Salary is commensurate with qualifications and experience.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
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. All of which has allowed the UW to be nationally recognized as a Great College to Work For for four consecutive years.
The School of Medicine has an outstanding opportunity for a Program Operations Specialist.
The Program Operations Specialist plays a key role in overseeing, planning, and developing the School of Medicine's four-year curriculum encompassing a wide range of activities and interactions with faculty and institutional members, WWAMI state directors, staff, and all of the collaborative partners. This position will be a representative of the Curriculum Unit in Academic Affairs, managing the School of Medicine governance committees, and day-to-day operational activities to ensure operational efficiency. The Program Operations Specialist reports directly to the Director of Curriculum and takes direction from the Associate Dean for Curriculum. The Program Operations Specialist works closely with the Academic Affairs deans, directors, managers, and staff, and School of Medicine faculty and staff within the five-state WWAMI region regarding medical student curriculum related programs and serves as a resource for questions from individuals within the University and the community. The Program Operations Specialist is expected to independently interpret and implement state and federal administrative policies and procedures. This position will exercise independent judgment, solve problems, supervise, and develop innovative approaches to the management of a wide variety of curriculum initiatives.
Curriculum Governance Management Provide project management for the School of Medicine Curriculum Committees, to include: Curriculum Committee, Foundation Committee, Patient Care, Explore and Focus, Scholarship and Themes Committees, that support the School's curriculum and adhere to Liaison Committee on Medical Education (LCME) accreditation requirements.
Adhere to the By Laws for each committee and provide guidance to nominate, approve, replace and retire membership. Coordinate and record faculty votes and nominations for committees.
Participate in committee agenda setting by contributing to committee chair planning calls, track action items, track issues across committees, and add agenda items to committees to adhere to the governance approval path. Take committee minutes, record votes and motions and actions for the School of Medicine Curriculum Committees. Advise committee chairs and committee members on rule of order.
Maintain tracking spreadsheet of committee action items, decision dates, membership and committee member term limits and independently propose action plan resolutions. Proactively advise deans, directors and Academic Affairs staff on term limit notification and member nomination process, decision dates and status of action items.
Initiate nomination, election and approval of new members within By Law regulations with limited oversight.
Independently interpret, implement and communicate major University of Washington, School of Medicine, and Curriculum Unit regulations, requirements, policies, and procedures, and communicate to deans, faculty and students provide advice to leadership and staff.
Manage, interpret, review, track, maintain, and update curriculum program policies and guidelines to incorporate governance policy changes, and consult as needed with director and other units within the Academic Affairs Office and Dean's Office and departmental faculty and staff.
Identify and implement programmatic areas of improvement within specific curriculum programs. Evaluate curriculum program efficiency and effectiveness, and recommends areas for greater program efficiencies.
Manage School of Medicine website and governance blog to maintain and update member lists and committee minutes.
Memorandums of Understanding Manage activities related to initiating, maintaining and revising over 60 Memorandum of Understanding (MOUs) for University of Washington School of Medicine faculty and affiliate faculty who teach in the Foundation Phase of the School of Medicine curriculum.
Work closely with the Director of Curriculum to initiate new MOUs and revise existing MOUs with a budget of over $2 million dollars.
Advise director and associate dean on effective agreement dates, and approval status. Maintain and suggest improvements to track MOU status.
Research and propose action plans to establish MOUs for faculty outside of the School of Medicine.
Administrative Support Manage confidential calendar for Associate Dean and Assistant Dean of Curriculum scheduling appointments with deans, faculty, staff and students. Oversee, schedule, and process complex travel arrangements and reimbursements for the Associate Dean of Curriculum and directors, and other faculty in the Curriculum unit.
Supervise and monitor all Associate Dean office and curriculum projects including production, inventory, and distribution of various committee documents, reports, spreadsheets, Gantt charts, MS Visio organizational models, and PowerPoint charts. Compose and create confidential letters and memoranda and proofread outgoing correspondences.
Manage confidential communication of policy and procedure on behalf of the dean to faculty, staff and students.
Staff various executive level meetings and retreats, and faculty curriculum committee meetings to include IT equipment setup, preparation of handouts, agenda preparation, minute taking and preparation, tracking and monitoring committee projects, materials distribution, scheduling participants, room reservations, conference calling catering, and etc.
Manage Curriculum office facilities in relation to assessing, researching, and recommending space, equipment, furniture, and software and hardware requirements.
Support activities related to Liaison Committee on Medical Education (LCME) accreditation requirements and site visit.
Support Curriculum team with exam proctoring.
Perform other work related duties as assigned.
QUALIFICATIONS Bachelor of Arts or Bachelor of Science Degree and at least three years of experience with progressively increasing responsibility as an executive assistant and/or administrative assistant or program manager.
Proven organizational skills which highlight ability to develop, use and maintain systems to track information and materials.
Proven administrative and problem-solving skills.
Excellent oral and written communication skills including demonstrated competence in preparation of correspondence, written reports and executive level minute taking.
Ability to take initiative and work independently with a high degree of reliability, accuracy and productivity.
Proven ability to handle senior executive-level confidential information with a high level of tact, discretion and diplomacy.
Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
Proven track record in exercising discretion and independent judgment effectively in decision-making processes.
Ability to work across multiple levels of an organization to achieve results.
Ability to interpret and communicate to others complex policies and procedures.
Computer proficiency with spreadsheets, word processing and databases in a Windows/Mac environment.
One to two years School of Medicine or University of Washington experience in education program management.
Five years of experience in adult education.
Project Management experience in the methods and systems of continuous quality improvement.
CONDITIONS OF EMPLOYMENT The position often requires the employee to work beyond a normal work week (e.g. more than 40 hours a week) and intermittently requires evening and weekend time to meet project deadlines and attend meetings.
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 undergra...duate 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.