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The School of Medicine has an outstanding opportunity for a part-time (50% FTE) Program Operations Specialist.
The individual in this position will work closely with the other part-time Program Operations Specialist as this is a job shared position. The MSPE Program Operations Specialist is responsible for the production, administration, and management of the Medical Student Performance Evaluation (MSPE) for the School of Medicine.
The Medical Student Performance Evaluation (MSPE) is a 6-page summary letter of evaluation that is written for every graduating medical student (270-300 students per year). Used by residency programs and state medical licensing boards, the MSPE is a narrative transcript. It includes information about students’ academic progress, course evaluations, graphical representations of student performance, and overall rankings. The compilation of the document requires advanced editing and technical writing skills, as well as comfortability in working in database systems.
This position provides critical oversight in the administration of the School’s MSPE program. It requires substantial discretion, independent judgment, and complex problem-solving skills, particularly when reviewing evaluations for content and length. The MSPE Program Specialist requires a keen attention to detail, and advises medical students, faculty, and staff on MSPE policies and requirements.
MSPE Program Management and Operations: •Generate 270+ MSPEs annually in accordance with School of Medicine, University of Washington, and American Association of Medical Colleges (AAMC) policies and regulations. •Develop and oversee execution of the MSPE production calendar. Manage timelines to allow for multiple feedback rounds. •Prepare monthly student evaluation data pulls from multiple university and medical school records systems. •Use advanced Microsoft Excel skills to perform complex data consolidation processes to quickly consolidate multiple spreadsheets into one. Audit data to ensure accuracy of consolidated data. Update records in response to evaluation revisions as appropriate. •Assess individual student progress to identify students at-risk of missing key curricular and residency application deadlines. Revise MSPE production in response to adjustments in the students’ academic progression. •Proofread all course evaluation comments across a range of writing styles. Review and digest a complex body of information and discern the most salient evaluative narratives. Utilize advanced editing skills to maintain a consistent tone across all MSPE letters. Support the student affairs unit with proofreading as needed. •Collaborate and communicate with other departments and partners to confirm pathways and service learning participation. •Review professionalism concern reports and investigate student leave of absence and expansion histories in order to provide summaries of the applicable information required for the MSPE. •Generate written communications and presentations about the MSPE and review process for medical student consumption. •Instruct students on the MSPE review process. Collect, track, and process revision requests. Lead workshops for medical students on crafting unique characteristics for inclusion in the MSPE document. Review all student-submitted content and provide feedback for improvement and adherence to AAMC guidelines. •Collaborate with computer specialists to develop and maintain accurate student record databases. Develop and implement information management protocols and policies. Design and develop content and update MSPE databases and websites. •Evaluate MSPE program efficiency and identify areas for improvement. •File and archive MSPE records in accordance with records retention policies. Manage the retention, retrieval, security, integrity, and privacy of all permanent MSPE records for all current and former medical students. •Update and maintain the MSPE policy manual. Develop and distribute best-practices to clerkship directors, administrators, and deans. Educate students, faculty, and administration regarding MSPE policies and requirements. •Analyze, summarize, and report on MSPE activities for student affairs unit, committees, and partnering departments.
Student Affairs Program Administration & Support: •Support other members of the student affairs unit with the administration of the residency application and match processes. Refer students to specialty career advisors, contribute content for residency newsletters and workshops, provide administrative support for the Supplemental Offer and Acceptance Program (SOAP), and assist with event planning for residency match ceremonies. •Serve as a resource for other members of the student affairs unit in reconciling multiple spreadsheets and conducting advanced Excel techniques. •Participate in other student affairs program planning and administration as needed, such as orientation and graduation, and determining class rank and graduation awards. •Participate in staff meetings, department trainings, school committee meetings, and national webinars as appropriate. •Coordinate and participate in other program administration duties as assigned.
MINIMUM REQUIREMENTS •Bachelor’s degree in English, journalism, communications, or related field, or equivalent experience and at least two years of experience with technical writing or copy-editing.
Additional requirements: •Outstanding editing and writing skills, including proof-reading. •Thorough understanding of grammar, style, and current English usage. •Ability to use and adhere to a style guide, and ability to edit to a variety of style specifications and audiences. •High levels of proficiency with Microsoft Word and Excel. •Excellent fact-checking skills with strong attention to detail. •Ability to work independently with a high degree of reliability, accuracy and productivity. •Ability to handle confidential information responsibly. •Ability to interpret and communicate complex policies and procedures to others. •Ability to work across multiple levels of an organization to achieve results. •Ability to respond professionally and with a customer service focus. •Commitment to ongoing growth and development; willingness to participate in organization-wide learning, including a focus on diversity, equity and inclusion.
Equivalent education and/or experience may substitute for minimum requirements.
DESIRED REQUIREMENTS •Two years of copy-editing experience. •One to two years of experience in medical school or residency program settings. •Experience in the methods and systems of continuous quality improvement.
CONDITIONS OF EMPLOYMENT The position may require the employee to work beyond a normal work week and intermittently requires evening and weekend time to meet project deadlines and attend meetings.
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.
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.