Program Operations Specialist; NE S

Job Description

to join our team.

The Program Operations Specialist provides educational and programmatic support for the Department of Family Medicine Residency Section (UWFMR) and Medical Student Education (MSE) section. This position serves as an operational bridge across the continuum of medical education, supporting program leadership, coordinating educational activities, and ensuring alignment between medical student and residency programs. The majority of this position’s responsibilities focus on coordinating educational activities related to UWFMR educational offerings, while also supporting medical student education initiatives, electives, and leadership operations.

Through close collaboration with faculty leaders, departmental staff, and institutional partners, the Program Operations Specialist promotes effective communication, operational consistency, and high-quality educational experiences for learners from medical school through residency.

This position supports two high-functioning educational sections within the Department of Family Medicine—Medical Student Education (undergraduate medical education) and the Residency Program (graduate medical education)—each with distinct policies, timelines, stakeholders, and accreditation requirements. The Program Operations Specialist must understand and navigate the full continuum of medical education, exercise independent judgment in managing multiple concurrent priorities, and coordinate effectively across departments, clinical sites, and the WWAMI region.

The role involves handling sensitive and confidential information related to students, residents, faculty, and program operations, requiring professionalism, discretion, and adherence to FERPA, HIPAA, and University data privacy standards in a dynamic academic medical environment. This position reports to the Associate Director of Education for the Department of Family Medicine, who oversees both the Residency and the Medical Student Education sections.

The University of Washington Family Medicine Residency Program is proud to be one of the nation’s premier educational and research institutions. The UW Department of Family Medicine is one of the top Family Medicine departments in the nation. It is essential for the Family Medicine Residency Program and the WWAMI Network to create systems and training that support outstanding patient care and educational experiences.

These training experiences must meet and exceed established accreditation and certifying standards to continue recruiting top U.S. medical school graduates. This position supports operational infrastructure necessary to sustain accreditation standards, ensure educational continuity, and maintain effective coordination across the residency and medical student education programs.

• Provide high-level administrative and operational support to the Family Medicine Residency Program Director and Medical Student Education (MSE) Section Director, ensuring efficient leadership operations, effective communication, and alignment with departmental, institutional, and accreditation-related priorities.
• Provide support for the Residency Program and Medical Student Education Director’s calendar, coordinate meetings, and prepare correspondence and meeting materials.
• Collaborate closely with the Residency Program Director and Program Administrator to ensure compliance with ACGME requirements and support curriculum development, analysis, and evaluation initiatives.
• Plan and coordinate UWFMR meetings and events—by handling logistics such as scheduling, agenda preparation, minutes, room reservations and layout, workshop coordination, and audio/visual or virtual platform setup in partnership with the IT Strategist.
• Maintain and schedule the Residency Program calendar, including the Northgate Classroom and Conference Room calendars.
• Coordinate resident‑facing communications, events, and announcements, ensuring timely dissemination of information, including…