Education Program Specialist

Description:

DUTIES AND RESPONSIBILITIES
The Med Student Coordinator is the liaison for all medical students rotating through the dept. This includes clinical training as well as research rotations. Candidate would report to the Administrator of Education with a matrixed reporting relationship to both the Medical Student Program Directors: Clinical Education Director and the Research Education Director.

CLERKSHIP PROGRAM (45% of 55%)
Program Coordination
Manage the regulatory and programmatic aspects of the Clerkship, assuring compliance
Act as liaison with the department and the SoM, participate in local clerkship activities
Independently manage day-to-day operations of the clerkship
Work with program director to market the clerkship program to students, community members, and others; Identify areas for improvement and develop plans to implement changes in the clerkship
Manage, schedule and process visiting medical students in VSLO
Ensure faculty and medical students have the appropriate materials, resources and information to efficiently and effectively participate in the clerkship program
Provide department Statistician data for medical student teaching hours
Plan and take part in medical student program meetings as needed
Track number of UW medical students going into ophthalmology, with Clerkship Director
Collect student feedback on medical student education
Assignment of medical students to clerkships
Coordination of all clerkships including WWAMI sites
Liaison with medical student interest groups

Scheduling/Rotations
Coordinate bi-weekly medical student education orientation, including case studies and case presentations working with the faculty members/speakers; check out textbooks for review; answer all questions and review schedules
Coordinate all medical student rotations: working regularly with the Registrar’s Office; using Epic and the Ophthalmology surgery schedules and template set up by Clerkship director
Manage medical student rotations with the VA, SCH, Kaiser Permanente, UWMC, and HMC
Liaise with PD and Edu colleagues to coordinate medical student didactics in alignment with resident didactics
Schedule and oversee maintenance of EyeSi machine for medical student use

Evaluations and Grading
Administer student and course evaluation processes, extracting the appropriate data from course evaluations for dissemination
Act as liaison between visiting students and their home institutions throughout the process, and complete customized forms to submit grades to individual institutions
Administer final grades via E*Value in order to conclude the clerkship process
Maintain accurate information for disseminating evaluations for medical students, faculty and residents in E*Value (and in VSLO)

Visiting Clinical Medical Students
Process applications, appointments and/or visas for visiting medical students
Coordinate observation privileges for medical students visiting the clinic and OR Act as main point of contact for visiting students e.g. MSRTP participants and/or volunteers
Integrate students in the UW system in order to be fully operational during their visit
Oversee all of the on-boarding (Epic, etc.) for visiting medical students practicing as a provider on the targeted start date

Medical Student Research Program (10% of 55%)
Assist program director with matching medical students with research mentors
Assist program director with tracking the number: medical students engaged in research; number of medical student research publications; number of presentations at national meetings
Coordinate medical student researcher to present at Resident Alumni Day; coordinate outstanding medical student research award
Assist program with data for the preparation of annual report on medical student research
Administer student and course evaluation processes

MANAGEMENT OF FELLOWSHIP PROGRAMS (15%)
The department currently has five fellows matriculating in sub-specialty fellowships: retina, uveitis, pediatrics, oculoplastics. Candidate will manage these 12 to 24 month programs from inception to completion.

Program Accreditation:
Maintain schedule of upcoming program renewals with AUPO (and GME) are renewed on schedule including program letters of agreement with participating institutions, when required
Process accreditation with Non-GME associated entities (AUPO and ASOPRS) for fellowship programs (uveitis, retina, oculoplastics and pediatrics)
Work with Fellowship Program Directors to ensure regulation and compliance program issues are implemented and monitored (evaluations, case logs and exit interviews, etc.) and develop policies
Survey alumni for feedback on fellowship experiences and current practice locations

Candidate Recruitment
Partner with the program directors to establish recruitment process policies and procedures; develop/maintain information on the department’s website
Manage SF Match (fellowship application service) program information, monitor submissions
Regularly communicate with applicants re: fellowship positions and respond to related queries; contact applicants for interviews
Coordinate application review process - schedule and manage interview day logistics including: manage interview process including scheduling, room reservations, AV, catering, etc.; partner with colleagues for onsite activities
Manage post-interview activities including facilitating the “candidate rank” meeting, submit rank lists to SF Match; disseminate match results to all appropriate Department faculty and staff

GRAND ROUNDS 10%
Work with faculty to create initial Grand Rounds schedule; work with colleagues to ensure cancellations are filled and calendar is updated
Ensure that Medhub conference calendar is up-to-date
Track and enter grand rounds attendance (virtual vs. in-person attendance)
Prepare and collect evaluations as necessary

EVENTS 10%
Resident Alumni Day: Manage annual educational event: order catering, reserve site/space, handle logistics; act as liaison with the faculty Alumni Committee for event’s program and other activities including the facilitation of CME materials including attendance sheets and evaluations
Run and coordinate Resident didactics Thursdays 7am to 12pm. Liaison for technical issues, hybrid options, and any issues. Maintain the 7th floor conference room set up in preferred style for conferences
Coordinate/assist with special events as needed

WETLABS 5%
Coordinate wet labs and reserve the WISH lab prior to each academic year
Primary liaison with WISH Lab to coordinate resident lectures and labs
Work with outside vendors and related faculty to coordinate wet lab events
Annual collection and distribution of instrument boxes to outgoing/incoming residents
Serve as back up contact for EyeSi machine(for medical students)

GENERAL 5%
Attend job-related training and program related in-service sessions
Call Schedule for Residents every month. Ensure it is accurate and no violations with help from Residency and Education manager. Send out monthly and update all systems
Help with any related residency issues (especially when residency manager is out) or as needed.
Ensure fellowship website information is up-to-date
Participate in department administrative team by providing support as needed for general administrative activities as needed, i.e. backup for mail distribution, laundry
Engage and/or lead in employee team activities when possible
Act as back-up for colleagues during leaves of absence
Hire, train, supervise student/temporary staff as needed
Other duties as necessary

Lead Responsibilities:
Provide program support for medical student programs, fellowships and operational support to department faculty and fellows. It is expected that this individual is the content expert for these areas and as such assures that all activities are completed in a timely and accurate manner.

MINIMUM REQUIREMENTS
Bachelor’s degree in related field and/or 2-3 years in administrative/operations position
Demonstrated critical thinking skills, to and
Ability to work independently as well as in a collaborative team environment with colleagues
Computer program skills: proficiency in Microsoft Office applications; experience/willingness to learn and E*Value tracking system, VSLO, Medhub and Workday
Knowledge of academic and medical appointment processes (working with AAC, OMSA and using Workday)
Excellent organizational skills; ability to multitask and prioritize while working independently to meet deadlines
degree of reliability, accuracy and productivity with attention to detail
Excellent organizational skills; ability to multitask and prioritize while working independently to meet deadlines to maintain collaborative relationships relating to students, a wide range of health care professionals and community members
Must have valid WA State Driver’s License

DESIRED QUALIFICATIONS
Three years in administrative/operations position of increasing complexity
Previous experience working in the UW and/or School of Medicine or in an academic or health care setting and/or
Familiarity UW accreditation and other regulatory bodies with UW and/or UW Medicine systems

CONDITIONS OF EMPLOYMENT
Contingent upon satisfactory results from a criminal background check
Start the workday at 6:30 am several days per month and work occasional weekends and evenings for special events
Must be able to travel to sites within Seattle as necessary
Will share office space

Application Process: The application process 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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.