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The purpose of this position is to provide programmatic management to the Residency curriculum development and operational management of the Medical Clerkships program within the Department of Anesthesiology & Pain Medicine (APM). In addition, the program operations specialist will provide some generalized operational support to the residency program in total. The medical clerkship program involves 30 clerkships covering both Anesthesiology and Pain Medicine. The Anesthesiology Residency Program involves 112 residents in all stages of their training. This position reports to the Administrative Manager of the APM Graduate Medical Education program, with highly matrixed relationships to the faculty Director of the Program as well as the Associate Program Directors.
This individual in this position must intimately understand the needs and requirements of the programs and be able to establish the program and translate the requirements into curriculum that meets the needs of the program. The specialist must also be able to master and translate myriad responsibilities into unfamiliar systems. The successful candidate will demonstrate a sincere and deep interest in graduate medical education, proactive initiative, independent judgement, willingness and aptitude to take on responsibilities as well as excellent customer service.
The Program Specialist must demonstrate the ability to work well as a team member and display the ability to work within guidelines set by the Supervisor, the Department, the School of Medicine GME office and multiple outside organizations. This individual must gain and maintain the trust and confidence of all stakeholders, including program director, faculty, residents, and medical students as well as peers in the education division throughout the Department.
Major components of this position:
Residency Curriculum Management/Development = 50%
Management of Required UW SOM APM Clerkship = 40%
Residency Program Operations = 10%
The department currently has 112 residents spread across four years in the Accreditation Council for Graduate Medical Education (ACGME)-accredited training program performing clinical work at four sites: UWMC, HMC, SCH, and the VAPSHCS. This person will be responsible for working with the Program Director, Associate Program Directors, Site Educator faculty across the four main sites to develop, and implement a robust resident curriculum (both didactic courses as well as simulation courses and experiential learning) that meet or exceed ACGME and American Board of Anesthesiology (ABA) requirements.
Accredited residency programs are governed by a national body: the Accreditation Council on Graduate Medical Education (ACGME). Training new physicians is a complex and tremendous responsibility. The ACGME acts as the body to equalize and keep excellent all the residency programs in the US. For those in individual medical schools, the guidelines, policies and requirements make individuals in these positions pivotal to the success of residency programs. These are the individuals who must know and implement policies and processes that make and keep the program compliant as well as appealing to residents. This individual is expected to act independently and has authority to describe the goals and requirements of the program, to interpret and appropriately execute policies and processes. This position is often the first person residents, potential residents and internal customers meet and with whom they interact.
This individual will be responsible for oversight and operational management of the required APM Medical Clerkships across the five-state WWAMI Region. Working with the Associate Program Director (APD) who directs the APM Medical Clerkship program., this position will be in charge of creating a durable, stable clerkship experience for UW medical students. Success in this position is assured if this individual gains and has a deep understanding of the educational requirements for APM residency, grows and maintains up-to-date knowledge about program requirements and national accreditation standards, anticipates changes to requirements and initiates actions early. It is especially important this individual is able to work collaboratively with the Program Director and APDs, residents, medical students, and the APM education team.
Working with the Program & Associate Program Directors, this position develops and manages specified education activities within the Department that are critical to successful program accreditation, as well as the satisfaction and success of our trainees, whether students, residents or fellows.
The University of Washington began training residents over 60 years ago. The UW School of Medicine has an outstanding national reputation for teaching, clinical service and research. Likewise, the Department of Anesthesiology & Pain Medicine is ranked among the leading academic departments in the country. The Department of Anesthesiology & Pain Medicine was founded in 1960 by Dr. John Bonica, a world leader in regional anesthesia and pain management. The Department takes pride in the depth and breadth of the training offered. When a physician completes our program, they are equipped to care for any critically ill patient or clinical situation in the perioperative period. Additionally, our strong Pain Medicine program prepares the Anesthesiologists to deal with pain post-operatively as well as both acute and chronic pain.
Working in conjunction with the Program Director, Associate Program Directors, and Education Program Administrator, develop, create and implement Didactic, simulation scenarios and other trainings to ensure all ACGME and ABA content areas are satisfied.
Working across all services and sites (UWMC, HMC, VA, SCH, VMMC, SW, EG, Global Health), and in conjunction with site directors, operationally manage all weekly residency education didactic and simulation sessions.
Develop, train and implement system for tracking residency didactic attendance
Collaborate with simulation center to ensure APM residents receive appropriate simulation training.
Engage with simulation faculty to generate and improve simulation modules that are in accordance with ACGME requirements and program goals.
Organize multi-course Resident lecture series, ensuring all aspects of the series schedule are managed.
Schedule and manage participation of all faculty and outside speakers for 100+ lectures annually
Provide backup for Department CME scheduling/announcement/attendance tracking, work with site coordinators to ensure logistical arrangements.
Prepare and disseminate all materials for lectures.
Organize ACGME-required residency wellness program to address fatigue management, burnout, and improve collegiality between residents and faculty.
Work with site supports to organize residency presentations (Ground Rounds, orientations, etc.) to include as need AV support, room reservation, room setup.
Create process for providing access to residents for additional educational development funds that is attendance based.
Oversee and manage residents’ required teaching presentations and QI projects, providing direction to residents as needed and ensuring the presentations/QI projects meet ACGME requirements.
Maintain access for faculty/residents across different educational platforms (including but not limited to MyTipReport, Anesthesia ToolBox).
Develop and maintain educational platforms to support resident education in the didactic and simulation realm.
Management of Required UW SOM APM Clerkship (40%) The individual in this position is responsible for management of the 30 clerkships with approximately 160 students annually in both Anesthesiology and Pain Medicine. Additionally, this position facilitates the clerkship course initiation, organization, an implementation.
Develop and establish annual rotation schedules for medical students, efficiently and effectively, ensuring requirements and electives for each student group type are met within the parameters and constraints of the program;
Organize rotation schedules to ensure an excellent educational experience for medical students;
Work effectively with WWAMI clerkship site leadership and staff and other rotation sites of practice in order to achieve a manageable medical clerkship rotation schedule for the participating faculty and sites;
Understand, interpret and apply all applicable guidelines and rules affecting the clerkship rotations;
Cultivate effective and collaborative relationships with UW SOM staff to ensure productive relationship between the SOM and the Department
Provide excellent customer service to internal and external customers as demonstrated by effectively representing the faculty program director, the department and the School of Medicine when working with students and outside entities.
Review clerkship schedules, trouble-shoot, adjusting and/or raise issues to the program director as necessary;
Developing the department’s Visiting Student elective program, including implementing system for application review, interview and selection, ensuring eligibility.
Working with program director and program faculty in organizing and logistically producing new courses; ensuring all course materials are collected and put into appropriate format and technology.
Reviewing, proofreading (and editing courses for format and other non-scientific aspects); ensuring accuracy and consistency of course materials;
Create simulation sessions and Problem Based Learning Didactics calendar for the year; Coordinate student lecture schedules;
Draft descriptions of new courses and editing current course descriptions for publication on the website and in other materials;
Ensure completion and closure of courses as necessary
Create and maintain student database to include performance evaluations and grades; ensuring that all data is kept confidential, using the “need to know” principle;
Provide data to program director and SOM program on faculty participation in student education as well as other clerkship program metrics;
In coordination with Program Director, pursue ongoing system improvements;
Evaluate, recommend and implement new technology as potential solutions to existing problems;
Ensure that student files are well-organized, in the appropriate format and kept confidential
Be the liaison between the medical student program and the department residency program;
Residency Program Operations (10%) Resident Recruitment and Selection:
Work with the Education Manager, to manage the collection and reporting of over 1,000 applications annually for 28 open positions
Prepare applications for Program Director based program criteria measures.
Participate and assist in twelve (12) all-day interviews, activities include: coordinating complex interview schedule, escorting applicants throughout UW facilities, etc.
Prepare presentations and other materials for residency interviews; Ensure that the Puget Sound area and Seattle are well-displayed; provide a social environment for residents and applicants to discuss the residency program and resident life in Seattle.
Rank list data entry and communication to program directorship
Resident Rotations and Schedules:
Work with the Residency Manager to plan annual rotation schedule development; ensuring all new requirements from ACGME or School of Medicine fulfillment of residency requisites are planned and implemented for each resident.
Determine available coverage for any unplanned rotation changes and adjust coverage plan as necessary (in Manager’s absence)
Prepare data for annual call schedule;
Ensure all rotations and call schedule is incorporated into MedHub and other systems as necessary.
REQUIRED QUALIFICATIONS Education: BA in education, healthcare administration, business, public health or related field Type and Years of Experience: 2-3 years of experience in healthcare education or program operations
OTHER REQUIRED QUALIFICATIONS
Must be able to come in early and work late on occasion - as needed for events
Strong customer service orientation and attitude; ability to help customers virtually
Strong program management skills; ability to think through a program and develop it.
Strong ability to prioritize & multitask with attention to details;
Ability to work well independently as well as within a team;
Must be able to take initiative in situations and anticipate program needs;
Excellent verbal and written communication skills.
Must work well and gain the confidence of a variety of faculty, trainees, and staff
Must be a skilled user of Microsoft suite of products, especially Outlook, Word and Powerpoint and Excel.
Be or become expert user of Graduate Medical education technical systems;
Experience working in academic medical center;
Residency and Medical Student Clerkship program experience highly desirable & experience
Previous experience developing non-scientific portions of medical residency curriculum
Knowledge of ACGME rules and compliance requirements.
Experience working in E*Value and/or other data base programs particular to School of Medicine
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.