Work in Washington Veterans Jobs

Req #: 240559

Department: SCHOOL OF MEDICINE

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

Posting Date: 11/08/2024

Closing Info: Open Until Filled

Salary: $5,114 - $5,334 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 Program Operations Specialist to join our team. This position is based in Bozeman, Montana POSITION PURPOSE The Program Operations Specialist – TRUST (Specialist) plays an integral role and is responsible for the administration and coordination of the Montana TRUST, WRITE, and RUOP programs, along with the MT TRUST Director, and MT WWAMI Clinical Deans. The Specialist is a key member of the MT TRUST team and plays a critical role in the scope and quality of services provided to the MT TRUST program, students, preceptors, etc. The Specialist works collaboratively with the Montana WWAMI Clinical Office, Montana WWAMI Foundations Office, the Office or Rural Programs and the UW School of Medicine (UWSoM) to support Montana TRUST students and preceptors throughout their medical school training. This position is responsible for independently understanding, interpreting, and reviewing School of Medicine (SoM) vision, values and mission for the Montana TRUST Program and MT WWAMI Clinical Medical Education Office. This position is responsible for evaluating, developing, implementing, and managing TRUST student programs, faculty support, student and preceptor communications and relationships, along with office-initiatives and events, in addition to day-to-day administration of activities to ensure operational efficiency for the Montana TRUST program.

Based in Montana, this position requires independent judgment, project management, decision-making and problem-solving skills, along with the ability to prioritize many competing projects from the TRUST Director or Assistant Deans, TRUST students and Clinical Faculty throughout Montana, as well as a vast majority of external customers to the UWSoM. 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 requires the ability to multitask, prioritize job responsibilities, and work effectively with Deans, faculty, students, staff, and all external customers to the UWSoM.

The Specialist must be a self-motivated worker to accomplish the goals of the position. It is necessary to learn the complexities of the Montana WWAMI, TRUST, RUOP and WRITE programs, as well as how they integrate into the UWSoM. This person works under the Montana WWAMI TRUST Director and works closely with the Montana WWAMI Assistant Clinical Deans and Administrators of the Montana WWAMI Clinical Office, the Montana WWAMI Foundations Director and team, and the Rural Programs Office at the UW School of Medicine.

POSITION COMPLEXITIES The Specialist will have 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 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/TRUST 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.

This position requires a high degree of independent decision-making and problem-solving skills, along with the ability to prioritize many competing tasks from students, faculty, and others. The Specialist must be service-oriented and customer-focused, able to address questions, problems, or concerns from faculty, staff and students in a professional, prompt and confidential manner. With the changes which often seem to occur in the medical school and related curricular challenges that lie ahead, the position requires the ability to multitask, prioritize job responsibilities, and work effectively with faculty, students, and staff, often at a distance or remotely.

POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY This position directly impacts the scope and quality of instruction of SoM Medical TRUST Students during their four years of medical school. The Specialist must use specialized knowledge to ensure that the Montana TRUST program elements are monitored, evaluated and in compliance with federal and state laws, University of Washington 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, SoM departments, the WWAMI state legislature, students, residents and the public. The Specialist is integral in assuring that the Montana TRUST 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 UWSoM’s primary objectives in education and community service.

The Montana TRUST Program has had vast growth since its inception in 2008, and this position will provide critical support, management, coordination, and administrative direction to help maintain and continue to grow this quality program. This position will help support, direct, and manage the 48+ TRUST students in Montana, including the 12 Montana TRUST Scholars accepted each year, the TRUST sites, preceptors, and community hosts who support our students.

This position oversees and provides key administrative support to the TRUST Director for the RUOP, TRUST, and WRITE program activities and operations. The Specialist is a key point person for the Montana TRUST students regarding compliance, travel, event logistics, etc.

DUTIES AND RESPONSIBILITIES Program Support 40%:

• With direction from the Montana TRUST Director for the Montana TRUST (Targeted Rural Underserved Track), RUOP (Rural Underserved Opportunities Program) and WRITE (WWAMI Rural Integrated Training Experience) support program activities and operation, including but not limited to, new site applications, compliance, housing, scheduling, Q&A, student communication, etc.

• Manage student and site communications for the WRITE program.

• Work with students, preceptors, etc. for TRUST Foundations events such as Osler’s Evenings and Journal Club.

• Administration and assistance to the TRUST Director and Assistant Deans in scheduling for the Montana TRUST/WRITE/RUOP site visit planning.Financial Support-TRUST Program 25%:

• Monitor and reconcile the MT TRUST budget. Manage and prepare TRUST student travel for FSE, PCP, MHS, RUOP, etc., conference travel & TRUST Director travel reimbursement and planning as needed. Manage the RUOP travel spreadsheet/map coordinating with AHEC and the Office of Rural Programs.

• Prepare/submit ProCard documentation for the Montana TRUST program.

• Manage purchasing activities including ordering and organizing promotional materials-TRUST jackets/suture kits, site visit items.Communication-TRUST Program 20%:

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

• Independently understand, interpret, and review School of Medicine vision, values and mission for the Montana WWAMI Clinical Medical Education Office, consulting as needed with University of Washington, School of Medicine, faculty and staff, Office of Rural Programs, WWAMI partners and the general public in person, in writing, and by telephone.

• Prepare and distribute the RUOP template to local newspapers yearly.

• Create TRUST-related program student bios for distribution to sites.Annual Event Planning & Projects 15%:

• Plan and ensure the completion of logistics for recurring meetings and annual events for the Montana TRUST Program and the Montana WWAMI Clinical Office specific to, but not limited to, annual MT WWAMI Admissions cycle, annual faculty development conference, PreMed Summit, TRUST Leadership Retreats, and a variety of other faculty development events, 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 and colleges/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. Projects such as TRUST placement interviews, AHEC, diversity recruitment, job-shadowing support, and student/resident tracking, coordinating with a MT WWAMI administrator.

• Assist with recruitment and placement of MT TRUST graduates back to Montana. MINIMUM REQUIREMENTS

• Bachelor’s degree in any field with 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 organizational skills.

• Proficient computer proficiency with spreadsheets, word processing, desktop publishing and databases.

• Ability to work independently and as part of a team.

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

• Must be a self-motivated and independent worker.

• Excellent oral and written communication skills.

• Ability to develop and nurture relationships with TRUST faculty, administrators and students.

• Discretion with confidential information and ability to handle confidential information responsibly.

• Able to balance the demands of pressing immediate tasks with the follow-through necessary for long-term projects.

• Ability for occasional travel to in-state teaching sites, Seattle meetings, and various conferences – in-state, regional and national locations.

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

• Experience in healthcare field and/or medical education.

• Experience in an administrative support role. CONDITIONS OF EMPLOYMENT

• The 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 within the state of Montana and to out of state conferences. 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.