The UW Medical Center's Ambulatory Care has an outstanding opportunity for a Program Operations Specialist (Full-Time, Days).
The Ambulatory Care Program Operations Specialist will partner with the Ambulatory Leadership team to coordinate and develop systems to promote quality and maintenance of the infrastructure to support practice operations. This role works closely with all levels of administration, physicians and outside organizations to coordinate practice operations, accomplish targeted goals and facilitate the resolution of problems. Work is of a highly complex, confidential, and responsible nature. The Program Operations Specialist serves as the primary administrative contact for internal and external customers, handles complex and confidential issues, and oversees and/or participates in the coordination and completion of special projects or events. The role extends the scope of the Assistant Administrator, Process improvement and Manager teams.
Ambulatory Central Operations Program Work: • Lead Coordinator and Enrollment Supervisor for Electronic Prescribing of Constrolled Substances (EPCS) for Montlake as required by UW Medicine for all EpicCare prescribers . Coordinator role consists of keeping track of Enrollment Supervisors, who at ML are clinic managers +/- another staff as backup, maintaining the roster and the coming/going of Enrollment Supervisors (eg, manager transitions), and the need for Enrollment Supervisor training for new clinic managers and/or others. Also responsible for tracking and maintaining roster of BCAs or other downtime workstations that have Imprivata Agent installed. Principal contact for providers and Enrollment Supervisors in need of support for Imprivata Agent troubleshooting.
Supervisor: Verify provider eligibility for 2FA enrollment and complete witnessed enrollment for eligible providers. Assist providers in requesting a fob, enrolling new devices, and re-registering existing devices as necessary
•Coordinates the activites and management of the RN on call process including monthly calendar schedule; maintenance of necessary supplies and PPE for the RN group; coordinates ongoing debriefing meetings with the RN group; receives and disseminates Patient Safety Net submissions and provides appropriate follow up. •Independently manages RN continuing education requests and reimbursements for Ambulatory Care Division and Service Lines. Coordinates registrations and Out-of-State Travel Approvals. •Independently manages Genetic Counselor continuing education requests and reimbursements, and professional dues reimbursements. Coordinates registrations and out-of-state travel approvals. •Daisy Award: assists in coordinating nominations and award presentation •Serves as the Co-Ambassador on the Ambulatory Recognition Committee: coordinates funding and all details for division-wide events •Independently collects and maintains monthly audits from ACD and Service Lines -Surgical forecasting: performs hand-count of scheduled surgeries for next 4 weeks for Gen Surg, Gyn, Ortho, Oto, Cardiology, and Urology. Counts are sent to ACD Data every Friday. •Assists managers with maintenance of HR department files for Roosevelt clinics •Assists in onboarding and offboarding of managers (orientations, meet & greets, access requests/terminations, etc) •Prepares Ariba-based procurement transactions such as payments to individuals, e-reimbursements, non-PO invoices, Blank Purchase Orders, catalog ordering and travel expense reimbursements. Coordinates check requests and other forms of procurement as requested by Ambulatory leadership and Clinic Managers •Processes approved requests for purchases on the Clinics Administration ProCard and performs reconciler duties as necessary •Lost & Found Program: independently logs and maintains found items and lost claims for Roosevelt buildings in REPO system •Provides support for special projects as requested by Ambulatory leadership •Roosevelt Grand Rounds: provides support to the Roosevelt Grand Rounds program - Coordinates requests for conference room space for R2 building. Responsible for room set-up and clean-up of 1st floor conference room. Primary support for A/V troubleshooting in 1st floor conf room; works with Teleservices as needed •Creates and updates monthly calendar for R2 Emergency On-Call assignments •Creates and updates monthly calendar for Ambulatory Leadership DSB coverage •Maintains office supply organization and inventory for Roosevelt administration office
Coordinates/Manages Projects, Meetings and Special Events: •Under the direction of the Assistant Administrators, plans, implements, and efficiently/comprehensively completes projects, including clearly described goals, specific actions, timelines and responsibilities, metrics and measures for tracking, investment requirements, and economic performance over time. •Coordinates and supports Ambulatory activities and initiatives throughout the organization, including committee meetings and preparation of reports and presentations, data collection, analysis, and interpretation. •Coordinates small working groups and other committees to assure an organized and systematic approach to ongoing activities. •Deals with administrative problems and inquiries, as appropriate. •Works independently in answering telephone calls and in preparing correspondence, and exercises judgment to reflect executive’s style and hospital policy. •Using expert-level, broad-based software skills (word processing, spreadsheets, presentation software, database, graphics, publishing, etc.), prepares various documents and reports. •Continually increases efficiency and expertise in use of technical applications such as MS Office, publications, database, graphics, scheduling software, etc. •As assigned, researches background material; collects data, refines data, reviews and analyzes data; prepares or reviews plans, proposals, speeches, correspondence, etc., and makes recommendations and suggestions. Driving: May be required to drive an automobile (or other vehicle) as a function of job. If so required, completes all NWH driver clearance procedures and paperwork. Drives carefully and in accordance with the law and NWH driving standards. Respects and protects NWH property (vehicle) from damage. Promptly reports any accidents, tickets, citations, moving violations, vehicle damage, or suspension/revocation of license. Maintains a valid Washington Drivers License and a clean driving record.
Other duties as assigned
Desired: Excellent interpersonal skills Exceptional customer service orientation Familiarity with UWMC system, processes and procedures Ability to effectively communicate in English, both verbally and in writing Ability to manage many high priorities and successfully bring to closure. Ability to work under pressure in a fast paced environment and meet deadlines. Proven analytical, verbal and written communication skills. Ability to communicate effectively with all levels of management. Ability to work independently with a minimum level of supervision.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.