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The Department of Family Medicine has an outstanding opportunity for a Manager of Program Operations Medical Student Education. This Manager position is responsible for the successful administrative, operational, and fiscal management of the programs and courses for the University of Washington School of Medicine’s Department of Family Medicine Medical Student Education (MSE) Section. The curriculum is offered in the five-state WWAMI (Washington, Wyoming, Alaska, Montana and Idaho) region, which covers 27% of the USA land mass across three time zones and contains 3.3% of the population. Teaching across multiple sites requires the careful balance of ensuring that teaching goals and objectives and procedures conform to institutional and department policies and regulations while also recognizing and respecting the unique and diverse features of each teaching site’s medical practice and the community and its population. There are approximately 280 medical students in each of the four years of school for a total of 1,120 medical students. Offering this curriculum takes innovative and complex teaching methods, multiple funding and personnel resources, and competent and responsive administration.
The Manager works with the MSE Director to direct the section and with the Vice Chair of Finance and Administration to coordinate fiscal operations. This position requires the ability to concurrently manage multiple projects with high priority and competing needs, as well as have the ability to analyze and evaluate large amounts of information, utilize sound administrative judgment and make independent decisions. The collaborative nature of the curriculum requires a high degree of precise and sensitive communication and interpersonal skills, including the appropriate handling of timely and confidential information in a professional manner. The need to be flexible and open-minded is essential for continued expansion and development of the Section as well as improvements efforts in existing offering.
Duties and Responsibilities:
Administration Planning & Decision Making
Under the general guidance of the MSE Director, the Manager administers the Section’s operations, partially relieving the director of decision making in regards to operations, budgetary, administrative and personnel details. The Manager considers the impact of decisions and action on the overall mission, philosophy, goals and policies, and regulations of the Section, the Department, the School of Medicine, and the University of Washington.
The Manager works with staff and faculty to successfully establish, develop or approve and select policies and procedures to meet both their individual course and program operational needs and goals and objectives. The Manager reviews those for overall efficiency and effectiveness of work, conformity and allocation of resources. The Manager must be familiar with the unique characteristics of each course and program and with the general medical school curricular offerings in order to facilitate integration of information when making recommendations or problem solving. In addition, because of the collaboration of many non-UW entities, knowledge of those different organizations' operations, policies and goals are also essential.
This position is a point of contact for all family medicine course and programs. The Manager may represent the Director or other faculty in his/her absence in meetings and communications. The Manager provides information to individuals and groups and is also responsible for assuring that information received is appropriately disseminated. The Manager must have the ability to build and maintain effective working relationships. The Manager works closely with the Department's own IT staff to assure MSE connectivity and programmatic needs are met. In addition, coordination with the web information specialists for effective, well operational course and program websites, which include teaching activities, database and tracking, is also needed. This position also works with the UW Student Database, University Curriculum Office, Times Schedule Office, and the Curriculum Management System.
Budgeting and Fiscal Management
This position has budgetary responsibility for the management of several budgets, including School of Medicine, Department, and gifts. The Manager utilizes the UW systems including SAGE, Ariba, PurchasePATH, MyFinancial.desktop, and Workday, and also may work with the Department’s Research Section, Office of Sponsored Programs, and Grant and Contract Accounting regarding grants.
The Manager coordinates and participates in the developmental and decision-making sessions for selection of fundable activities, develops budgets and accompanying justifications, researches and compiles data, and writes selective portions, reviews for discrepancies and conformity to guidelines and requirements, prepares proposals and other required documents. The Manager also responds to inquiries and fiscal reporting needs and negotiates rebudget agreements and subcontracts when necessary and provides reports and statistical materials. The Manager monitors activities, including status/activity reports, and approves and oversees purchasing for travel, facilities, catering, equipment, software, consultants and other expenditures. The Manager projects, reviews and analyzes income and expenditures, and advices the MSE Director and Vice Chair of Finance and Administration. This includes recommendations for corrective actions for problems areas. The Manager also works with the faculty and staff responsible for carrying out the goals and objectives to ensure that the projects stay within the scope and budget, and are being conducted according to the designated timelines.
The Manager supervises and assigns responsibilities to staff by analyzing work needs and establishing priorities and work schedules and directing work flow, resolving problems and conflicts by reallocation of positions, coordination of work activities, creation and implementation of procedural changes or arrangement for work related and personnel training.
The Manager participates in the recruitment of medical student education faculty. Along with the Director, the Manager helps orient new faculty and assists with overseeing faculty who participate in the medical student education, which may include evaluating and resolving problems and conflicts. The Manager supports faculty on the Seattle Campus and other campuses and teaching sites.
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.
Bachelor’s Degree in related field or equivalent work experience in administration or project management. Minimum two to three year’s experience.
Demonstrated utilization of specialized program knowledge to establish and maintain policies and procedures for such areas as program administration, budget and finance, human resources, and space planning.
Proven ability ability to work under pressure and meet deadlines successfully; creative problem-solving skills; initiative and ability to work independently and make decisions as necessary with accountability and integrity.
Proven ability to organize and manage tasks and projects independently, effectively and efficiently, a high degree of attention to detail and accountability, and critical-thinking and strategic skills. Ability to work both independently and collaboratively.
Demonstrated effective communication across various perspectives, experiences, and knowledge bases. Activities involve significant teamwork, high levels of collaboration and effective communication, including excellent written, verbal and interpersonal communication skills. including leading and/or facilitating effective meetings. The ability to work across organizational boundaries is necessary.
Demonstrated appreciation of, a sensitivity to, and a respect for diverse academic environments, inclusive of students, faculty and staff of many social, economic, cultural, ideological, racial and ethnic backgrounds. Have an understanding of inequities and the racial and socioeconomic disparities that exist in education. Experience with promoting a collaborative climate that recognizes, celebrates, and supports diversity.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Conditions of Employment:
May occasionally require flexible hours and limited travel.
Hybrid work venue—telework and in-person time in office
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 Workforce 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.