University of Washington · 15 hours ago
Program Operations Specialist
Seattle, WA
Full-time
Onsite
Entry, Mid Level
$70K/yr - $80K/yr
2+ years expThe University of Washington is one of the nation’s premier educational and research institutions, and they are seeking a Program Operations Specialist for their Department of Obstetrics and Gynecology. This role is responsible for the day-to-day operations of the ACGME accredited OBGYN residency program, managing educational activities, and supervising an undergraduate student assistant.
EducationHigher EducationUniversities
Responsibilities
Administer the MedHub Residency Management System for the program, including maintaining resident demographics data; resident schedules, importing program and rotation goals and objectives; conferences attendance tracking; and ensuring timely completion of duty hour reports
Ensure resident reporting compliance in the MedHub system
Ensure residents submit case/procedure log data in ACGME ADS. Produce monthly reports to track resident compliance with minimum procedure requirements, on-the-fly reporting for faculty/resident/fellow review, special reports for the Program Directors and Annual Program Review meetings
In consultation with the Program Director and Administrative Chief Residents, develop and maintain resident schedules, including annual rotation schedules, call schedules, and clinic schedules; maintain current schedules into MedHub, and update as appropriate
Communicate schedules to the hospitals, clinics, paging operators as needed
Process vacation/leave request forms for residents. Advising residents on courses of action based on program, institutional policies & procedures, and the collective bargaining agreement
Approve revisions to schedules, and coordinate changes with affiliated sites and personnel throughout year, ensuring that coverage is provided when needed
Regularly coordinate information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling
Manage off-site rotation schedules and credentialing requirements (affiliated institutions, away rotations)
Administer the evaluation process for the program in MedHub, and ensure timely completion by evaluators. Coordinate resident semi-annual reviews
Maintain educational files for all current residents and graduates in accordance with ACGME requirements, UW GME Policies, and UW Records Management retention schedules
Manage administrative and planning logistics for retreats, meetings, and conferences, including weekly lecture series, conferences, grand rounds, journal clubs, M&M, retreats, In-service exams, etc
Provide administrative support for residents including processing reimbursement requests for travel, assisting in state medical license renewals, monthly administrative reminders, etc
Oversee supply purchases for the program, including general office supplies and educational materials. Order equipment/supplies for residents as needed
Attend GME Program Events throughout the year to ensure compliance with policies and identify areas for growth
Maintain education outlook calendars and create a weekly departmental wide schedule
Coordinate weekly Grand Rounds and Morbidity & Mortality conferences, including managing attendance, supporting hybrid meeting options, confirming room and catering orders, etc
Generate monthly surgical case reports with quality improvement metrics for GYN and OB services
Supervises weekly residency-related tasks of an undergraduate student assistant
Qualification
Required
Bachelor's degree with 2-3 years of experience in administration and/or graduate medical education in an academic healthcare setting
Preferred
High level of tact, discretion, and diplomacy; ability to handle confidential and personnel information
Demonstrated ability to prioritize multiple projects and tasks
Superior time-management and organizational skills, ability to efficiently multitask and prioritize competing priorities, and meet important deadlines
Excellent written, verbal, and interpersonal communication skills, including the ability to communicate with individuals from diverse backgrounds and prepare communications for a variety of audiences
Experience using Microsoft Office (including PowerPoint, Word, Excel, Access), Microsoft Visio, Zoom, and other remote meeting/facilitation tools
Benefits
For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/
Company
University of Washington
University of Washington is an educational institution that provides undergraduate, graduate, and research programs.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$215.35MKey Investors
Avista foundationNational Institute of Allergy and Infectious DiseasesAdvanced Research Projects Agency for Health
2026-01-18Grant· $10M
2025-04-21Grant· $0.01M
2024-09-13Grant
Leadership Team
Andrew S Allen
Adjunct Professor
Arthur Denny
Founder
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