Program Operations Specialist

The Department of Medicine, Division of Gastroenterology has an outstanding opportunity for a Program Operations Specialist. The purpose of this position is to oversee the management of the Advanced Therapeutic Endoscopy Fellowship and play a strategic role for the Division of Gastroenterology operations and initiatives. The Program Operations Specialist will establish and monitor specific and measurable goals, enabling the Division to operate more efficiently.

As a vital member of the Division’s core administrative team, this position will work closely with leadership in the Division of Gastroenterology, Department of Medicine, School of Medicine, Medical Center, and multiple UW and affiliate sites in support of our mission areas.

• Provide program development and management of the Fellowship program, including ownership of Medhub and its requirements.
• Oversee and manage required data collection including collection of written and practical examinations, survey administration, or in-person performance assessment results.
• Identify contributors to the assessment process and appropriate avenues for reporting. Work with PDs and other involved entities to utilize Medhub systems that ensure fellows are meeting the requirements of the program.
• Manage and facilitate complex fellowship leaves based on guidance of the GME office and HR.
• Manage routine scheduling needs. Ensure clinical rotations and leaves are entered in Med Hub and QGenda and paging systems.
• Manage the Fellows’ Leave of Absence Change Request Form and enforce the Fellows’ Leave Policy. Update QGenda and paging systems when necessary.
• Develop process to manage fellow schedules to ensure clinical commitments to program are met based on guidance from the PD and GME office.
• Manage onboarding process for incoming fellows; ensure compliance with rotation‑specific credentialing requirements at each approved site of training, Medhub access, etc.
• Maintain fellow records and store in accordance with UW Records Management retention schedules. Provide documents to fellows or outside entities as needed.
• Facilitate APR, including development of agenda, food and location procurement, meeting support, and disseminating appropriate information.
• Manage Fellowship financial allotments per division budget; track all expenses to allotments; create allotment reports to assist the PDs and Administrator.
• In partnership with the division, develop, implement and manage the overall strategy, plan and operations for the regular educational series Frontiers in GI and Hepatology. Provide lead counsel, review and final approval of administrative and operational components for the program, including budget planning, development of proposals, venue procurement, regulatory compliance, and reporting.
• Act as a representative of the division, attend educational programs and oversee onsite operations (i.e. setup of venue, equipment, display booths, attendee registration) and ensure overall successful flow of the program.
• Partner with the director, fellows, faculty mentors, staff, and others to ensure positive experience. Manage confidential and critical materials, issues and communications.
• Manage NW/UW fellowship rotations and orientations; reserve meeting rooms for rotation orientations, schedule orientation presenters, and additional logistics.
• Schedule needed program leadership and committee meetings. Craft agendas for meetings when necessary.
• Assist Program Administrator with the following high‑level priorities:
  • Attend educational programs and oversee onsite operations (i.e. setup of venue, equipment, display booths, attendee registration) and ensure overall successful flow of the program.
  • Manage and facilitate complex fellowship leaves based on the guidance of the GME office.
  • Develop fellowship schedules to ensure clinical commitments to program are met based on guidance from the PD and GME office.
  • Managing onboarding process for incoming fellows; ensure compliance with rotation‑specific credentialing requirements at each approved site of training, Med Hub access, etc.
  • Facilitating the Annual Program Review, including…