Work in Washington Veterans Jobs

Req #: 243576

Department: ANESTHESIOLOGY AND PAIN MEDICINE

Job Location Detail: Telework with weekly in-person

Posting Date: 02/28/2025

Closing Info: Open Until Filled

Salary: $5,114 - $7,672 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 Department of Anesthesiology & Pain Medicine (APM) has a great opportunity for a Program Operations Specialist. The Program Operations Specialist for TelePain and the Pain & Opioid Hotline will be responsible for managing the didactic schedule, managing the TelePain calendar, updating the website, maintaining communication with participants, panelists, and partner sites; liaison with participants, making sure equipment and systems function and supports our work, CME management, editing and maintaining didactic video library, and supporting marketing efforts. With this grant, the operations specialist will be responsible for managing travel logistics, managing reimbursements and submitting payments, supporting communication and surveys with partner sites, and being the point person for operations and logistics within TelePain and our partner sites. The Program Operations Specialist will be the point person for communication, keeping resources accessible and up-to-date, and establishing and maintaining LMS.

This position will require the use of independent judgment to initiate and manage complex tasks for a wide variety of projects related to developing projects for the HRSA grant. Employees will be expected to work effectively with external contracting organizations, partner organizations, state and federal grantors, and internal teams to coordinate project contributions. This position will need to assess systems and operations and identify sustainable solutions. The position will function independently to plan and deliver components of team projects, need to prioritize multiple responsibilities, have high attention to detail, and work accountably and effectively as part of a team. The employee will be responsible for establishing, maintaining, and distributing the curriculum including accreditation and CME.

As the “first line” representative for the Pain Division to all its constituents, the Program Specialist will require excellent customer service skills as they interact with those both inside and outside the University. It will be important that they can gain and keep the confidence and trust of the Section Chiefs, Division Chief, and other faculty physicians. The incumbent must be willing and able to split their time between Harborview Medical Center (HMC), Center for Pain Relief at Roosevelt (CPR), and UWMC.

This position will coordinate components of the UW TelePain program, a highly visible service supporting healthcare providers across Washington State and the WWAMI region in the management of complex chronic pain. The role involves implementing initiatives that promote evidence-based pain management strategies, impacting the quality of care, and contributing to the sustainability of the program. Success in this role will directly influence ongoing support and future funding.

As part of the UW TelePain team, this position will be responsible for building and maintaining effective relationships with healthcare providers, specialists, collaborators, funders, faculty, staff, and community partners. The position will be instrumental in managing data for reports, project deliverables, and manuscripts, curriculum management, and contributing to research, and program evaluation efforts aimed at improving chronic pain management throughout the state and region.

DUTIES AND RESPONSIBILITIES Program Establishment and Maintenance

• Establish relationships, meetings, and monitor communications with regional teams across WWAMI.

• Develop and update website content to reflect the latest TelePain resources and session information, coordinating with program leaders on necessary revisions.

• Design promotional materials such as brochures, flyers, and digital content to promote the TelePain program to a broad audience of healthcare providers.

• Manage listserv communications to engage and inform healthcare providers and stakeholders about upcoming sessions and resources.

• Coordinate and manage data collection via online survey platforms (e.g., SurveyMonkey) for post-session evaluations and program feedback.

• Facilitate communication with TelePain learners through learning management systems such as Canvas and email, supporting ongoing engagement.

• Communicate, coordinate, and advertise events with partner groups.

• Perform other duties as needed to support the UW TelePain program’s research, educational, and evaluation activities.

• Confer with grant and legal teams regarding TelePain activities in WWAMI region.Program Support

• Coordinate TelePain session logistics, including scheduling, participant registration, attendance, and preparation of training materials for Zoom-based weekly sessions.

• Manage the team’s use of webinar and web conferencing tools, ensuring smooth delivery of virtual consultations and educational sessions.

• Confirm necessary and required legal disclaimers are included on promotional materials.

• Coordinate communications and promotional activities related to the TelePain program, including creating and distributing marketing materials to healthcare providers.

• Develop and support educational content for online delivery, including both live (synchronous) and pre-recorded (asynchronous) learning opportunities.

• Collaborate with UW Continuing Medical Education (CME) and Continuing Nursing Education (CNE) teams to obtain accreditation for TelePain sessions and manage continuing education credits for participants.

• Support the evaluation of TelePain educational activities, designing surveys, managing data collection, and preparing reports on program impact.

• Liaise with UW entities such as the Grant and Finance and Purchasing departments to meet program goals.Data Management

• Work with the Evaluation Expert to design, develop, and evaluate data collection tools and strategies to support the UW TelePain program’s data management needs, including the use of platforms such as REDCap, Excel, COSRI, and other tools.

• Manage data requests from program stakeholders, including extraction, cleaning, and merging of data for reporting and research purposes.

• Prepare data for program leadership, funders, reports, and presentations, including for grant proposals and manuscripts for peer-reviewed journals.

• Create data visualizations, dashboards, and reports showcasing the impact of the TelePain program.

• With the Evaluation Expert, oversee quality control of data entry processes, ensuring accuracy and reliability for program evaluation purposes.

• Support the development and use of data collection tools (such as REDCap) to assess TelePain session outcomes and participant feedback.

• Collect, manage, and disseminate TelePain and hotline attendance, engagement, and surveys.

• Manage data for invoices and reports.Financial Responsibilities

• Process honoraria and reimbursements for TelePain program faculty, staff, and guest speakers.

• Coordinate travel reimbursements for program participants, faculty, and guest speakers. Including grant-required travel to the WWAMI region and yearly obligatory Washington DC trip.

• Work with vendors and program finance teams to manage contracts, invoices, and payments, ensuring timely processing of expenses.

• Create and send out invoices and oversee payment for partner sites with the Division Manager and Grant Manager.

• Arrange and manage payment for meals including catering at partner sites for road shows. MINIMUM REQUIREMENTS

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

• 2-3 years of work experience in administration or project management preferably in a university, hospital, or 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

• Work experience in administration or project management preferably in a university, clinical, or other non-profit setting. DESIRED QUALIFICATIONS

• Strong organizational skills with the ability to manage multiple priorities and projects, including scheduling and calendar management tools.

• Experience with the UW CME system.

• Ability to maintain a high level of professionalism and provide excellent customer service.

• Strong attention to detail and accuracy in data entry and document preparation.

• Ability to work independently and as part of a team, with strong problem-solving skills. 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.