Program Operations Specialist

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees bring boundless energy, creative problem‑solving skills, and dedication to building 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. Position Purpose The University of Washington’s Division of General Internal Medicine (GIM) is one of the top five general internal medicine divisions nationally, with a workforce of over 600 employees, a total annual budget of more than $110 million, and clinical sites across Seattle and the Puget Sound. This role operates under the supervision of the Manager of Educational Programs to administer both ACGME‑accredited and non‑ACGME fellowship programs, ensuring compliance, supporting faculty and fellows, and facilitating program operations across multiple sites. Duties and Responsibilities ACGME Addiction Medicine Fellowship Operations – 70% Manage day‑to‑day operations of the Fellowship, ensuring compliance with UW GME, ACGME, ABPM, and other stakeholders. Develop and maintain an understanding of ACGME policies and procedures, modifying program policies where necessary. Develop and monitor program operation budgets, including expense limit analysis and benefit offset calculations. In consultation with the Program Director, develop and maintain resident/fellow schedules, including annual rotation, call, and clinic schedules; maintain current schedules in MedHub. Communicate schedules to hospitals, clinics, and paging operators as needed. Advise residents/fellows on training track educational requirements and adjust schedules accordingly. Coordinate information and activities with other services, sites, and departments, including calls, evaluations, conferences, interviews, and room/course scheduling. Manage off‑site rotation schedules for affiliated institutions and away rotations. Communicate regularly with participating Departments, VAPSHCS, and all clinical sites for multidisciplinary fellowship programs. Manage fellowship evaluation processes, ensuring faculty, fellows, and staff complete evaluations; compile aggregate reports for fellowship directors. Review fellowship program expenses, process reimbursements for faculty and fellows, assist in monitoring budgets, and maintain routine reconciliation. Maintain all essential documents required for program accreditation; assist with maintaining program information in the ACGME Accreditation Data System (ADS). Manage vacation/leave tracking and review payroll for accuracy. Process tuition payments and facilitate communication between fellows and course directors. Facilitate ACGME communications to residents/fellows and faculty; advise and consult on issues or inquiries from fellows and faculty. Perform other related duties and special projects as assigned. ACGME Fellow Appointments, Credentialing and Offboarding Process Manage appointment process for incoming housestaff in coordination with GME Office requirements. Understand division/department staff involvement in credentialing; coordinate with payroll coordinators. Organize and schedule program‑specific new resident/fellow orientation. Initiate appointment process for incoming residents and fellows. Manage appointment process for visiting residents and fellows. Ensure compliance with UW and UW GME credentialing requirements (licenses, DEA, PECOS, immunizations, HIPAA training, etc.). Facilitate application process for visiting residents and fellows per the UW GME Visiting Resident/Fellow Policy. Complete EHR training registrations for residents and fellows as required. Field questions regarding visas and consult with GME Office and academic HR. Arrange for pagers, ID badges, Husky Cards, keys, lab coats, and other equipment. Facilitate resident/fellow changes in appointment from ACGME to non‑ACGME clinical or research fellows. Assist in preparing letters of recommendation and other verification requests for graduation. Organize annual resident/fellow graduation; manage offboarding activities, including surveys, certificates, and returning equipment. Recruitment Oversee recruitment, interviewing, and selection of candidates for fellowship programs. Prepare letters of agreement in coordination with the GME Office and participating institutions; revise as needed. Establish annual policies and procedures for applicant recruitment with the PD/APD. Manage program information in FREIDA, ERAS, NRMP, SF Match, and other specialty matching services. Coordinate all components of recruitment: application management, applicant review, scheduling interviews, hosting interview days, coordinating rank meetings, and working with the PD on the final rank list. Produce program recruitment materials, update web content, informational materials, and social media. Ensure adherence to NRMP requirements, policies, and deadlines. Maintain Resident/Fellow Files Maintain educational files for all current residents/fellows and graduates. Archive graduated files per UW Records Management retention schedules. Coordinate with PD to develop and distribute graduate follow‑up survey. Maintain residency database and hard copy files of current and alumni housestaff. Non‑ACGME GIM Fellowships Operations – 30% Manage day‑to‑day operations of academic hospitalist, clinical investigator, and HSR&D fellowships; ensure compliance with UW GME institutional office and funding sources. Develop and maintain understanding of non‑ACGME program policies; modify policies to comply with sponsor requirements. Develop and monitor program operation budgets; work with budget managers to align costs with funding sponsor requirements. In consultation with each Program Director, develop and maintain resident/fellow schedules across rotation, call, and clinic. Communicate schedules to hospitals, clinics, and paging operators. Advise and counsel fellows on training educational requirements and schedule adjustments. Coordinate information and activities with other services, sites, and departments (rotation/call schedules, evaluations, conferences, interviews, room/course scheduling). Manage off‑site rotation schedules at affiliated institutions. Communicate regularly with participating Departments, VAPSHCS, and all clinical sites for multidisciplinary fellowship programs. Manage fellowship evaluation processes, ensuring completion and compiling aggregate reports. Review fellowship program expenses, process reimbursements, assist in monitoring budgets, and maintain routine reconciliation. Manage vacation/leave tracking and review payroll for accuracy. Process tuition payments and facilitate communication between fellows and course directors. Perform other related duties and special projects as assigned. Non‑ACGME Fellow Appointments and Offboarding Process Manage appointment process for incoming non‑ACGME fellows in coordination with division and department requirements. Organize and schedule program‑specific new resident/fellow orientation. Initiate appointment process for incoming residents and fellows. Establish and ensure compliance with program‑specific credentialing requirements. Ensure compliance with UW credentialing requirements (degree verification, post‑grad training experience, etc.). Field visa questions; consult with academic HR. Arrange for pagers, ID badges, Husky Cards, keys, lab coats, and other equipment. Assist in preparing letters of recommendation and verification requests. Organize annual resident/fellow graduation. Manage offboarding activities, including surveys, certificates, and returning equipment. Recruitment (Non‑ACGME) Oversee recruitment, interviewing, and selection of candidates for fellowship programs. Prepare offer letters in coordination with the Department of Medicine and training sites. Establish annual policies and procedures for applicant recruitment. Coordinate all recruitment components: application management, applicant review, interview scheduling, host interview days, and work with PD on final offer list. Produce and manage program recruitment information: web content, informational materials, social media. Ensure adherence to non‑ACGME program requirements, policies, and deadlines in coordination with the UW GME office. Maintain Resident/Fellow Files (Non‑ACGME) Maintain educational files for all current residents/fellows and graduates. Archive graduated files per UW Records Management retention schedules. Coordinate with PD to develop and distribute graduate follow‑up survey. Maintain fellow database and hard copy files of current and alumni housestaff. Lead Responsibilities The Program Operations Specialist will serve as the lead on fellowship appointments within GIM, with primary responsibility for establishing fellowship appointments in UW Workday. This individual will liaise between Program Directors, the Manager of Educational Programs, the GIM HR Manager, and the Department of Medicine and School of Medicine GME office regarding fellow appointments. Minimum Requirements BA in Business Administration, Finance or related field plus a minimum of 2 years related experience. Additional Requirements Ability to work independently. Excellent communication skills (oral and written). Working knowledge of Microsoft Word and Microsoft Excel. Project management experience with data‑related (Excel or other databases) or grant‑related systems. Ability to interpret, explain and apply internal and external regulations and policies governing sponsored research; excellent analytical, collaborative, and decision‑making skills; and demonstrated strong customer service orientation. Ability to foster internal and external relationships with accrediting agencies, award sponsors, collaborating universities/institutions, and adapt to a changing environment. Desired Qualifications Experience administering fellowships. Experience with UW systems (FEC, GCCR, Catalyst, Workday, GrantTracker, ProCard, and My Class Resources) and University Procedures. Experience working with federal funding awards (T32, T42, HRSA, and other NIH‑sponsored awards). Knowledge of UW policies, regulations, and institutional/state accounting and/or budget procedures is highly desirable. Compensation, Benefits and Position Details Pay Range Minimum: $61,368.00 annualPay Range Maximum: $91,200.00 annual Other Compensation: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/ Shift: First Shift (United States of America)Temporary or Regular: This is a regular positionFTE (Full‑Time Equivalent): 100.00%Union/Bargaining Unit: Not Applicable About The UW Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world. UW employees bring their boundless energy, creative problem‑solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. Our Commitment The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal‑opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81. To request disability accommodation in the application process, contact the Disability Services Office at 206‑543‑6450 or dso@uw.edu. Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law. #J-18808-Ljbffr