Req #: 230073

　　Department: OPHTHALMOLOGY

　　Posting Date: 01/16/2024

　　Closing Info: Open Until Filled

　　Salary: $4,859 - $6,800 per month

　　Shift: First Shift

　　Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_a11y.pdf)

　　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.

　　The Department of Ophthalmology has an outstanding opportunity for an Education Program Specialist to join their department.

　　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 The Med Student Coordinator is the liaison for all medical students rotating through the dept. This includes clinical training as well as research rotations. Candidate would report to the Administrator of Education with a matrixed reporting relationship to both the Medical Student Program Directors: Clinical Education Director and the Research Education Director.

　　CLERKSHIP PROGRAM (45% of 55%)Program Coordination

　　Manage the regulatory and programmatic aspects of the Clerkship, assuring compliance

　　Act as liaison with the department and the SoM, participate in local clerkship activities

　　Independently manage day-to-day operations of the clerkship

　　Work with program director to market the clerkship program to students, community members, and others; Identify areas for improvement and develop plans to implement changes in the clerkship

　　Manage, schedule and process visiting medical students in VSLO

　　Ensure faculty and medical students have the appropriate materials, resources and information to efficiently and effectively participate in the clerkship program

　　Provide department Statistician data for medical student teaching hours

　　Plan and take part in medical student program meetings as needed

　　Track number of UW medical students going into ophthalmology, with Clerkship Director

　　Collect student feedback on medical student education

　　Assignment of medical students to clerkships

　　Coordination of all clerkships including WWAMI sites

　　Liaison with medical student interest groupsScheduling/Rotations

　　Coordinate bi-weekly medical student education orientation, including case studies and case presentations working with the faculty members/speakers; check out textbooks 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 and template set up by Clerkship director

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

　　Liaise with PD and Edu colleagues to coordinate medical student didactics in alignment with resident didactics

　　Schedule and oversee maintenance of EyeSi machine for medical student useEvaluations and Grading

　　Administer student and course evaluation processes, extracting the appropriate 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 final grades via E*Value in order to conclude the clerkship process

　　Maintain accurate information for disseminating evaluations for medical students, faculty and residents in E*Value (and in VSLO)Visiting Clinical Medical Students

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

　　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

　　Integrate students in the UW system in order to be fully operational during their visit

　　Oversee all of the on-boarding (Epic, etc.) for visiting medical students practicing as a provider on the targeted start dateMedical Student Research Program (10% of 55%)

　　Assist program director with matching medical students with research mentors

　　Assist program director with tracking the number: medical students engaged in research; number of medical student research publications; number of presentations at national meetings

　　Coordinate medical student researcher to present at Resident Alumni Day; coordinate outstanding medical student research award

　　Assist program with data for the preparation of annual report on medical student research

　　Administer student and course evaluation processesMANAGEMENT OF FELLOWSHIP PROGRAMS (15%)The department currently has five fellows matriculating in sub-specialty fellowships: retina, uveitis, pediatrics, oculoplastics. Candidate will manage these 12 to 24 month programs from inception to completion.Program Accreditation:

　　Maintain schedule of upcoming program renewals with AUPO (and GME) are renewed on schedule including program letters of agreement with participating institutions, when required

　　Process accreditation with Non-GME associated entities (AUPO and ASOPRS) for fellowship programs (uveitis, retina, oculoplastics and pediatrics)

　　Work with Fellowship Program Directors to ensure regulation and compliance program issues are implemented and monitored (evaluations, case logs and exit interviews, etc.) and develop policies

　　Survey alumni for feedback on fellowship experiences and current practice locationsCandidate Recruitment

　　Partner with the program directors to establish recruitment process policies and procedures; develop/maintain information on the department’s website

　　Manage SF Match (fellowship application service) program information, monitor submissions

　　Regularly communicate with applicants re: fellowship positions and respond to related queries; contact applicants for interviews

　　Coordinate application review process - schedule and manage interview day logistics including: manage interview process including scheduling, room reservations, AV, catering, etc.; partner with colleagues for onsite activities

　　Manage post-interview activities including facilitating the “candidate rank” meeting, submit rank lists to SF Match; disseminate match results to all appropriate Department faculty and staffGRAND ROUNDS 10%

　　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 necessaryEVENTS 10%

　　Resident Alumni Day: Manage annual educational event: order catering, reserve site/space, handle logistics; act as liaison with the faculty Alumni Committee for event’s program and other activities including the facilitation of CME materials including attendance sheets and evaluations

　　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

　　Coordinate/assist with special events as neededWETLABS 5%

　　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 5%

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

　　Call Schedule for Residents every month. Ensure it is accurate and no violations with help from Residency and Education manager. Send out monthly and update all systems

　　Help with any related residency issues (especially when residency manager is out) or as needed.

　　Ensure fellowship website information is up-to-date

　　Participate in department administrative team by providing support as needed for general administrative activities as needed, i.e. backup for mail distribution, laundry

　　Engage and/or lead in employee team activities when possible

　　Act as back-up for colleagues during leaves of absence

　　Hire, train, supervise student/temporary staff as needed

　　Other duties as necessaryLead Responsibilities:Provide program support for medical student programs, fellowships and operational support to department faculty and fellows. It is expected that this individual is the content expert for these areas and as such assures that all activities are completed in a timely and accurate manner. MINIMUM REQUIREMENTS

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

　　Demonstrated critical thinking skills, to and

　　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, VSLO, Medhub and Workday

　　Knowledge of academic and medical appointment processes (working with AAC, OMSA and using Workday)

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

　　degree of reliability, accuracy and productivity with attention to detail

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

　　Familiarity UW accreditation and other regulatory bodies with UW and/or UW Medicine systems CONDITIONS OF EMPLOYMENT

　　Contingent upon satisfactory results from a criminal background check

　　Start the workday at 6:30 am several days per month and work occasional 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 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.

　　University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.