Req #: 243396 Department: UW SCHOOL OF MEDICINE Job Location Detail: 3 days per week on-site in Health Sciences Building, 2 days remote Posting Date: 02/12/2025 Closing Info: Open Until Filled Salary: $5,810 - $6,094 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/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701\_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. **Work Schedule** The position requires the employee to work beyond a normal work week (e.g. more than 40 hours a week) and intermittently requires evening and weekend time to meet project deadlines and attend meetings. Periodically travel to Tacoma. **Position Description** The Program Operations Specialist for Academic, Rural and Regional Affairs (Specialist) plays a critical role in managing staff and faculty compliance, administration and day-to-day management of activities to ensure operational efficiency for the administrative unit in Academic, Rural and Regional Affairs at the University of Washington, School of Medicine. The Specialist reports to the Director for Academic, Rural and Regional Affairs (Director) and takes direction from the Vice Dean for Academic, Rural and Regional Affairs. The Specialist works closely with the Academic, Rural and Regional Affairs (ARRA) associate and assistant deans, directors, managers, and staff, and School of Medicine faculty, staff, and students, within the five-state WWAMI (Washington, Wyoming, Alaska, Montana and Idaho) region regarding academic and regional affairs-wide related programs and serves as a resource for questions from individuals within the university and the community. The Specialist is expected to independently interpret and implement state and federal administrative policies and procedures. This position will exercise independent judgment, solve problems, supervise, and develop innovative approaches to the management of a wide variety of academic and regional affairs initiatives. **DUTIES AND RESPONSIBILITIES** **Program Management and Operations (70%)** • Communicate the vision, values, and mission of the School of Medicine WWAMI Program to University of Washington faculty, staff, WWAMI partners, and the general public through in-person meetings, written correspondence, and telephone calls. Foster and maintain strong working relationships with WWAMI regional offices, School of Medicine Academic Affairs, and the Dean of Medicine's staff. • Participate in collaborative process improvement procedures with six regional WWAMI offices, participating in monthly video conference calls, training sessions, and development activities. • Independently write, design and update medical education surveys using web tools, internet web tools and other programs. Analyze and organize survey data for reporting. • Manage WWAMI websites – operational control over content, design, and maintenance/development. Represent the program on the larger School of Medicine IT committee. • Update WWAMI map, Academic, Rural and Regional Affairs directory, yearly calendar, contact and distribution lists for the region to ensure accurate information is communicated to all sites. • Coordinate completion of five 150-page WWAMI state reports and develop new reports as delegated. This is the official document from the States of Washington, Wyoming, Alaska, Montana and Idaho on WWAMI educational activities which is sent to governor’s offices, higher education review boards and committees and legislators. This project includes communication with the five regional sites regarding timeline and deadlines; organization of documents sent to the sites for revision and collection of revised documents on a strict deadline; collation and analysis of statistics and data from University of Washington School of Medicine departments and government agencies; prepare publications with desktop publishing tools for electronic submission; and respond to all inquiries regarding the report project. • Monitor and Track compliance with guidelines, policies and procedures for new faculty and staff, as well as annual requirements. • Organize WWAMI program archive project to include meeting with School of Medicine Records Manager, Special Collections Librarian and faculty; develop index of archived and non-archived regional affairs historical documents; select and manage historical photographs and documents for presentations by Dean, School of Medicine, Vice Dean for Regional Affairs and Assistant Deans throughout WWAMI; create media presentations for celebrations and recognition ceremonies. • Event and conference planning and coordination to include initiate vendor contracts and understand UW purchasing requirements; identify speakers and facilitate communication; set timelines; prepare marketing materials; set up and troubleshoot all coordination on day of event. • Manage confidential calendar for Director and other deans as needed; schedule appointments with faculty staff and students. Oversee, schedule and process complex travel arrangements and reimbursements for other directors and faculty within Academic, Rural and Regional Affairs. • Identify and implement programmatic areas of improvement within regional affairs. • Manage and oversee numerous special projects as directed through the development of strategic planning efforts of WWAMI and assistant dean on an ongoing basis by planning, implementing and monitoring the success of each program and how it contributes to the strategic plan by analyzing outcomes and tracking project-based information and statistics. Projects involve investigation, analysis, and synthesis of internal and external policy, operational processes, accrediting/regulatory requirements, etc. • Oversee, schedule, and process complex travel arrangements and reimbursements for the Vice Dean, directors, managers, and other faculty within Academic, Rural and Regional Affairs. • Provide administrative support to committees as delegated by the Vice Dean or Director. • Provide exam proctoring support. • Perform other work-related duties as assigned. **Student Housing Management (10%)** • Ensure that all students with Tacoma rotations are appropriately assigned to School-managed lodging. • Oversee the coordination of documents and instructions to students and notify landlords of unit assignments. • Manage turnover/cleaning service between students, periodically inspect lodgings, and maintain UW-owned furnishings. **Facilities/Building Maintenance Management (10%)** • Ensure that all new employees receive an orientation on health and personal safety, as it relates to the workplace; emergency evacuation plans and routes; and resources or contacts to refer to for further information or reporting. • Oversees evacuation wardens assigned to Academic Affairs. Conducts annual evacuation drill to test readiness. Develop and update written material for the Emergency Preparedness and Health and Safety manuals. • Ensure compliance with fire and safety codes, which includes working closely with Environmental Health and Safety, Facilities Services, and Janitorial Services. Manage the department’s surplus and returning of furniture and equipment, as necessary. • Manage Academic, Rural and Regional Affairs office facilities, including assessing, researching, and recommending space, equipment, furniture and computer requirements to Vice Dean and Directors. Serves as a point of contact for Academic, Rural and Regional Affairs dealing with UW Facilities, Health Sciences Administration, the Dean’s Office, and for faculty, staff, and students. • Build and maintain relationships with the facilities staff to ensure timely correction of deficiencies/repairs to facilities, and to ensure compliance with remodeling and facility guidelines for preservation of resources. **Financial Management (10%)** • Assist in the management of the financial resources of the administration unit to include budgets and funds from federal, state, private, University, and foundations sources to ensure ethical practices and fiscal integrity. Initiate, approve, allocate, monitor, and reconcile budgets for spending, purchase order requests, expense reports, procard purchases, purchase order requests, supply order requests, and other purchasing and reimbursement requests. • Understand and apply University of Washington and School of Medicine accounts payable, receivable, purchasing and discretionary rules. Provide reports, donor acknowledgement letters and recommendations for expenditures. • Review requests for expenditures and correct as necessary prior to Director signature. • Communicate policy pertaining to contracts to regional sites and distribute contracts to appropriate personnel for signature approval and follow through. Track contracts through approval process to ensure timely completion. • Contribute to discussions pertaining to budget set up and quality improvement process for all regional affairs budgets. • Understand School of Medicine gift budget policy and procedures and monitor gift budget report and distribute to regional offices on a monthly basis. **MINIMUM REQUIREMENTS** • Bachelor’s degree in Business Administration, Operations, Communications, Health Sciences, or related field. • Three or more years of progressively increasing responsibility in an operations environment. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **ADDITIONAL REQUIREMENTS** • Proven administrative and problem-solving skills. • Computer proficiency with spreadsheets, word processing, desktop publishing and databases in a Windows environment. • Must be able to work independently and be proactive with a high degree of reliability, accuracy and productivity. • Competency in time management, organization, multi-tasking and attention to detail. • Professional communication style and presentation skills. • Ability to handle confidential information responsibly. • Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues. • Excellent interpersonal skills. Ability to communicate well with people from diverse cultures, ethnic/racial and socioeconomic backgrounds, and represent ARRA and SOM in a professional and congenial manner with professional colleagues both within and outside of academia. • Highly organized and attentive to detail. **DESIRED QUALIFICATIONS** • 1–2 years of experience in an academic medical environment. • Familiarity with UW administrative, fiscal, purchasing, payroll, and travel systems • Experience in budgeting and finance. • Experience with Adobe Illustrator and Photoshop. • Experience with School of Medicine database systems (e.g. AADB, E*Value, etc.) • Experience working in higher education, research, academic or healthcare environment. **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 log into your “My Jobs” page. If you choose 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.