PROGRAM OPERATIONS SPECIALIST FOR MEDICINE, HEALTH AND SOCIETY/THEMES AND INTEGRATION

PROGRAM OPERATIONS SPECIALIST FOR MEDICINE, HEALTH AND SOCIETY / THEMES AND INTEGRATION

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The Program Operations Specialist for Medicine, Health and Society / Themes and Integration for the School of Medicine (Program Operations Specialist) will manage the Medicine, Health and Society / Themes courses and Integration weeks for the Medical School Curriculum.

The UW School of Medicine’s Foundations phase is 18 months in length and consists of a total of 9 integrated blocks and other integrated content which is delivered across the five WWAMI states (Washington, Wyoming, Alaska, Montana, Idaho) to over 270 students annually.

The Program Operations Specialist will manage curriculum congruency, implementation, delivery, operational logistics and continuous improvement for Medicine, Health and Society (MHS) / Themes courses and curriculum and Integration weeks in the four-year curriculum and across the 5 WWAMI states.

This position will be a representative of the Curriculum Unit in Academic Affairs, managing the day-to-day operational activities of the MHS courses and Integration weeks to ensure operational efficiency and curricular congruence.

The Program Operations Specialist reports directly to the Assistant Director and takes direction from the Director for Curriculum and Assistant Dean for Curriculum.

The Program Operations Specialist works closely with the Academic Affairs deans, directors, managers, and staff, and School of Medicine (SoM) faculty, staff, and students within the five-state WWAMI region regarding medical student curriculum related programs and serves as a resource for questions from individuals within the University and the community.

The Program Operations Specialist is expected to independently interpret and implement university, state and federal educational policies and procedures.

This position will exercise independent judgment, solve problems, and develop innovative approaches to the management of a wide variety of curriculum initiatives.

This position will have frequent contact with the school’s academic and administrative leadership. This includes serving as a critical interface with the Associate Dean for Curriculum, the Assistant Dean for Curriculum, the Associate Dean for Student Affairs, the Assistant Deans based throughout the WWAMI region, Clerkship Directors, SoM curriculum chairs, faculty (both based in Seattle and outside Seattle), and the medical students on any number of complicated operational curricular issues.

This position requires a high degree of independent decision-making, organization, and problem-solving skills, along with the ability to prioritize many competing tasks from faculty, Dean’s Office staff, and students.

With the regional orientation of the medical school, the Program Operations Specialist must be service-oriented and customer-focused, able to address questions, problems, or concerns from faculty, staff, and students across the WWAMI region in a professional, prompt, and confidential manner.

With the expansion of the medical school and related curricular challenges that lie ahead, the position will require the ability to multitask, prioritize job responsibilities, and work effectively with faculty, students, and staff.

This position directly impacts the scope and quality of instruction of SoM medical students during their four years of medical school, both at the UW Seattle campus and throughout the WWAMI region.

The Program Operations Specialist ensures that all basic science and clinical curriculum elements of the curriculum are operationally supported, up-to-date, consistent with Curriculum Committee recommendations, and communicated to the Associate and Assistant Deans and faculty across the six WWAMI teaching sites.

The Program Operations Specialist is also involved in ensuring that all approved curriculum meets compliance and accreditation standards as established by Liaison Committee on Medical Education, federal, state and university regulations, and other requirements as are appropriate.

If an individual without a sophisticated understanding of the specific laws, accreditation standards, and local policies and procedures is not hired to perform these job responsibilities, then the UW SoM could lose its accreditation and potentially not be allowed to provide medical education for its medical students.

DUTIES AND RESPONSIBILITIES

The Program Operations Specialist will work across the Academic Affairs Office and closely interface with the Associate Dean for Curriculum, Assistant Dean for Basic Science, and the Directors of Curriculum to manage the implementation and initiate continuous improvement strategies for the MHS / Themes courses.

The Program Operations Specialist will also manage the implementation of seven stand-alone Integration weeks within the five-state WWAMI region across the foundations and clinical phases of the curriculum.

The position will provide analysis of congruent curriculum delivery across six universities, five of which offer semester schedules, and one (UW) on a quarter schedule.

The Program Operations Specialist will advise, block directors, instructors, and deans on needed changes and improvements to the curriculum to meet school, state and national / federal guidelines for accreditation and financial aid and implement and document these changes and improvements.

Medicine Health and Society / Themes Project Management (60%) :

• Partner with Medicine, Health and Society (MHS) / Themes Course Directors, instructors and regional administrators to develop, maintain and implement the MHS curriculum.
• Communicate action steps, priorities and stakeholder needs to MHS / Themes Course Directors, instructors, and staff. Communicate concerns regarding MHS / Themes curriculum to School of Medicine leadership.
• Utilize project management techniques and tools to track and monitor timetables, action items, deliverables, and contingency plans and utilize web-based collaborative platforms to share and collaborate on teaching materials.
• Organize the work of MHS / Themes faculty, including collecting and refining minutes and follow through on action items.
• Utilize Canvas Learning Management System to build MHS / Themes courses for students.
• Track and monitor students who fail to master MHS / Themes material and must remediate course work. Work with course directors to develop remediation plan and serve as liaison between School of Medicine curriculum staff and deans, faculty, and other leaders on issues of curriculum and UW and SOM remediation policies.
• Track and record students who leave the curriculum and require MMHS / Themes coursework to graduate upon re-entry. Respond to all inquiries regarding student status toward graduation.
• Initiate strategic plans and assist with process for systematic review and evaluation of continuous curricular innovation, including development and monitoring of outcomes and plans of action for improvement.
• Coordinate budget, student stipends, and track spending for the MHS / Themes courses.
• Author and revise curriculum website. Develop written communication materials and collaborate with faculty to draft special communications, including newsletters on the Foundations Curriculum and distribute broadly to UW Medicine faculty, regional faculty, staff, and students.

Integration Project Management (35%) :

• Partner with the Integration faculty director, instructors, and regional administrators to develop, maintain and implement three School of Medicine foundations phase integration weeks and four clinical phase integration weeks.
• Organize the work of foundations and clinical integration faculty workgroup teams, including collecting and refining minutes and follow through on action items.
• Serve as liaison between the Integration faculty director, School of Medicine curriculum staff, and deans, faculty and other leaders on issues related to integration curriculum and answer questions related to student requirements, attendance, and congruence across WWAMI.
• Utilize Canvas Learning Management System to build content for students
• Build systems to communicate and align work between the foundations and clinical integration teams to share competencies and curricular objectives.
• Coordinate integration communication across all stakeholder groups in the School of Medicine
• Present and represent curriculum team at School of Medicine Curriculum Committee meetings.
• Build systems to track requirements during integration weeks.
• Track and monitor students who fail to master Integration material. Work with course directors to develop completion plans.
• Track and record students who leave the curriculum and require Integration coursework to graduate upon re-entry. Respond to all inquiries regarding student status toward graduation.

Special Projects and Other Duties as Assigned (5%) :

• Collect data and information and provides reports for inclusion in SoM reports and accreditation surveys.
• Work with the Directors of Curriculum on coordinating and integrating projects impacting all four years of the medical school curriculum.

LEAD RESPONSIBILITIES

Assign and direct the work of others to support the curriculum. The Program Operations Specialist has coordinating oversight responsibility to work with SoM department faculty and staff assigned to work curricular issues.

Working with the various department-based faculty and staff that support the foundations curriculum, the Program Operations Specialist outlines curriculum-based requirements and follows through to ensure that all timelines and program requirements are achieved.

MINIMUM REQUIREMENTS

• Bachelor’s degree with at least two years of administrative experience.
• Excellent project management and organizational skills.

Additional Requirements :

• Excellent project management and organizational skills.
• Proven expertise with spreadsheets, word processing, and databases in a Windows environment.
• Ability to independently interpret, analyze, and synthesize complex information.
• Proven leadership and strong oral and written communication skills.
• Demonstrated experience working in large, highly structured, team-based, and collaborative environments.
• Ability to work independently with a high degree of reliability, accuracy, and productivity.
• Ability to handle confidential information responsibly.
• Experience running meetings.
• Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.

Equivalent education / experience will substitute for all minimum qualifications except where there are legal requirements such as license / certification / registration.

DESIRED QUALIFICATIONS

• Background in higher education and curriculum development.
30+ days ago