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NCCS PROGRAM OPERATIONS SPECIALIST
University of Washington
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NCCS PROGRAM OPERATIONS SPECIALIST

University of Washington

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Details
Posted:
November 9, 2019
Location:
Seattle, Washington
Salary:
Open
Type:
Full Time

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 six consecutive years.

The purpose of this position is to provide programmatic support to the Division of Neurocritical Care within in the Department of Anesthesiology & Pain Medicine at UW Medicine. Neurocritical Care Service (NCCS) is a highly specialized anesthesia program. The Division Chief provides oversight and direction for this specialized anesthesia service. The divisional activities embrace and fulfill all aspects of the UW Medicine and Department Mission:  Clinical Care, Training/Education and Research. Neurocritical activities are carried out on the Harborview Medical Center (HMC) and University of Washington Medical Center (UWMC), with HMC being the primary site of practice. The division collaborates clinically and academically with other divisions and departments within UW Medicine.  The primary focus of this position will be on managing the educational aspects of Neurocritical Care, but will also manage the operational aspects of the Neurocritical Care program. This position reports to the HMC Division Manager, with a strongly matrixed reporting to the Chief of Neurocritical Care.

The program is multi-disciplinary and has high visibility within UW Medicine. The Program Specialist will be a critical part of the growth, by working directly with Division Chief, faculty, HMC Division Manager, as the specialty service develops. The NCCS Program Specialist would provide program support to all areas of the Program The ideal candidate will be someone who quickly gains understanding of all parts of the mission and goals of the NCCS program and can work as a partner with the faculty leaders to plan Divisional priorities.  They must be able to initiate and see to fulfillment the processes to implement these priorities.  They must be able to work independently and problem solve through the myriad of priorities and be able to build, grow and maintain a highly complex unit.

The complicated and multi-faceted nature of this sub-specialty requires deep understanding of the program and its priorities and business practices and the ability to move effectively between the various systems and stakeholders with confidence and appropriate authority. This individual will routinely and independently assess, initiate and complete programmatic priorities that benefit the clinical and educational missions and ensure its success.

As noted above, a critical part of the mission of Neurocritical Care is training future doctors and other trainees. In addition to training residents, visiting scholars and observers from outside institutions, the Division has an approved non-ACGME Neurocritical Care Fellowship program. This non-accredited Fellowship will soon become an accredited Fellowship through the Accreditation Council for Graduate Medical Education (ACGME).  The Division and Department are applying for accreditation of our Neurocritical Care Fellowship with hoped for accreditation to begin July, 2020. 
This position is primarily responsible for managing the educational efforts of this specialty as well as providing backup and assistance for all educational training efforts for residents at Harborview. This includes planning and managing rotation schedules, ensuring training courses are scheduled (Didactics, conferences and other CME-accredited training), on-boarding residents to HMC while on the rotation and working extensively with other departments at UW as well as other institutions (Virginia Mason Medical Center and Madigan Hospital).

Major responsibilities for this position include:
•Program support for NCCS Education (NCCS ACGME Fellowship and NCCS Residency Program): 50%
•NCCS training program operations = 40%
•NCCS Division Operational support : 10%

This position requires independent decision making, the ability to foresee issues and take the lead in rectifying any foreseeable issues. The program specialist will continually look for opportunities to improve systems, communications and operations. This person must be able to work with different program director personalities, be able to foster a relationship of trust, as well as be able to keep the Program Directors’ of the NCCS Residency and Fellowships on target and ensure they adhere to deadlines.

The individual in this position must be a self-starter, expert time manager and comfortable with a myriad of different projects and tasks. The individual in this position must be able to act independently and prioritize with ease and accuracy. Day-to-day operations are not specifically assigned and most tasks are completed independently with oversight and guidance from the Manager and NCCS Division Chief.

HMC, as a county-owned facility that is operated by the University of Washington has a long history and strong mission of patient care to the very critically ill and injured. It is an important training arm for UW Medicine’s teaching mission. HMC has achieved recognition for trauma management, orthopedics, burn surgery, neuro-trauma surgery, neurovascular surgery, and paramedic services. The anesthesia services provided at HMC offer a wealth of training experience in an atmosphere of high morale and genuine friendship. At the completion of their time at HMC, residents are experienced at difficult cases of all kinds: seriously ill trauma victims; neuroanesthesia for head injuries, aneurysms, and AVMs; anesthesia for open and endovascular procedures; As the department continues to build these educational programs and strong clinical presence at HMC, a strong program specialist is a pivotal partner in achieving the mission and program goals.

POSITION RESPONSIBILITIES
Program support for NCCS Education (NCCS ACGME Fellowship initial accreditation/ re-accreditation and NCCS Residency Program): 50%

NCCS ACGME Fellowship Responsibilities:
  • Provide program management for initial accreditation for NCCS ACGME Fellowship
  • Ensure programmatic accreditation and re-accreditation is secured and that all processes around accreditation are efficient, systematized and planned so that they are completed in a timely manner. This involves sophisticated project management due to the number of requirements and individuals involved in accreditation.
  • Ensure new fellows are brought into the program accurately, timely, and efficiently by managing any/all visa issues, managing the interview, appointment and credentialing processes, and managing deployment activities.
  • Must be or become knowledgeable of Accreditation Council for Graduate Medical Education (ACGME) requirements for institutional, core, and program requirements; advises program director of requirement interpretation.
  • Develops and implements specific internal policies and procedures based upon the requirements of the ACGME program
  • Must be able to develop, implement and manage policies and procedures for each program and site location.
  • Work with the School of Medicine ACGME program administrators; serve as department liaison to that group.
  • Administer the MedHub Management System for Fellow demographics, data maintenance; Fellow schedules, importing program and rotation goals and objectives; conference attendance tracking; and ensuring timely completion of duty hour reports and case logs;
  • Plan, develop, and implement Fellowship Program quality improvement projects; develop initiatives to address concerns;
  • Ensure adherence to the program’s policies regarding duty hours and effects of leave on board eligibility;
  • Evaluate Fellow morale and respond to Fellow concerns; consult with PD, and GME Office as necessary and assist Fellows in finding/using resources available.
  • Manage confidential and critical materials, issues and communications, including confidential trainee files
  • Oversee and manage Fellowship program funds; manage reimbursements and purchases for fellows program per department and GME policies

    NCCS Residency Responsibilities:
  • Work closely with NCCS Director to plan and execute all aspects of the NCCS resident rotations.  Duties in this area include working with other Departments (in particular Surgery and Neurosurgery) and outside institutions (primarily VMMC and Madigan Hospital) to incorporate their residents into the training schedule and rotations.
  • Responsible for ensuring all NCCS residents are properly on-boarded at HMC
  • Ensure resident requests for rotation changes, vacation, etc., are handled promptly, entered into the system and appropriately communicated to all parties
  • Ensure that resident evaluations are complete and entered into MedHub
  • With faculty program director, ensure that rotations are planned to include all necessary training experiences
  • Revise and update content of “Neurosurgical Management Pearls” instructional book.
  • Create and update web content for the program as necessary. Maintain the content of the HMC NCCS rotation website as well as Canvas
  • In collaboration with Program Director develop and generate new curriculum.
  • Act as liaison with the APM Education office and the UW GME office on specific issues and policies
  • Ensure that residents are aware of policies that affect them (leave, vacation etc.)
  • Provide programmatic administrative support to the Neurocritical Care Director as necessary, including meeting preparation, conference arrangements and reimbursements.
  • Ensure resident and other pertinent schedules are appropriately integrated into SpinFusion

    NCCS training program operations = 40%
  • Create, plan and distribute monthly NCCS Didactic schedule for department
  • Create UW Critical Care Medicine Conference and Meeting Schedule.  Work with Program Director and other faculty to develop conference topics, agenda and follow-up.
  • Recruit appropriate speakers for Neuro-critical care conferences, Grand Rounds and didactic sessions (approximately 3 sessions per month). Work with speakers to develop materials suitable for Continuing Medical Education credit (CME).
  • Apply for CME credit for conferences as necessary and integrate Neurocritical care Grand Rounds into the overall Department grand rounds goals and schedule.
  • Advertise and publicize conferences throughout the Department; work toward ensuring attendance is high
  • Perform follow-up activities for courses, including evaluations and other required documentation
  • Manage and arrange for training courses for teams other than residents (Medics, etc) in areas such as moderate sedation
  • Coordinate HMC Observership program, including answering inquiries, processing applications, working with faculty to find/create substantive observership experiences. Be the liaison and point of contact for Observers.
  • Oversee and manage arrangements for all training courses

    NCCS Division Chief and other faculty support, as well as cross-coverage for HMC dept.: 10%
  • Cross-cover for support duties of the operations team including the HMC Manager, and two program operations specialists
  • Manage HMC CME conference (once a week), and act as a backup for UWMC CME activities.
  • Maintain selected portions of departmental intranet
  • Administrative support of Division operations
  • Back up for data entry into SpinFusion (the Department’s faculty and resident scheduling system) as needed

    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 of a moderately complex nature

    Other Required Qualifications
  • High proficiency using Microsoft Office products, including Outlook, Word and Excel and PowerPoint.
  • Excellent prioritization skills and ability to act with minimal oversight
  • High level of accuracy in work products
  • Excellent customer service
  • Excellent verbal and written communication skills
  • Good analytic skills
  • Can think strategically and operationalize strategy
  • Can initiate activities and work independently
  • Works well in a team

    Desired Qualifications
  • Previous work experience in an academic medical center
  • Experience working on ACGME accredited fellowship program
  • Experience working with clinical scheduling
  • Familiarity with UW policies and procedures

    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.
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    Internal Number: 173927
    About University of Washington
    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.
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