Program Operations Specialist

Job Description

The Department of Radiology has an outstanding opportunity for  a full-time Program Manager-Emergency Radiology & Peer Learning to join their team.

About this Opportunity

Reporting to Valeria Gonzalez, Manager of Program Operation, the Program Manager-Emergency Radiology & Peer Learningis responsible for the daily operations of the Emergency Radiology (ERad) Section and Peer Learning Program.

The Emergency Radiology section at Harborview Medical Center serves one of the busiest emergency departments in the Pacific Northwest and is the only Level I adult and pediatric trauma center and regional burn center serving Washington, Alaska, Montana and Idaho. As a center of excellence in providing emergency radiology services, the section has very active roles in continuing medical education, resident and fellowship training, research, and clinical practice.

The UW Medicine Department of Radiology Peer Learning Program is the quality assurance (QA) and quality improvement (QI) educational and review process adopted to engage Radiologists in case-based discussion, improve clinical care, and promote professional development. Peer Learning is essential to maintaining American College of Radiology (ACR) accreditation across all UW Medicine enterprise sites.

The Program Manager-Emergency Radiology & Peer Learning will serve as the primary point of contact and resource for both areas. This position ensures efficient program administration including coordination of activities, program development, compliance reporting & analysis, communication & liaison, program operations management, clinical scheduling management, execution of special projects, etc.

The individual must be approachable, trustworthy, eager to help, and able to establish effective interpersonal relationships with faculty, staff, and visitors. This role requires attention to detail, the ability to meet tight deadlines, efficient organizational skills, and the ability to switch gears at a moment’s notice. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside of the institution is essential.

The necessary attributes to successfully meet all of these demands includes sophisticated project management experience, ability to handle a high volume of requests for meetings and travel, independent decision making, sensitivity to the needs of the faculty’s constituents, organization and follow through so that every commitment gets handled appropriately, a professional and personable demeanor, and the ability to triage appointments understanding the political nuances – all while meeting project deadlines and maintaining composure. The ideal candidate needs to work successfully in a team environment, build effective working relationships inside and outside of the department, while keeping abreast of general academic and business objectives, policies, standards, services, and procedures to maintain a comprehensive awareness of the faculty’s priorities.

This position provides high level, confidential administrative leadership and program management for the Emergency Radiology Section and the Peer Learning Program.

This position is located at Harborview Medical Centerand operates a Monday through Fridayschedule at 1.0 FTE. This position is eligible for occasional telework in the future, dependent on the needs of the department

Key Responsibilities

Subspecialty Business Management (45%)

ERad Program Operations Management

• Manage the day-to-day operations in a dyad partnership with the section chief
• Financial & resource allocation management of the section budget(s), including budget planning & development, presenting to section Chief & department leadership, resource allocation, forecasting, and stakeholder communication & management.
• Assist with section faculty recruitment process to include monitoring Interfolio for new candidates, arranging faculty visits and interviews, coordinating with search committee and Radiology Human Resources.
• Plan and facilitate meetings and special events for the section
• Performs other duties or projects as required or assigned.

ERad Program Development & Evaluation

• Track clinical volumes and evaluate growth areas to determine future staffing needs in dyad partnership with the section chief.
• Create and develop program onboarding process to include pre-onboarding preparation, training coordination and compliance tracking, equipment assistance and section onboarding.
• Arrange non-recruitment faculty visits for Grand Rounds, research, and consulting
• Develop and implement section policies and procedures, in accordance with the Department guidelines, such as conference attendance policy, vendor product evaluation policy, section leave monitoring, etc.
• Plan and execute program initiatives

 ERad Compliance, Reporting and Analysis

• Monitor faculty dashboard metrics, evaluate key performance indicators, and report outliers to section chief and other stakeholders.
• Review and update clinical FTEs upon notification from Associate Director of Operations
• Develop & monitor internal faculty licensing & credentialing tracking to help forecast new or renewal actions, as necessary in collaboration with Human Resources
• Create and maintain centralized repository for documentation, such as SOPs, program policies, etc.

Peer Learning Program Operations Management

• Manage the day-to-day program operations in partnership with the program committee leadership and section champions
• Coordinate committee meetings, conferences, and related program activities
• Data management of sensitive quality improvement data and patient information using REDCap
• Manage CME accreditation processes, including annual renewals, documentation, audits, reporting, and reviews

Communication and Liaison

• Primary point of contact for the Emergency Radiology Section and Peer Learning Program
• Collaborate with Communications Specialist for announcements, website updates, and news articles
• Management and ensuring accuracy of information in relevant MS Teams site and other department websites
• Foster relationships with the clinical teams
• Collaborate with the Education Team, including the fellowship and residency programs
• Cross-cover other Program Managers as needed
• Primary support for the Emergency Radiology Section Chief
• Participate in fostering a collaborative environment with diversity as a core value. We are passionate about building and sustaining an inclusive and equitable working environment for all students, staff, and faculty.

Special Project Management (40%)

• Project Manager for Emergency Radiology Section and Peer Learning Program
• Identify areas of improvement and propose and collaborate on innovative operational improvements to increase efficiency and effectiveness with Section Chief
• Develop project timelines and communication to all stakeholders
• Execute risk management analysis for projects; propose plans to mediate risks, develop solutions and present proposals to leadership
• Develop and administer standard policies and procedures for tracking, routing, and executing tasks
• Proactively track completion timelines for multiple small and large initiatives, design electronic tools and processes for project management duties.
• Float Competency Program Coordination
• Coordinate program activities, meetings, and conferences
• Facilitate communications with internal and external stakeholders.
• Performs other duties or projects as required or assigned.
• The incumbent is expected to continue to grow their own skill set necessary in their position, contribute to a team atmosphere in working with all internal/external customers, and provide thoughtful suggestions for continued improvement in work processes.

Clinical Schedule Management (15%)

• Manage the attending and on-call schedules for the clinical faculty
• Use QGenda to build and maintain the schedules
• Collaborate with the Education Team on trainee schedules
• Review faculty leave requests and swaps with section chief and approve
• Enforce the department’s leave and scheduling guidelines
• Ensure call schedules are updated in a timely manner with the UWMC and HMC on-call systems
• Track vacation and CME time
• Ensure clinical FTEs are accurate in QGenda
• Ensure faculty meet their minimum clinical day expectations

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

• Bachelor’s degree in business administration, healthcare administration or related field
• 1+ years of experience in administration or office management in an academic and/or health setting or directly related experience

Additional Qualifications

• Must have an interest in working in a healthcare setting
• Must be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, trainees, and other administrative personnel
• Professional appearance, communication style, and presentation
• Excellent communication skills and ability to work with diverse communities
• Proficient knowledge of Microsoft Office Products (Word, PowerPoint, Excel, Forms, Visio, Outlook, Teams

Preferred Qualifications

Experience with radiology support or administration

Experience with QGenda scheduling platform

Knowledge of and experience with University of Washington systems and policies

Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to speak or hear. The employee frequently is required to sit; use hands to write, finger, handle or feel; and reach with hands and arms. The employee may occasionally lift and/or carry up to 25 pounds.

Schedule is normally 8a to 5p, M-F but is not always fixed and workload does vary. The incumbent’s first responsibility is to complete tasks rather than keep to a fixed schedule.  Flexibility in schedule and intensity of work is necessary.

Some travel between sites will be necessary by UW Health Services or other shuttles.

About the Department & Radiology

Our mission is to improve the health of the public using research-driven, imaging-based care with compassion, expertise and inclusiveness.

We advance healthcare through collaborative and diverse teams that lead discovery and educate the future leaders in radiology.

Values: 

We treat people with respect and compassion.  

We embrace diversity, equity and inclusion.  

We encourage collaboration and teamwork.  

We promote innovation.  

We expect excellence. 

Learn more about the Department of Radiology at https://rad.uw.edu/

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Shift:

Temporary or Regular?

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or

dso@uw.edu

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.