The mission of University of Washington MEDICINE is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow's physicians, scientists and other health professionals. UW MEDICINE owns or operates the following: Harborview Medical Center, Northwest Hospital & Medical Center, Valley Medical Center, UW Medical Center (UWMC), a network of UW MEDICINE Neighborhood Clinics that provide primary care, UW Physicians, UW School of MEDICINE, Airlift Northwest, and other owned, operated, or affiliated entities as appropriate. In addition, UW MEDICINE shares in the ownership and governance of Children's University Medical Group and Seattle Cancer Care Alliance a partnership among UW MEDICINE, Fred Hutchinson Cancer Research, and Seattle Children's.The PROGRAM OPERATIONS SPECIALIST position blends program support requiring the ability to implement, assess, communicate and revise highly visible clinical processes designed to improve patient outcomes with the provision of complex administrative support to three physician leaders.This position will support the Associate Medical Director for Patient Safety as well as the Medical Director of Transfusion and the Assistant Medical Director for Anti-Thrombotic Therapy in the above work. These physician leaders have complex clinical and administrative responsibilities, including inpatient and outpatient schedules at the University of Washington Medical Center, Seattle Cancer Care Alliance (SCCA) and Veteran's Administration Hospital. Additionally, the Medical Director of Transfusion has international collaborations and responsibilities that require assistance in planning frequent travel and teleconferences.Position requires a high degree of autonomy, personal initiative, discretion, forethought, flexibility, strong communication skills, independent judgment needed to organize and prioritize tasks to ensure deliverables and deadlines are met. Attention to detail is critical, as is the ability to think critically and independently problem-solve challenges. A strong commitment to excellence in work product and an active interest in providing customer service is expected. The position requires an above average ability to adjust to significant week-to-week variation in workflow and a rapidly changing environment. Duties are performed in a manner that promotes a team concept and reflects the mission, vision and values of UWMC. CHARACTERISTIC DUTIES AND RESPONSIBILITIES1.Coordinates complex calendars, schedules meetings, sends confirmations and organizes meeting materials and equipment. Consistently communicates scheduling priorities and changes, including modifications to physician clinic schedules, when necessary. Exercises independent judgment to resolve conflicts and ensure all obligations are met. Ensures that scheduling requirements are handled in a responsive and timely manner, and with sensitivity to the issues within the organization. Issues reminders and alerts management of important commitments. 2.Manages projects from planning through execution, including analyzing, interpreting and compiling data and information for the development of special reports and dashboards; creates and carries out project plans (including documentation audits); successfully resolves issues that arise; communicates and implements recommendations from workgroups and committee members.3.Independently arranges committees and events, develops agendas, actively participates in Committee meetings and will also take meeting minutes. 4.Identifies and communicates to leaders key trends identified from implementation of projects; prepares related summary materials for executive presentations. 5.Interfaces with a highly diverse clientele, including patients and families, executive leaders, physician leaders, clinical providers and staff.6.Communicates messages clearly and in a timely manner. Provides judgments and decisions that are consistent with the purpose and philosophy of directors and with UWMC values and state rules. 7.Handles tasks requiring a high degree of confidentiality; will be involved with the resolution of patient complaints and other sensitive issues related to quality outcomes and medical-legal privileged communications. 8.Participate in offices operations to maintain a profession, efficient work environment which may include office reception, appropriate direction for incoming public inquiries and complaints, conference room reservations, processing USPS mail, Federal Express, UPS and inter-UW/Medical Center delivery, monitoring equipment and ordering supplies.9.Prepares other documents required in the procurement of goods, services and travel – both international and domestic.10.Anticipates and takes responsibility for customer satisfaction. Behaves professionally and ethically in interactions with others. Treats individuals including patients, co-workers, supervisors, management, patient families, physicians, volunteers, visitors and others with respect, dignity and fairness.11.Takes initiative to identify and implement solutions to work-related problems, continuously seeking new ways to improve service.12.Is responsible for organizing, maintaining, and retrieving from multi-disciplinary, confidential on-line event management tools.13.Identifies and implements cost-saving measures wherever possible and appropriately shares cost-saving ideas with others proactively.21. Performs other related duties as assigned.REQUIREMENTS
Bachelor's degree or commensurate experience and two-three years in progressively responsible autonomous project management experience as well as Executive-level administrative support duties. An equivalent combination of education and experience may substitute for stated requirements.
Ability to maintain a high-degree of confidentiality, professionalism and attention to detail.
Independent problem-solving and strong organizational skills
Must be highly proficient in the use of Microsoft Office, including Word, Excel, PowerPoint, and Access. Must have working knowledge of SharePoint. Experience with Microsoft Teams and SharePoint desired.
Must be able to work the days and hours necessary to perform all assigned responsibilities and tasks.
Flexibility to cover for colleagues on vacation and leaves following cross-training is required.DESIRED
Familiarity with the UW Medicine environment and the basic organization of an academic medical center. Past experience with Patient Safety or Risk Management systems and processes.
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.