Education Program Specialist

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.

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This position in the Department of Ophthalmology manages all medical student programs, medical fellowship program accreditation and annual recruitment, and assorted tasks related to the residency program. Other responsibilities include managing Continuing Medical Education accreditation, lectures series and other associated educational events.

POSITION PURPOSE

This position in the Department of Ophthalmology manages all medical student programs, medical fellowship program accreditation and annual recruitment, and assorted tasks related to the residency program. Other responsibilities include managing Continuing Medical Education accreditation, lectures series and other associated educational events.

Candidate will work as a team and will regularly interact with colleagues and Program Directors to oversee planning, scheduling, and program implementation, as well as provide curriculum support in order to maintain a successful training program while running the day-to-operations

DUTIES AND RESPONSIBILITIES

CLERKSHIP PROGRAM

Program Coordination

Independently manage day-to-day operations of the clerkship; including regulatory and programmatic aspects of the Clerkship to assure compliance.

Act as liaison with the department and the SoM; participate in local clerkship activities; liaise with WWAMI sites.

Manage, schedule and process visiting medical students across WWAMI sites.

Ensure faculty and medical students have the appropriate information to effectively participate in the clerkship program.

Provide department Statistician data for medical student teaching hours.

Scheduling/Rotations

Coordinate bi-weekly medical student education orientation, including coordinating case studies and presentations; check out text books for review; answer all questions and review schedules.

Coordinate all medical student rotations: working regularly with the Registrar's Office; using Epic and the Ophthalmology surgery schedules.

Manage medical student rotations with the VA, SCH, Kaiser Permanente, UWMC, and HMC.

Liaise with colleagues to coordinate medical student didactics in alignment with resident didactics.

Evaluations and Grading

Administer student and course evaluation processes and extract data from course evaluations for dissemination.

Act as liaison between visiting students and their home institutions throughout the process, and complete customized forms to submit grades to individual institutions.

Administer grades in order to conclude the clerkship process; maintain information for disseminating evaluations for medical students, faculty and residents in E*Value (and in VSAS).

Visiting Clinical Medical Students

Process applications, appointments and/or visas for visiting medical students, including onboarding.

Coordinate observation privileges for medical students visiting the clinic and OR.

Act as main point of contact for visiting students e.g. MSRTP participants and/or volunteers.

Medical Student Research Program

Assist Program Director with matching medical students with research mentors.

Track data: medical students engaged in research; medical student research publications; presentations at national meetings and other data for the preparation of annual report on medical student research.

MANAGEMENT OF FELLOWSHIP PROGRAMS

Candidate will manage seven fellows matriculating in one and two-year sub-specialty fellowships.

Program Accreditation:

Maintain program renewals with AUPO FCC (and GME), including program letters of agreement with participating institutions, when required.

Process accreditation with Non-ACGME associated entities (AUPO FCC and ASOPRS).

Work with Program Directors to ensure programs are compliant and monitored (evaluations, case logs and exit interviews, etc.).

Survey alumni for feedback on fellowship experience.

Candidate Recruitment and Hiring

Partner with the Program Directors for annual candidate recruitment; maintain information on the department's website; manage SF Match (application service) information; monitor submissions and respond to related queries.

Coordinate application review process; schedule and manage interview day logistics.

Manage interviews including scheduling, room reservations, AV, catering, etc.; organize all onsite activities.

Manage post-interview activities; submit rank lists; disseminate match results in the department.

GRAND ROUNDS:

Work with faculty to create initial Grand Rounds schedule; work with colleagues to ensure cancellations are filled and calendar is updated.

Ensure that Medhub conference calendar is up-to-date.

Track and enter grand rounds attendance (virtual vs. in-person attendance).

Prepare and collect evaluations as necessary.

EVENTS

Resident Alumni Day: Manage annual research day of event: reserve site/space, order catering; handle all logistics; act as liaison with the PDs for event's program and other activities including collaborating with the executive assistant on CME materials and guest speakers.

Run and coordinate Resident didactics Thursdays 7am to 12pm. Liaison for technical issues, hybrid options, and any issues. Maintain the 7th floor conference room set up in preferred style for conferences.

WET LABS:

Coordinate wet labs and reserve the WISH lab prior to each academic year.

Primary liaison with WISH Lab to coordinate resident lectures and labs.

Work with outside vendors and related faculty to coordinate wet lab events.

Annual collection and distribution of instrument boxes to outgoing/incoming residents.

Serve as back up contact for EyeSi machine(for medical students).

GENERAL

Attend job-related training and program related in-service sessions.

Coordinate/assist with special events as needed.

Ensure fellowship website info is up-to-date.

Participate in department administrative team by providing support as needed for general administrative activities as needed.

Act as back-up for colleagues during leaves of absence.

Other duties as necessary.

MINIMUM REQUIREMENTS

Bachelor's degree in related field and/or 2-3 years in administrative/operations position.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS

Demonstrated critical thinking skills, ability to problem-solve and exercise good judgment.

Ability to work independently as well as in a collaborative team environment with colleagues.

Computer program skills: proficiency in Microsoft Office applications; experience/willingness to learn and E*Value tracking system, VSAS and Medhub.

Excellent organizational skills; ability to multitask and prioritize while working independently to meet deadlines.

High degree of reliability, accuracy and productivity with attention to detail.

Ability to maintain collaborative relationships relating to students, a wide range of health care professionals and community members.

Must have valid WA State Driver's License.

DESIRED QUALIFICATIONS

Three years in administrative/operations position of increasing complexity.

Previous experience working in the UW and/or School of Medicine or in an academic or health care setting and/or Experience with educational programs and/or UW clerkship system.

Familiarity UW accreditation and other regulatory bodies.

Familiarity with UW and/or UW Medicine systems.

CONDITIONS OF EMPLOYMENT

Contingent upon satisfactory results from a criminal background check.

Ability to start the workday at 6:45 am on occasion, and work occasion weekends and evenings for special events.

Must be able to travel to sites within Seattle as necessary.

Will share office space.

Application Process: The application process 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 access 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.