Infectious Disease Fellowship Program Manager

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POSITION PURPOSE

The Infectious Disease Fellowship Program Manager is responsible for managing the daily operations of a complex, ACGME nationally accredited Infectious Diseases Fellowship Training Program within the Division of Allergy and Infectious Disease. Fellowship programs in the Department of Medicine comprise both clinical and research training tracks with successful completion required for physician trainee candidates to qualify for subspecialty board examination and certification and acquisition of independent research funding. The POS is an integral part of the fellowship program team working to meet comprehensive programmatic goals for the ID fellowship training program.

The Infectious Disease Fellowship Program Manager administers the ID Fellowship Program and ensures full compliance of all faculty and fellows on all accreditation-related activities. Ensure clinical training occurs for both inpatient and outpatient rotations, adhering to duty hour requirements. In addition, track research training including the conduct of research on either a basic science, or clinician teacher pathway, with funding from NIH Training Grants. This position interacts extensively with faculty, fellows, and staff, in carrying out program activities to determine consistency and fulfillment of training program goals and objectives

Position Complexities:

Graduate Medical Education is dynamic and challenging area of management. The Infectious Disease fellowship program is a large, complex training program with 24-30 trainees per year. The fellowship includes both ACGME and non-ACGME fellows supported by multiple NIH T32 grants.

Position Dimensions and Impact to the University:

Full accreditation of sub-specialty medicine training programs is central to the Division's teaching mission and national academic reputation. Accredited fellowship programs, in turn, enhance the training and teaching environment for University of Washington School of Medicine students, Residency programs, and UW Medicine affiliate medical centers while augmenting the institution's overall reputation as a nationally recognized center for training excellence. The Division has a reputation for producing leaders in the field of infectious diseases whose impact extends beyond the University of Washington to impact both domestic and global health. This position provides a wonderful opportunity to enhance the training of dedicated young physician scientists who will make long lasting contributions to medicine.

DUTIES AND RESPONSIBILITIES

Training Program Operations (60%)

The POS manages the appointment process for incoming ACGME and non-ACGME fellows in coordination with appointment and credentialing requirements provided by the GME Office. The person in this role will initiate and track the appointment process for incoming fellows in the Resident Management System. Manage and develop fellowship orientation schedule working with PD to determine speakers and orientation events. Create and distribute orientation materials.

Communication liaison for the fellowship program and primary point of contact for 24-30 fellows. Responsible for creating clear and concise communication to fellows. Communicating any issues to the Education Program Manager, PD or Associate PD.

This position will work closely with Program Directors and Education Manager in coordinating all components of recruitment including managing applications, developing an applicant review process, scheduling applicants for interviews, coordinating interview days, and program leadership rank meetings. The POS will assist in creating policies and procedures for resident/fellow candidate recruitments with Program Directors that align with the UW GME Eligibility and Selection Policy. This position also maintains the program recruitment brochures and content for program website, coordinates the application review process, contacts the applicants for interviews, and schedules and manages the interview day activities. Applicants interviewed range from 50-60 per year over 6 interview days. This position will follow the University's Standards of Excellence through diversity in the recruitment process.

This role requires a comprehensive understanding of all Hospital software and operating systems to ensure fellowship schedules are complete and accurate. These systems include Infinity, Medhub, AMiON, as well as Divisional excel spreadsheets and email accounts. The POS will maintain successful and compliant Hospital rotations by understanding all requirements and guidelines for each specific schedule. This process includes proactively communicating with Division Fellows to establish substitutions and replacements when inaccurate or incomplete schedules are discovered. The POS will advise and guide Providers and Fellows when unforeseen scheduling changes occur, facilitate changes across all scheduling platforms, and notify Teleservices and other service lines of last-minute changes. This position is expected to identify opportunities for process improvements related to scheduling and develop methods for implementation with academic staff and fellowship. The POS will also track annual conferences and Holidays to ensure coverage is listed on needed systems. Review fellow commitments to promote adherence with duty hour regulations, shift and rotations.

The POS administers the MedHub Residency Management System for the fellowship programs, including management of evaluations, program goals and objectives information. This position will also maintain resident/fellow demographics data, program and rotation goals and objectives, milestone reporting and tracking, facilitate timely completion of clinical and educational work hour reports, and schedule monthly tracking and clinical billing of fellow activities in the MedHub Residency Management system.

The person in this role will work with the Program Directors to coordinate fellow semi-annual reviews, including the preparation of all draft and final evaluation letters and supporting documents, as well as year-end and graduate final evaluation letters to provide to PDs in advance of meetings, with supporting documents.

Retains and catalogues materials for institutional accreditation site visits (e.g., policies, schedules, progress reports). Assist with developing and implementing procedures to support accreditation milestone requirements. Work with various accrediting and support agencies to pursue and/or integrate educational activities. Prepare for and participate in internal and external site visits.

Manage and lead monthly ID fellowship program meetings with Program Director, Associate Program Director, Division Head, AID Clinical Section Head and Division Administrator.

Manage weekly ID Conferences for ID community to include ID community providers, ID faculty and ID fellows.

Manage fellowship graduation event, organizing venue, catering, speakers, and materials for graduation.

Research Administration and Financial Management (40%)

Responsible for maintaining budget workbooks for each of the 12 budgets that support Infectious Disease program. Includes grants, endowments, gift and R&T budgets, meeting with Program Manager, Program Director and Associate Program Director for budget updates. Meet monthly with Education Manager to review expenditures, projections. Meet quarterly with PD's and Associate PD's to provide financial updates.

The POS will work with Education Program Manager, faculty principal investigators to prepare documentation as needed for grant and award applications. In conjunction with the financial management portion of the role, the POS will develop and prepare supporting documentation for budgets (graphs, figures, and other administrative sections of proposals) for grant and contract proposals.

Manage purchases for fellowship programs. Provide guidance on allowable T32 expenses and UW purchasing policies. Process travel and required CBA reimbursements. Hold ID fellowship procard. Manage purchases in accordance to UW policy and perform monthly procard reconciliation

Manage 16 T32 trainee appointment and reappointments across 3 training grants. Complete training grant offer letters and appoint trainees in NIH XTrain. Track data in MedHub as required.

Ensure fellows complete individual research proposals and meet with research mentors in alignment with fellowship and T32 program requirements. Process tuition exemption and tuition payments for fellows receiving MPH or MS.

Execute extremely organized management of tracking materials and information.

Other duties as assigned

MINIMUM REQUIREMENTS

Bachelor's Degree in social science or a related field.

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

At least two year of experience to including:

ADDITIONAL REQUIREMENTS

Experience in program administration in an education, healthcare or academic health care setting. Advanced proficiency with Microsoft Office applications such as Word, Excel, Access, PowerPoint. Should possess superb organizational skills, an ability to multitask, prioritize competing priorities, work independently, and meet important deadlines. Must be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, fellows and other administrative personnel.

DESIRED QUALIFICATIONS

Experience working in related field. Ability to take initiative and work independently; strong interpersonal relationship skills; proficiency with computers; excellent written and oral communication skills; ability to prioritize and manage multiple concurrent and completive tasks and deadlines; excellent work ethic with an ability to institute and maintain a highly organized and professional environment. Willingness to learn new systems, to stay open to change, to organize and track long term projects, to have excellent problem-solving/decision making skills, to execute perseverance, to exercise the ability to follow up on tasks, and to be flexible in work hours. Have an interest in medical education and the desire to work in a health care setting. Be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, fellows and other administrative personnel.

Previous experience working in GME and at UW. Familiarity with ACGME, AAMC and other accrediting and regulatory bodies that affect fellow education and training. In addition, the Program Operations Specialist should exhibit excellent communication (written, verbal, cross cultural); be proactive and willing to take initiative; be able to adapt quickly to changes in work requirements and assignments; and should exhibit diplomacy.

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 access 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.