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Employment Type:
Full time
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UWMC Residency Education Specialist
(This job is no longer available)
University of Washington | Seattle, WA
Grad Date

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Job Description

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. 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. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for four consecutive years.

The Department of Surgery currently has an outstanding opportunity for a UWMC Residency Education Specialist.

The purpose of this position is to provide the Department of Surgery's General Surgery Residency program with operational oversight of the General Surgery Residency Program's key programmatic requirements, management and organization of critical program data, and oversight and management of essential educational events. This individual reports to the Manager of General Surgery Residency Education, with a matrixed reporting relationship to the faculty program director of the General Surgery Residency Program. Responsibilities are in three areas and include:

* Operational oversight of residency program requirements and essential residency processes; = 50%
* Management of program communications and events = 35%
* Management of budgets and other program data = 15%

The General Surgery Residency program is large with 90+ residents who are in all years of their residency training 5-7 years, depending upon research years. The program includes residents who will remain in the general surgery residency program and those residents who must begin their residency training in General Surgery, but then move to other specialties upon completion of the general surgery residency requirement. The size and scope of the program ensures its complexity

Accredited residency programs are governed by a national body: the Accreditation Council on Graduate Medical Education (ACGME). Training new physicians is a complex and tremendous responsibility. The ACGME acts as the body to equalize and keep excellent all the residency programs in the US. For those in individual medical schools, the guidelines, policies and requirements make individuals in these positions pivotal to the success of residency programs. These are the individuals who must know and implement policies and processes that make and keep the program compliant as well as appealing to residents. This individual is expected to act independently and has authority to describe the goals and requirements of the program, to interpret and appropriately execute policies and processes. S/he is often the first person that residents, potential residents and internal customers meet and with whom they interact.

This position supports surgical education activities within the Department of Surgery and is critical to the successful program accreditation, as well as the satisfaction and success of our trainees, whether students, residents or fellows. The educational mission of the Department is to create surgeons who are clinically and technically superb while emphasizing continued learning, ethical principles, service, interpersonal relationships, and compassionate patient care.

The University of Washington began training surgery residents over 60 years ago. Since its inception, the program has focused on training excellent surgeons in the Pacific Northwest. Today approximately half of our graduates go into private practice and the remainder pursue careers in academic surgery. This reflects the unique partnership that was created in 1971 between the University of Washington School of Medicine and neighboring states, including Washington, Wyoming, Alaska, Montana, and Idaho, called the WWAMI Consortium (Wyoming joined the consortium in 1996).

The Department has a dual role to provide trained surgeons for the urban and rural communities of the Northwest and prepare future academic surgeon-leaders. Graduates of the University of Washington surgical program that have chosen careers in academic surgery populate all major United States fellowship programs and universities. The Department and its affiliates offer an exceptional training program in all areas of surgery and extraordinary opportunities for clinical and basic science research. The clinical program is based at the University of Washington Medical Center, Harborview Medical Center, Veterans Affairs Puget Sound Health Care System, and the Seattle Children's Hospital.

Operational oversight of residency program requirements and essential residency processes: 50%

There are a myriad of program requirements and essential processes. While the team participates in these processes, the individual in this position has primary responsible in the following areas:

Intern Applicant Recruitment and Selection Process:

Manage Intern applicant recruitment process using the Electronic Residency Application Service (ERAS).

Prepare applications for Program Director based on program criteria measures.

Operationally manage residency interview schedules (e.g., match applicant interviews with appropriate department faculty);

Oversee the entire recruitment process and ensuring there is close collaboration and communication with Program Director, Manager, and Medical Student Program Operations Specialist.

Prepare presentations and other materials for residency interviews;

Ensure that the Puget Sound area and Seattle are well-displayed; provide a social environment for residents and applicants to discuss the residency program and resident life in Seattle.

On-Boarding residents:

On-boarding for new and visiting residents is multi-part and complicated. The residents entering the general surgery program have a number of on-boarding processes.The general surgery residency program also accepts around 100 residents from other programs that rotate into the service throughout the year. This group has a different set of on-boarding tasks to complete.

Manage Department of Surgery new and returning resident appointment process:

Meet with UW Graduate Medical Education (GME) Office and Department of Surgery Residency Program Director and Manager to ensure all on-boarding processes and requirements are reviewed incorporating any new on-boarding requirements into the process.

Ensure all appointment and reappointment processes are entered into MedHub and other UW systems. Ensure entries are complete, timely and accurate;

Prepare graphic of residency composite.

Oversee and manage on-boarding for non-UW residents, (approximately 100 per AY):

Ensure all requirements are met for entering them into MedHub and other UW systems.

Liaise with their home programs;

Ensure these residents know and understand all UW policies and practices.

Manage rotations to ensure all requirements are made.

Oversee the Certificate Program for International Medical Graduates

Annual Residency Examinations:

American Board of Surgery(ABS) Examinations:

American Board of Surgery In-Training Examination (ABSITE) ABSITE is a multiple-choice exam designed to measure the progress attained by residents in their knowledge of applied science and management of clinical problems related to surgery. The ABSITE is furnished to program directors as a formative evaluation instrument to assess residents' progress. The results are released only to program directors.?Plan ABSITE testing dates;

Plan ABSITE testing dates;

Communicate with residents, ensuring that all eligible residents participate.

Proctor Annual 5 hour ABSITE exams at UWMC and HMC.

Manage ABSITE result communications; create anonymous results graphs.

American Board of Surgery(ABS) and Mock Oral Exams:

Manage and organize annual ABS exams for Chief Residents;

Prepare ABS application materials for Chief Residents

Organize and manage annual Mock Oral Exams for junior and senior residents.Collaborate with faculty members in charge of exams.

Organize schedule and all logistics for exams; ensure faculty members are instructed and have materials ahead of exam dates.

Resident Rotations and Schedules:

Work with the Residency Manager to plan annual rotation schedule development; ensuring all new requirements from ACGME or School of Medicine fulfillment of residency requisites are planned and implemented for each resident.

Determine available coverage for any unplanned rotation changes and adjust coverage plan as necessary (in Manager's absence)

Prepare data for annual call schedule;

Ensure all rotations and call schedule is incorporated into MedHub and other systems as necessary.

Management of Policies and Procedure updates, Website content updates:

Attend APDS/ARCS (national meetings) to ensure current knowledge of ACGME and Residency Review Committee (RRC) policies and procedures

Attend UW Graduate Medical Education (GME) meetings

Provide summary to Program Director and Manager of new policies and procedures; ensure new policies are communicated to residents (via website or other).

Recommend revisions to Department's residency website to ensure clarification and 100% compliance to policies and procedures;

Management of events and resident communications: 35%

Oversee multiple projects and/or events with various deadlines and achieve successful results. Use independent judgment to prioritize when necessary while ensuring attention to details, accuracy and stakeholder concerns?Events include:

Annual Department of Surgery Graduation dinner for approximately 225 attendees;

Annual introductory events for new residents;

Residency wellness activities

Effectively and proactively communicate and interact with a diverse population in representing the General Surgery residency program ?Communication includes: in-person, phone, e-mail and other written correspondence.

?Internal audiences may include residents, surgeons, administrative assistants and others who may need to be informed about the program.

Represent the program in communications to faculty, residents, GME, other UW residency programs and external organizations.

Manage mass email notifications and meeting set up for weekly educational conferences for DOS residents

Management of budgets and other program data: 15%

Manage budget/financial tracking for resident spending:

Manage reimbursement and financial tracking process of $55,000.00 annual budget used for resident professional development, certifications, and training.

Coordinate travel logistics and reimbursements for annual resident trip to American College of Surgeons (ACS) Conference, ACS WA/OR State Chapter meeting and Seattle Surgical meeting

Work with Medical Director's office to ensure funding for food in resident educational meetings and events

Procure supplies for General Surgery Education staff and residents

Manage training verification process. (Currently we have 1,200 former trainees. This number increases by 28 every year);

Respond to requests for training verification promptly and professionally;

Ensure appropriate protocols are followed and individual is designated to receive verification;

Send out verifications per protocols and keep accurate records of verifications;

Ensure files are updated each year to reflect new graduates and former trainees.

Ensure verification data is kept per protocol - cannot be accessed by those without appropriate credentials;

Assist with Data collection and reporting for ACGME mandated programs (including Accreditation Data System - ADS);

Assist with Data capture for ACGME milestones met, Program evaluation and other data needs.

Use data to prepare presentations for a variety of audiences; ensure data is accurate and understandable, assess new methods of data sharing and implement as appropriate.

Minimum Requirements:

BA in Education, Business, Communications or other relevant field

The individual must have 2-3 years' experience in healthcare program management of substantial size.

Experience may be substituted for education on a case by case basis.

Other Required Qualifications:

Excellent writing and verbal communication skills

Ability to effectively initiate and execute in a highly regulated, multi-layered system

Proficiency in Microsoft Office Suite of products, particularly Word, PowerPoint, Excel, Outlook and Visio

Ability to establish and maintain credibility with academic medical faculty

Welcomes and adapts to different situations, personalities and cultures

Promotes a welcoming, productive climate, good morale and cooperation

Excellent critical thinking skills

Ability to work independently: self-starter

Familiarity and knowledge of content development for websites and other communication documents

Ability to be adaptable and flexible in an ever-changing work environment

Must work in shared work space. Must work some evenings and weekends particularly around recruitment (October - January) and on-boarding seasons (March-June).

Ability to take ownership, work independently and meet deadlines

Some Understanding, experience and manipulation of databases

Desired Requirements:

Previous experience working in a residency training program of significant size and/or complexity

Experience with software programs routinely used in residency programs (MedHub, ACGME, ERAS, Excel, etc)

Knowledge of academic medicine

General understanding of Graduate Medical Education programs

Experience working with academic surgical faculty, trainees and students

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.

About University of Washington

Founded in 1861, the University of Washington is one of the oldest state-supported institutions of higher education on the Pacific coast. The Seattle-based university has earned an international reputation for research, and its graduate programs are some of the most highly rated in the nation. It is a leader in such fields as drama, dentistry, medicine, nursing, health services, astronomy, computer science, molecular biotechnology, oceanography, biostatistics, physics, physiology, pharmacology, geography, sociology, and social work. The university currently enrolls 35,000 students.