Program Operations Specialist

Job Description

A program operations specialist opportunity is available with the Department of Psychiatry & Behavioral Sciences within the UW School of Medicine.

Reporting to Athena Wong, the Program Operations Specialist is responsible for providing centralized leadership and coordination for the Boise Psychiatry Residency Program, ensuring efficient operations, regulatory compliance, and high‑quality training across multiple institutions and sites. It serves as a key liaison between UW, affiliated training programs, and external stakeholders, enabling program leadership to focus on education and trainee development. By managing operations, accreditation, and resources, the role directly supports the program’s ability to train psychiatrists and strengthen the regional mental health workforce.

The position worksite will be located at the Boise, Idaho VA Medical Center.

• Oversee Day‑to‑Day Residency Program Operations: Coordinate schedules, trainee appointments, onboarding/offboarding, records management, and communications to ensure smooth program function across UW, VA, and affiliated sites (30%).

• Manage Accreditation and Regulatory Compliance: Maintain ACGME documentation, prepare for site visits and reviews, track citations, and ensure adherence to UW, state, and federal training requirements (15%).

• Administer Evaluation Systems and Clinical Competency Committee Processes: Coordinate milestone evaluations, compile trainee performance data, and support assessment workflows for residents and fellows (10%).

• Lead Recruitment and Selection
  
  Activities:
  
  Manage ERAS/NRMP processes, coordinate interviews, oversee application review logistics, and ensure compliance with recruitment policies (10%).

• Coordinate Curriculum and Educational Programming: Support didactic schedules, learning platforms, exams, and program events to ensure delivery of required curriculum and educational activities (10%).

• Serve as Liaison and Provide Stakeholder Coordination: Act as the primary administrative point of contact among program leadership, trainees, UW GME, VA, and affiliated training sites (8%).

• Manage Program Budget and Financial Operations: Develop and track budgets, oversee expenditures, manage payroll and funding allocations, and ensure compliance with financial policies (7%).

• Provide Operational Analysis and Program Improvement Support: Analyze program data, support leadership decision‑making, and implement process improvements and quality initiatives (5%).

• Supervise Administrative Processes and Personnel: Oversee administrative workflows, provide guidance to staff, and support hiring and personnel‑related activities (5%).

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.

• Bachelor’s Degree in Business Administration, Education, a health‑related discipline or a related field, AND a minimum of 3 years of relevant experience in graduate medical education or a higher education environment.
• Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

• Demonstrated success in management of complex programs, activities, or units.
• Must have an interest in medical education and the desire to work in a health care setting.
• Must be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, residents/fellows, and other administrative personnel.
• Facility with email, internet, and web access.
• Professional communication style and presentation.
• Proficient knowledge of Microsoft Products (Word, Excel, PowerPoint, Outlook) and Access and/or other database programs; knowledge of Office 365 suite, including Power Apps and Power Automate, preferred.
• Excellent communication skills and ability to work with diverse communities.
• Time management, multi-tasking,…