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The purpose of this position is to provide program management for the education activities within the Department of Anesthesiology and Pain Medicine with a focus in the Pain and Critical Care Divisions. The position focuses on the educational mission of the department by providing programmatic support and administration for the ACGME Pain Medicine and Critical Care fellowship programs. As a member of the educational leadership team, this individual works closely with the Program Directors in accreditation efforts, educational programming and support of residents and fellows. This individual manages the day-to-day operations and serves as an important liaison with the houses staff which includes interns, residents, and fellows, faculty and departmental staff, ACGME, GME office, participating sights, and other departments. This position works closely with the program director for both ACGME fellowship programs. This individual will report to the Pain Division Manager and maintain a strong matrixed reporting relationship with the individual fellowship program directors.
Major responsibilities of this position are: Oversight and Programmatic Management of ACGME Pain and Critical Care Fellowships - 75% Management of Program Policies, Accreditation and Compliance - 25%
To be successful, the education program specialist must be thoroughly knowledgeable and have the ability to interpret and assist with implementation of the fellowship programs in different subspecialties as well as across the UW Medicine system.. This individual must know and maintain up-to-date knowledge about program requirements, anticipated changes, and be able to help interpret and implement these changes. This position must ensure that institutional, departmental, and program policies are created and enforced. They will work with the Program Directors and Division Manager on planning, developing, and implementing quality improvement projects for the programs. The individual in this position must have strong oversight and management skills, the ability to independently initiate, implement and prioritize program priorities and projects, dedication to accuracy and demonstrated ability to meet deadlines, regardless of multiple on-going domains of work.
The individual in this position must possess a willingness to understand situations and work within parameters not wholly under their control. They must have the trust and confidence of faculty and other staff in similar positions and work well with them in solving problems. They must possess a “can-do” attitude and look for alternate solutions when necessary to accomplish a goal. The mandate to train and educate is the mission of the University. Strong Graduate Medical Education programs are essential to the continued success and reputation of the University, School of Medicine and the Department of Anesthesiology and Pain Medicine.
The Department of Anesthesiology and Pain Medicine is a diverse group of clinicians, educators, researchers, trainees and staff who unite to advance medicine and healthcare through clinical care and innovation, research and education. We believe every member of our team enriches our ability to achieve our mission by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions. We are committed to enhancing the diversity of our department and providing a safe and inclusive space for our faculty, staff and trainees. We strive to create an equitable and inclusive environment where all feel valued, heard, and respected. We work together to sustain the excellence that is a hallmark to APM as we seek to recruit and retain a diverse workforce that is a reflection of our commitments to serve the diverse people of Washington and the WWAMI region and to fulfill the School of Medicine’s guiding principles.
POSITION RESPONSIBILITIES Oversight and Programmatic Management of ACGME Pain and Critical Care Fellowships 75%
Develop, manage and maintain the ERAS application process for Fellowships, ensuring all ACGME Fellowship dates are met, interviews are conducted in a timely manner, and follow-up activities completed with all candidates.
Ensure new fellows, residents, and medical students are brought into the program accurately, timely, and efficiently by managing any/all visa issues if any, managing the interview, appointment and credentialing processes, and managing deployment activities.
Knowledgeable of Accreditation Council for Graduate Medical Education (ACGME) requirements for institutional, core, and program requirements; advises program director of requirement and interpretation.
Advise on UW Housestaff Association (UWHA) union collective bargaining agreement (CBA), directing fellows and program faculty to appropriate resources.
Develop and manage new program aspects as proposed by ACGME or the Program Directors, including increasing the size of the program.
Work with the School of Medicine ACGME program administrators to complete all activities to complete all ACGME requirements and protocols; serve as department liaison to that group.
Administer the MedHub Residency Management System for ACGME Fellowships, Data management includes all essential tracking elements of the Fellows Programs. This individual must know and understand how to manipulate data in MedHub to present accurate, thorough and understandable data to the Fellows, Program Directors, and ACGME bodies.
Develop and maintain clinic and call schedules for fellows, including managing of off-site rotations schedules. Develop and implement new Fellowship procedures in compliance with ACGME, UW GME and affiliated training sites
Meet with Program Director (PD) on a regular basis to keep them apprised of important issues related to the program and trainees.
Develop and manage program website for fellows, faculty, and prospective fellows.
Advise and consult on issues or inquiries from trainees, faculty, staff and department chairs
Evaluate trainees’ morale and respond to fellows’ concerns; consult with PD, GME Office and/or GME wellness counselors as necessary.
Manage confidential and critical materials, issues and communications, including confidential trainee files
Ensures adherence to the program’s policies regarding clinical and educational work hours and effects of leave on board eligibility
Counsel and advise fellows concerning ABMS-specialty board and training track educational requirements, adjusting schedules to meet requirements when needed.
Management of Program Policies, Accreditation and Compliance 25%
Ensures programmatic accreditation and reaccreditation is secured and that all processes around accreditation are efficient, systematized and planned so that they are completed in a timely manner. This involves sophisticated project management due to the number of requirements and individuals involved in accreditation
Develop, implement, and modify specific internal program policies and procedures to comply with accreditation requirements. Must be able to develop, implement and manage policies and procedures for each program and site location.
Identify areas for programmatic improvements and develop initiatives to address weaknesses.
Provide general guidance regarding accreditation and program management to the department’s constituents.
Monitor and ensure compliance to the program’s policies. Such policies include duty hours, effects of leave on board eligibility and similar;
Interpret ACGME requirements, UW GME policies and procedures, and other UW policies as applicable, and develop program policies and procedures based on external requirements.
Inform fellows on GME and program policies and procedures, including the Residency and Fellowship Position Appointment (RFPA) which outlines the terms of resident/fellow appointments.
Manage and coordinate program self-study and 10 year site visits by the ACGME
Support the activities of the Clinical Competency Committee (CCC) and its Chair, includes collating data on each fellow, coordinating CCC meetings, providing insight into fellow performance (e.g., in areas such as interpersonal and communication skills, teamwork and professionalism) taking meeting minutes, recording decisions, and managing the submission of Milestones data to the ACGME in coordination with the PD.
Support the activities of the Program Evaluation Committee (PEC) and its Chair, including providing data and information for regular systematic program review and the Annual Program Evaluation (APE).
Prepare Program Letters of Agreement (PLAs) in coordination with the GME Office with participating institutions and training sites. Ensure agreements are revised as needed.
Facilitate ACGME communications to fellows and faculty, including notifications regarding the annual ACGME Survey.
Maintain program and fellow statistics as identified for the hospitals for Joint Commission (TJC) accreditation requirements.
JOB QUALIFICATIONS Education: BA in Business, Education, Health Sciences or similar
Type and Years of Experience: Two to three years of experience in program management, preferably in medical education medical education
Other Required Qualifications
Ability to work independently and to exercise sound professional judgement
Proficiency with Microsoft Office Suite applications
Strong organizational skills and detail oriented
Ability to multitask and prioritize competing priorities
Ability to work in a collaborative team environment consisting of diverse populations of staff, faculty, residents/fellows, and other administrative personnel
Ability to understand complex rules and interpret them to others
Previous experience working in academic medical center or in medical education
Experienced with MedHub
Experience with ACGME accreditation policies
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.
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