Jobs for People with MS: National MS Society

Req #: 235464

Department: SCHOOL OF DENTISTRY

Posting Date: 06/11/2024

Closing Info: Closes On 06/25/2024

Salary: $5,810 - $7,672 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/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119_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.

School of Dentistry has an outstanding opportunity for Program Operations Specialist.

The UW Department of Oral and Maxillofacial Surgery (OMS) in the School of Dentistry provides clinical services that specializes in the diagnosis, surgical treatment, and management of diseases associated with the face and jaws such as trauma, infections, disorders, and cancer associated with the face and neck. The OMS Department faculty provide clinical and didactic instruction for the DDS program. In addition, the OMS Department sponsors two accredited post-doctoral Residency training programs; Oral & Maxillofacial Surgery (OMS) and, General Practice Residency (GPR). The residents train at multiple UW affiliated hospitals including UW Medical Center, Harborview Medical Center, UW Northwest Hospital, Seattle Children’s Hospital and VA hospital. The department clinic also serves as a clinical training site for learning experiences required for training certification such as dentoalveolar extractions, implant placements, and dental anesthesia and sedation in a clinic setting. Our clinic, Northwest Center for Oral and Facial Surgery, is located at 6222 NE 74th St, Building 25, within Warren G. Magnuson Park. Our core values include compassion and respect for our patients, high moral and ethical standards, and a commitment to evidence-based and technically excellent clinical practices. We serve a diverse patient population and are equally committed to supporting diversity, equity, and inclusion in our workplace.

Position Overview The Program Operations Specialist is responsible for overseeing the administration of the Commission on Dental Accreditation (CODA) Residency training programs within the Department of Oral & Maxillofacial Surgery. The OMS program operations specialist advises the GPR program coordinator and is responsible for the comprehensive day-to-day administration of the Oral and Maxillofacial Surgery (OMS) training program. The program operations specialist’s primary role is to assist the OMS Program Director (PD) in developing and maintaining the educational quality of the training program and ensuring compliance with CODA accreditation standards and other regulatory requirements. The program operations specialist functions as a liaison between the PD, residents, Office of Graduate Medical Education (GME), participating training sites, and other departments, and must be knowledgeable about patient care/operation activities at the various training sites in which their residents rotate. The program operations specialist reports to PD and department’s Administrative Director. A successful candidate in this position has experience working in a GME program.

Within this framework the OMS program operations specialist:

• Coordinates educational activities that support the program’s curriculum. • Provides guidance to residents on program and GME policies and non-clinical aspects of the training program. • Establishes and disseminates annual rotation, clinic, and call schedules. • Manages evaluations, schedules, program goals and objectives, conference, and trainee demographics information in the MedHub Residency Management System. • Manages delivery and completion of resident, faculty, and program evaluations. • Manages training program accreditation activities; Reports, Annual program survey (CODA), CODA 5-year self-study visits, etc. • Audits resident training time in MedHub for Medicare reporting. • Ensures GME policies and procedures are enforced, and that program policies and procedures are created, distributed, and maintained. • Manages the annual resident recruitment, selection, and onboarding process. • Assists the PD in planning and developing and implementing residency program quality improvement projects. • Provides general administrative support for PD and trainees within the OMS program.

RESPONSIBILITIES: General Program Responsibilities:

• Oversee the day-to-day operations of the OMS residency program. • Communicate with constituents: Department, GME, School of Medicine, School of Dentistry, CODA, and AAOMS on a regular basis or when needed. • Interpret CODA requirements, UW GME Policies and procedures, and other UW policies as applicable and develop program policies and procedures based on external requirements. • Inform residents on GME and program policies and procedures, and other UW policies, including the Resident/Fellow Position Appointment (RFPA) which outline the terms of the Resident appointment. • Advise on the Resident/Fellow Physician Union (RFPU) Collective Bargaining Agreement (CBA), directing residents and faculty to the appropriate resources. • Meet with PD on a regular basis to keep them apprised of important issues related to the program and trainees. • Administer the MedHub Residency Management System for the program, including maintaining resident demographic data, schedules, leave time, and rotation goals and objectives, conferences, and timely completion of work hours. as needed. • Manage confidential and critical issues and communications. Act as liaison between the PD and a full range of internal offices and individuals. • Identify areas for programmatic improvements and develop initiatives to address weaknesses. • Provide general guidance regarding accreditation and program management to the department’s constituents.

Program Accreditation and Compliance: 10%

• Develop understanding of CODA policies and procedures, including extensive knowledge of individual specialty specific training programs within the department. • Maintain all essential documents required for program accreditation. • Manage submission of annual CODA program survey on behalf of the PD • Manage preparation and submission of CODA 5-year self-study for accreditation site visits, when required. • Manage preparation and submission of ad-hoc reports to CODA required for maintaining accreditation as required (Major change, temporary enrollment change, etc.). • Manage program agreements in support of off-site training sites (Program Letters of Agreement – PLA’s)

Resident Recruitment: 20%

• Establish procedures to build new affiliation with hospitals outside of UW for resident rotation. • Assist PD with development and maintenance of the training programs admissions and selection policy. • Manage OMS training program information in ADEA PASS, WebAdmit, and National Dental Residency Match (NRMP) system. • Manage all components of the training program recruitment cycle, including managing applications, developing application review process with the PD, scheduling faculty review meetings, scheduling applicant interviews, hosting interview day activities, coordinating rank-order meeting. • Produce recruitment information such as program brochures, hosted web content. • Ensuring adherence to NDRM requirements, policies, and deadlines.

Resident Appointments, Credentialing and Onboarding: 35%

• Prepare policies to share with outside hospitals in order to be complaint with GME and department training requirements. • Manage appointment process for inbound residents within the OMS department, in coordination with the GME appointments team. • Manage OMS program new resident orientation activities, in conjunction with the PD. • Initiate all OMS department new resident Hires, and academic appointments via Workday in accordance with GME Resident position appointment workflow. • Initiate OMS resident off-cycle hires, off-cycle terminations, and promotions in Workday, and corresponding academic appointments in accordance with GME Resident position appointment workflow. • Ensure resident compliance with UW and UW GME credentialing requirements, including dental license, DEA registration, PECOS enrollment, immunizations, HIPAA training, UW Medicine Learning Gateway modules and other training as required. • Manage onboarding activities, including ordering department graduation gifts (OMS chair), ordering graduation certificates, terminating resident UW Medicine Account access, collecting department issued artifacts (keys, pagers, ID badges).

Resident Schedules: 10%

• In consultation with the PD, develop and maintain resident schedules, including annual rotation schedules, call schedules, and conference schedules. Maintain current schedules in MedHub and update as appropriate. • Communicate schedules to hospitals, clinics, paging operators, clinical faculty, etc. as needed.

Evaluations: 10%

• Assist PD in development of program evaluations that measure resident performance, faculty performance, educational content of rotations, and the program. • Administer the evaluation process for the program in MedHub. • Manage summative evaluation process for PD; ensure program records of summative information is retained according to GME policy. • Coordinate semi-annual evaluation meetings with the clinical OMS faculty, and PD and resident one-to-one evaluation meetings.

Training Program Records: 5%

• Maintain educational personnel files for current residents and graduates (Alumni) • Archive graduated resident files in accordance with the UW Records management-retention schedules. • Update training program Alumni records annually. • Serve as the PD’s designated records custodian: Provide OMS program completion information to verified 3rd party requestors based on training program’s alumni records.

GME finance: 10%

• Maintain resident daily schedules in MedHub in compliance with GME requirements for monthly tracking and billing of resident activities. Regularly review schedules and enter changes as needed for accurate hospital billing. • Manage annual training program allocation agreement (“Single Source”) [FTE’s] through GME finance for OMS department GME training programs. • As needed, manage, or advise PD on recommended changes to allocation agreement, FTE usage at each site, or submission of GMEPAC application. • Review for accuracy the quarterly GME transfer to OMS department single source cost centers. Advise unit if discrepancies are noted.

MINIMUM REQUIREMENTS:

• Bachelor’s Degree. Combination of relevant education and experience may be considered in lieu of degree. • 3 Year’s experience in an administrative role

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

Application Process: The application process for UW positions 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 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.