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The Department of Otolaryngology - Head and Neck Surgery is a clinical academic department of the University of Washington School of Medicine (SOM) which is part of UW Medicine. The Department provides patient care services at Harborview Medical Center (HMC), University of Washington Medical Center (UWMC), Seattle Children’s Hospital (SCH), Veterans Affairs & Puget Sound Health Care System (VA), Northwest Hospital (NWH), and Seattle Cancer Care Alliance (SCCA). The Department is actively involved in clinical service, research programs, residency training programs and educational programs, and includes oversight for the Virginia Merrill Bloedel Hearing Research Center. The department employs approximately 50 total regular faculty, research and clinical fellows, 25 residents and ACGME fellows, and 20 staff. The Department of Otolaryngology-HNS has an outstanding opportunity for a Program Operations Specialist who will manage our Clerkship Program.
POSITION PURPOSE The Program Ops Specialist (Clerkship Manager) is primarily responsible for managing the Clerkship program within the Department of Otolaryngology – Head and Neck Surgery.
Working under the direction of the Residency and Pediatric Fellowship Program Manager, the Clerkship Manager oversees the medical students, clinical training programs and faculty support for the Department of Otolaryngology.
POSITION COMPLEXITIES The Department rotates over 100 medical students through 25 different clinical settings at 8 regional institutions.
The Clerkship Manager assists the medical students, observers and course faculty Program Directors with developing and maintaining the educational quality of the training programs and ensuring compliance with accreditation standards and other regulatory requirements. The CM also functions as a liaison between the practice site directors, participants, participating site staff and other Departments. This position also provides administrative support for faculty and general operational support for the Department and Educational Program, including assistance with project management, and coordination of department activities and special events.
POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY The POS plays a key role in supporting the training and education pillar of the tripartite mission of the School of Medicine. The Dept. of Otolaryngology is nationally recognized for excellence in Head and Neck Surgery, Laryngology and Neurolotology. Our training programs serve as the entry level for the next generation of clinician scientists and also differentiates us from other institutions where provision of clinical services is the primary focus. Clerkship and training programs that run efficiently and professionally contributes to the overall success of the program and the Department.
DUTIES AND RESPONSIBILITIES Clerkship Program Management and Educational Program Support –
Oversee day-to-day operations of the Medical Student Program
Manage internal and external observation requests
In collaboration with the faculty Medical Student Clerkship Director(s), coordinate UW and visiting medical student clinical rotations including scheduling, tracking registration, troubleshooting and grade submission
Work closely with the Program Director(s) to develop tools, systems and policies to continually evaluate areas for improvement within the Medical Student Program
Serve as the primary point of contact for medical students and site preceptors/staff
Manage confidential and critical materials, issues and communications
Process reimbursements related to Medical Student Program
Support Education Program Director and Residency and Pediatric Fellowship Program Manager as needed with data collection, file management, communications, events, etc.
Faculty Support and Call Schedule –
Serve as primary contact for assigned faculty in regards to day to day support to include but not limited to: booking travel, calendar management, correspondence and document edit/copy/mail/fax/scan, and reimbursements
Develop and manage monthly call schedule for faculty and trainees
Meeting/Event Support –
Support annual educational courses, events, and departmental meetings
Other duties as assigned
Bachelor's degree from an accredited academic institution in Business, Public Administration, Psychology, Communications, or similar discipline
Two years of relevant work experience in project or program management
Proficiency with Microsoft Office applications (Word, Excel, Access, and PowerPoint) and current web development software
Strong interpersonal skills with demonstrated ability to communicate both verbally and in writing with professionalism, diplomacy and sensitivity
Ability to work both independently and collaboratively, problem solve and exercise sound judgment
Demonstrated attention to detail and solid critical thinking skills
Excellent organizational skills, ability to multitask and prioritize competing demands and meet important deadlines
Must be comfortable working in a collaborative team environment consisting of diverse populations of staff, faculty, Residents, Fellows, and other administrative personnel
Familiarity with medical terminology and prior experience working in an academic medical center setting
Familiarity with Process Improvement tools or experience with "Lean" methodologies
Working knowledge of University Washington’s systems, policies, and procedures
Typical office setting
May be required to work a flexible schedule to meet deadlines as needed.
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.