Health Sciences Center, South Lake Union, UW Medical Center
Open Until Filled
Salary is commensurate with qualifications and experience.
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 School of Medicine Graduate Medical Education (GME) office has an outstanding opportunity for a Float Administrator.
The primary purpose of the GME Float Administrator is to ensure continuity of key operations of UW GME residency and clinical fellowship programs when a program administrator vacates the position or takes an extended leave from the program. The GME Float Administrator position is housed within the School of Medicine Graduate Medical Education (GME) office, but will be partially assigned to one or more programs within other departments of the School of Medicine to support the day-to-day administration of residency/fellowship training programs. Specific duties will depend on the nature of the assignment to the program(s), but will include ensuring compliance with institutional policy and procedures, Accreditation Council for Graduate Medical Education (ACGME) accreditation requirements, American Board of Medical Specialties (ABMS) eligibility requirements, and other regulatory agencies (e.g., Department of Health, The Joint Commission). The Float Administrator will be responsible for serving as a liaison between the Program Director (PD), residents/fellows, the GME Office, participating training sites, and other departments, and must be knowledgeable about patient care/operational activities at the various training sites in which their residents/fellows rotate. This position may also assist in assessment of program operations, making recommendations for operational/quality improvements. Additionally, when time is available, the incumbent will help train incoming program administrators, serve as a mentor for both new and current program administrators, and provide additional administrative support to the GME Office.
Oversee the day-to-day administration of residency/fellowship programs, with careful prioritization of tasks.
Meet with Program Director(s) on a regular basis.
Communicate with GME constituents (department, faculty, residents/fellows, ACGME, ABMS specialty board) on a regular basis or as needed.
Provide guidance to residents/fellows on program, institution and GME policies.
Administer the MedHub Residency Management System for the program, including maintaining resident/fellow demographics data; resident/fellow schedules; required evaluations; procedural logging/verification; conferences (when applicable); and timely completion of clinical and educational work hours.
Ensure residents/fellows submit case/procedure log data in appropriate systems as required by their ACGME Review Committee (RC).
Advise and consult on issues or inquiries from residents/fellows, faculty, staff and department chairs.
Advise on UW Housestaff Association union collective bargaining agreement (CBA), directing residents/fellows and program faculty to appropriate resources.
Ensure program has appropriate systems in place to manage CBA benefits.
Ensure adherence to the program's policies regarding work hours, eligibility and selection, and effects of leave on board eligibility.
Respond to resident/fellow concerns; consult with PD, GME Office and/or GME Wellness Service as necessary.
Develop/manage program website(s).
Assess current program and administrative operations, and make recommendations for program and operational improvements to the PD and to the Division or Department Administrator, as applicable.
Provide other program support responsibilities as needed.
Exercise appropriate discretion in maintaining strong working relationships with both the SOM/GME Office and clinical departments and programs assigned.
Demonstrate excellent communication skills to numerous and varied constituents.
Program Accreditation and Compliance
Develop a familiarity with the ACGME Specialty-Specific requirements of the programs; develop program policies to comply with accreditation requirements, if needed.
Assist with administration of annual ACGME survey for faculty and residents/fellows.
Maintain all essential documents required for program accreditation.
Ensure resident/fellow reporting compliance in MedHub.
Assist the PD in maintaining the program's required ACGME documentation, and other essential documents required for program accreditation.
Maintain program information in ACGME Accreditation Data System.
Coordinate ACGME self-study visits and focused site visits, when applicable, including preparation of any necessary documentation.
Prepare documentation for GME Special Reviews.
In coordination with PD, act on citations/recommendations received from the ACGME or GME Office.
Prepare Program Letters of Agreement (PLAs) with participating institutions and training sites; ensure agreements are revised as needed and reflected in MedHub schedules.
In consultation with the PD, develop and maintain resident/fellow schedules, including annual rotation schedules, call schedules, and clinic schedules; maintain current schedules in MedHub, and update as appropriate.
Communicate schedules to the hospitals, clinics, paging operators as needed. Approve revisions to schedules, and coordinate changes with affiliated sites and personnel throughout year.
Ensure current or planned schedules align with approved Single Source allocations and advise PD and Division or Department Administrator on discrepancies.
Assist PD in development of evaluations on resident/fellow performance, faculty performance, and educational content of rotations and the program.
Assist PD in coordinating Clinical Competency Committee meetings and Milestone reporting.
Administer the evaluation process for the program via MedHub and monitor completion compliance.
Ensure completion of evaluations by outside evaluators (e.g. 360 evaluations), annual program evaluations, and summative evaluations of residents/fellows by the PD.
Assist in the evaluation of faculty performance as it relates to the education program.
Coordinate resident/fellow semi-annual reviews, and assist PD with the Annual Program Evaluation (APE) process.
Resident/Fellow Appointments and Credentialing
Manage appointment process for incoming residents/fellows in coordination with appointment and credentialing process requirements provided by the GME Office; ensure compliance with rotation-specific credentialing requirements at each approved site of training.
Understand division/department human resources and payroll staff involvement in appointment and credentialing process.
Initiate appointment process for incoming housestaff and visiting housestaff in a timely manner (e.g., immediately after Main Residency Match for incoming R1s or as soon as GME staff can allow it).
Organize, and schedule program-specific new resident/fellow orientation and graduation activities for departing residents/fellows.
Manage resident/fellow offboarding process. Maintain educational files for all current residents/fellows and graduates, and store in accordance with UW Records Management retention schedules.
In collaboration with the PD, coordinate the annual recruitment process for the program, and make recommendations for improvement if needed.
Update and manage program information in ERAS (Electronic Residency Application Service), SF Match, or appropriate matching service for the specialty.
Manage application submissions in ERAS, where applicable.
Ensure adherence to National Resident Matching Program (NRMP) requirements and deadlines.
Participate in the recruitment and selection process for the new Program Administrator; provide training for the new hire, offer recommendations on organizational structure and allocation of responsibilities.
Process vacation/leave requests for residents/fellows, and ensure appropriate tracking.
Serve as a supervisor to program support staff, when applicable.
Other Program Responsibilities
Complete surveys and ensure information is up-to-date in various GME systems (Specialty Board, FREIDA, ACGME ADS, professional organizations, GMETrack, ERAS, NRMP).
Coordinate and staff various committees in the program and department.
Manage planning and logistics for retreats, meetings, and conferences.
Process applications and appointment requirements for visiting residents, fellows, and scholars.
Record training site/time distribution in MedHub for each resident/fellow for reporting to CMS.
Manage program operations budget and additional budgets,as applicable.
May oversee payroll for the program's residents/fellows as well as program staff.
Coordinate other fiscal activities as needed.
Identify areas for systems improvements across programs, provide feedback to Assistant Dean or GME.
Regularly attend UW GME events, meetings and trainings.
Collaborate with colleagues in UW GME
Membership in and leadership of the Program Administrator Advisory Council
Program Administrator Mentor/Coach
Serve as a mentor for other program administrators. May work one on one with other administrators to assist on certain projects, and provide guidance on program management.
Design and lead training sessions for Program Administrators
GME Office Special Projects
Co-lead the GME Program Administrator Advisory Council (PAAC)
As a member of the GME Office, work on special projects in the office as needed, and when not assigned to a training program(s).
Participate in GME Office review of Annual Program Evaluations.
Bachelor's Degree in Business, Social Sciences, or other applicable area of study. Required 4-5 years' experience in a graduate medical education program, specifically as a program administrator for a residency or fellowship training program (preferably at the UW).
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
CONDITION OF EMPLOYMENT
The position will be based in the GME Office at South Lake Union; however, it will require regular travel to the primary GME program teaching sites (UWMC, HMC, SCH, VA) while serving in the Float role and when meeting with program administrators. Depending on the program, they may need to spend most of their Float time at the program office itself, or may be able to split their time between the program and SLU.
This position will be expected to work regular work hours, 8 AM - 5 PM Monday through Friday. However, additional hours up to 50 per week may be typical.
A satisfactory outcome from a criminal background verification will be required prior to hire.
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, Criminal Conviction History, 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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