commercial financial support and attendance sheets/verification of attendance forms; listing of all exhibit/display fees received; final budget. Administrative Support & HR Functions

• Manage complex calendars, coordinate meeting schedules and a range of related activities for Chiefs at HMC and UWMC CPR.

• Independently resolve complex administrative problems and answer questions relating to reimbursements, legal inquiries, travel policies, etc.

• Support policy and procedure development, implementation of process improvement, including recommendations for the development and revision of existing policies and standard operating procedures, and ensuring existing policies and documents are accurate and timely.

• Create and manage Acute Pain Service (APS) faculty schedule in Spin Fusion, working with the division manager at HMC for anesthesiologist availability/APS coverage, uploading schedules to Spin Fusion and providing updates, and sending reports to relevant stakeholders as needed.

• Monitor activities and communication and assist with prioritizing time sensitive issues and responding to all request in a timely manner.

• Assist in the faculty recruitment process, including initial meetings and communications.

• Organize the daily routines and priorities of the Pain Service administrative office at HMC and UWMC CPR, ensuring duties are completed.

• Office management at HMC & UWMC CPR, including equipment and supplies purchasing, equipment inventory, mail, and deliveries.

• Keep abreast of all regulations that govern the activities of the Division and work with the Pain Division Manager to ensure that policies and processes are tailored to meet the needs of the Division, while also complying with state, federal and sponsored research regulations. This includes all administrative policies, health & safety regulations, and privacy regulations.

• Provide reliable interpretation of applicable policies and practices to Chief and faculty physicians; Raising issues to the Pain Division Manager and department HR team as needed.

• Assist in the interview and hiring process for Pain and Critical Care faculty recruitments at HMC and UWMC CPR; assist in the

• onboarding processes for clinical pain faculty at HMC.

• Maintain division websites and updates. MINIMUM REQUIREMENTS

• Bachelor’s degree in Business Administration, Education, Health or Social Sciences or similar field

• 2-3 years’ work experiences in administration or project management preferably in a university, clinical or other non-profit setting Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• High proficiency in use of both MAC and PC computer environments; expertise with Microsoft office software, particularly Word,

• Excel, MS Access database, Outlook and presentation software including keynote and PowerPoint;

• Knowledge of webpage creating software; experience with MS SharePoint

• Excellent organization skills; attention to detail;

• Ability to independently problem-solve and make decisions within scope of position;

• Good written and oral communication skills; DESIRED QUALIFICATIONS

• 2 or more years' experience in an academic healthcare environment or other clinical settings

• Experience working with academic faculty

• Experience in continuing medical education, event planning, web design

• Knowledge and comfort with UW systems Application Process: The application process 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 access 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.