Work in Washington Veterans Jobs

Req #: 242570

Department: SCHOOL OF MEDICINE

Job Location Detail: Montana WWAMI is based in Bozeman, Montana - Position will be Montana based, hybrid eligible

Posting Date: 01/17/2025

Closing Info: Open Until Filled

Salary: 50% of $5,114 - $5,418 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-staff-20230701_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.

Montana WWAMI has an outstanding opportunity for a 50% FTE Program Operations Specialist to join our team. POSITION PURPOSE

The Program Operations Specialist (Specialist) is part of the Regional Affairs unit in the School of Medicine (S0M), which consists of a Vice Dean and seven Assistant Deans, each representing different locations within the WWAMI (Washington, Wyoming, Alaska, Montana and Idaho) region.

As a key member of the Montana WWAMI Clinical Education Office, the Specialist will have responsibility for the administration, management, and coordination of the MT WWAMI Clinical Medical Education program. This program sees an average of 200 students rotating in Montana per year, over 50 required clerkship rotation sites and 600 faculty. Additionally, this position will oversee the MT WWAMI student database of over 1,000 MT WWAMI program graduates, providing key information to the communities in Montana, the medical societies and the MT Legislature.

The Specialist works side by side with the program administrators and plays an integral role in the scope and quality of services provided by the MT WWAMI medical education program. The Specialist evaluates, develops, implements and manages student programs, faculty support and faculty development offerings, database management and office-initiatives and events. Additionally, they are responsible for day-to-day management of program activities to ensure operational efficiency for the Montana WWAMI Clinical Medical Education program.

POSITION COMPLEXITIES

The Specialist works closely with the Assistant Clinical Deans, Regional Affairs Office, Montana WWAMI Clinical & Foundations Medical Education, and Administrator - Program Operations. The Specialist will have frequent contact with the Academic Affairs Associate Deans, Regional WWAMI Deans, Program Administrators, UW Department Chairs and Coordinators to manage Montana WWAMI student clinical education programs in Montana.

This position requires a high degree of independent judgment, project management, decision-making and problem-solving skills, along with the ability to prioritize many competing projects from the Assistant Dean, Administrator – Program Operations, Department Chairs and Department staff, UWSoM students and Clinical Faculty throughout Montana, as well as a vast majority of external customers to the University of Washington, School of Medicine, UWSoM, based in Montana. With the regional orientation of the medical school, the Specialist must be service-oriented and customer-focused, able to address questions, problems, or concerns from faculty, staff and students across the WWAMI region in a professional, prompt and confidential manner. This position will require the ability to multitask, prioritize job responsibilities, and work effectively with Deans, faculty, students, staff, and all external customers to the UWSoM, often at a distance or remotely.

The successful candidate will likely work in Bozeman, Montana with University of Washington (UW) staff located in Seattle. The candidate will foster a good working relationship with local and regional sites within the WWAMI region, with the priority to represent Montana WWAMI Clinical Medical Education in the best possible manner at every opportunity.

This position has frequent contact with the school’s academic and administrative teams, mostly located in Seattle. This includes serving as a critical interface with the Montana WWAMI Clinical Medical Education office, UWSoM Academic & Student Affairs, MT Foundations office, Montana faculty, and the medical students on any number of complicated curricular issues. The decentralized structure of the WWAMI program presents specific management complexities for the medical education office in Montana. Most administrative, academic and student service programs are administered in Seattle with some level of administration and facilitation for the specific programs occurring in the Montana regional office. Additionally, in Montana, our current geographic locations of staff and deans, presents more complexities.

POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY

This position directly impacts the scope and quality of instruction of SoM medical students during their four years of medical school. The Specialist must use specialized knowledge to ensure that the Montana WWAMI program elements are monitored, evaluated and in compliance with federal and state laws, UW regulations, UWSoM policies, and LCME Accreditation standards. If an individual without a sophisticated understanding of the specific laws, accreditation standards, policies and procedures is not hired to perform these job responsibilities, then the UWSoM could lose its accreditation and potentially not be allowed to provide medical education for its medical students.

This position provides a critical communication link between Montana, the Regional Affairs Office and the WWAMI Regional Clinical Offices, School of Medicine departments, the WWAMI state legislature, students, residents and the public. The Program Operations Specialist is integral in assuring that the Montana WWAMI Clinical Medical Education Office provides high quality customer service to our students, faculty, departments, Regional WWAMI Offices, all University Offices, and outside institutions and organizations that use our service. This position also will support the University of Washington School of Medicine’s primary objectives in education and community service.

With the growth of the Montana WWAMI program over the years, this position will provide critical support, management, coordination and administrative direction to help maintain the high quality we have managed for the MT WWAMI program over these last 50 years.

DUTIES AND RESPONSIBILITIES Communications and Administrative Support 40%

• Perform a variety of complex writing and reporting tasks in support of the Assistant Dean. Perform independent research, and draft correspondence, communication materials and reports for the Assistant Dean.

• Independently understand, interpret, and review SoM vision, values and mission for the Montana WWAMI Clinical Medical Education Office, consulting as needed with UWSoM faculty and staff, WWAMI partners and the general public in person, in writing, and by telephone.

• Provide support to the Assistant Dean. This includes, but is not limited to, helping set up calendar appointments, providing travel support to the Dean, providing backup and materials for upcoming meetings as requested and additional items as requested by the Assistant Dean or Program Administrator.Database Management/Faculty Appointments 30%

• Maintain and update the MT WWAMI graduate database (in Access) yearly, including updating residency information, new students, alumni contact information, and annual research for rate of return calculation. and alumni current practice locations.

• Co-team/participate with other Administrators on the MT WWAMI contact management system to maintain MT WWAMI contacts. Keeping contacts current is vital to the success of the program and our ability to communicate about WWAMI throughout the state.

• Manage yearly faculty appointments including new appointments, renewals and promotions.

• Communicate SoM policies and procedures to medical students and faculty who teach students as needed.

• Assist Montana medical student programs, medical student clinical curriculum expansions, medical student progress related issues, and medical student testing and proctoring with National Board of Medical Examiners deadlines.Annual Event Planning and Projects 20%

• Plan and ensure the completion of logistics for recurring meetings and annual events for the Montana WWAMI Medical Education Office specific to, but not limited to, annual MT WWAMI Admissions cycle, annual faculty development conference, PreMed Conference, and a variety of other faculty development events, and communications related to such, including securing meeting rooms, scheduling guests, retaining catering, arranging audiovisual/teleconference equipment, circulating committee materials, confirming attendees, and other tasks as required.

• Manage outreach/pipeline efforts in Montana to include, but not limited to, working with Montana high schools, colleges and universities to coordinate access to clinical faculty and UWSoM medical student presenters and speakers, such as the annual HOSA Conference and PreMed Summit.

• Assist with special projects as directed through the development of strategic planning efforts of Montana Assistant Deans on an ongoing basis by planning, implementing and monitoring the success of each program and how it contributes to the strategic plan by analyzing outcomes and tracking project-based information and statistics. Projects involve investigation, analysis, and synthesis of internal and external policy, operational processes, accrediting/regulatory requirements, etc.

• Perform other work-related duties as assigned.Fiscal 10%

• Understand and apply UW and SoM accounts payable, receivable, purchasing and discretionary rules for budgets assigned to Montana WWAMI Clinical Medical Education Office.

• Monitor, manage, and submit office Procard expenditures (in Workday) to ensure compliance with dean of medicine policies.

• Assist in managing budgets and developing reports used in strategic planning efforts.

• Manage office purchases as needed, including, but not limited to printers, computers, office supplies, and assist with the procurement and disbursement of WWAMI gear and promotional items. This includes management and organization of the ultimate physical MT WWAMI clinical office in Bozeman.

• Manage purchasing records and oversee problem resolution including UW Purchasing and vendor inquiries, unpaid invoices and order status.

• Communicate policy pertaining to contracts to assistant dean and administrator and distribute contracts to appropriate personnel for signature approval and follow through. Track contracts through approval process to ensure timely completion.

• Assist Assistant Deans, Administrators, external customers, faculty and students in complex local and national travel processes and reimbursements. MINIMUM REQUIREMENTS

• Bachelor’s degree in any field and at least two years of relevant work experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Proven administrative and problem-solving skills.

• Computer proficiency with spreadsheets, word processing, desktop publishing and databases in a Windows environment.

• Must be able to work independently and be proactive with a high degree of reliability, accuracy and productivity.

• Excellent time management skills and attention to detail, with an ability to prioritize and multitask.

• Professional communication style and presentation skills.

• Ability to handle confidential information responsibly.

• Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

• Equivalent education/experience will substitute for minimum requirements. DESIRED QUALIFICATIONS

• 1–2 years of experience in an academic medical environment.

• Experience with Workday. WORK ENVIRONMENT

• This position sometimes requires the employee to work beyond a normal work week and intermittently requires evening and weekend time to meet project deadlines and staff events, conferences and various meetings. This position requires some travel to UWSoM in Seattle as well as occasional travel to/within Montana to participate in events. Events may include the PreMed conference and HOSA. 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.