Clinical Informatics Fellowship Administrator - University of Washington

Req #: 235203 Department: BIOMEDICAL INFORMATICS AND MEDICAL EDUCATION Posting Date: 06/05/2024 Closing Info: Open Until Filled Salary: 50% of $5,114 - $7,672 per month Shift: First Shift Notes: 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. (https://hr.uw.edu/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230119\_a11y.pdf) 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. **POSITION PURPOSE** The Department of Biomedical Informatics and Medical Education in the School of Medicine has an outstanding opportunity for a part-time (50% FTE/20 hours per week) Fellowship Administrator (Program Operations Specialist). The primary purpose of the Fellowship Administrator is to support the day-to-day administration of our Clinical Informatics Fellowship training program that supports 5 fellows. The position is eligible for a hybrid schedule that includes both on-site and telework hours. The Clinical Informatics Fellowship Administrator will be responsible for serving as a liaison between the Fellowship Program Director, Associate Program Directors, Faculty, Fellows, and the Graduate Medical Education Office, participating training sites, and other departments, and must be knowledgeable about operational activities at the various training sites in which the fellows rotate. This position will also be involved with assessment of Program operations, including making recommendations for operational/quality improvements. **DUTIES AND RESPONSIBILITIES** Operational Responsibilities + Develop standard protocols for operations management and best practices for administration of the Clinical Informatics Fellowship Program. Guide day-to-day operations and activities of the program to ensure it is efficient, well-organized, and targeted to deliver exemplary services. + Facilitate and coordinate the MedHub Residency Management System for the Program, including maintaining Fellow demographics data; Fellow schedules; required evaluations; procedural logging/verification; conferences (when applicable); and timely completion of clinical and educational work hours. + Manage Fellows' submission of case/procedure log data in appropriate systems as required by their ACGME Review Committee (RC). + Ensure adherence to the Program's policies regarding clinical and educational work hours, eligibility and selection, and effects of leave on board eligibility. + Facilitate planning for new and evolving programming, by assessing current Program and administrative operations and making recommendations for Program and operational improvements to the Program Director and to the Department Administrator and developing informational resources including background and presentation materials. + Complete annual ACGME Fellow and Faculty surveys and ensure information is up to date in various GME systems (Specialty Board, FREIDA, ACGME ADS, professional organizations, GMETrack). + Plan, prepare and disseminate training and meeting materials for multiple functions and initiatives, including retreats, meetings, and conferences. Adhere to planning timelines to ensure clearly defined and well-executed program activities. Initiate standard communications and web content updates. Manage event budgets and transactions as needed.Communication Responsibilities + Coordinate and collaborate with GME constituents (Department, Faculty, Fellows, ACGME, ABMS specialty board) daily in support of the Clinical Informatics Fellowship Program, including major events, financial transactions, committee support, website management, and program support. + Work with faculty to provide guidance to Fellows on Program, institution, and GME policies. Engage outside expertise and resources as requested. + Schedule and staff numerous faculty leadership planning processes meetings with Program Director(s) to review status of projects and upcoming program requirements. + Triage issues or inquiries from Fellows, Faculty, Staff and Department Chairs, facilitating confidential discussions and meeting requests. Assess urgency and escalate inquiries to Program Administrator or other program contacts as needed. Provide assistant to the Program Director, GME Office and/or GME Wellness Service and respond to Fellow concerns about the Clinical Informatics Fellowship Program. + Ensure timely and reliable handling of the Program Director's scheduling/calendaring of ACGME required meetings to maintain fellowship accreditation, manage quarterly Clinical Competencies Committees and semi-annual Program Executive Committees, attend meetings as required, taking and producing records of meeting minutes as required and producing reports from data acquired at quarterly and annual meetings. + Demonstrate excellent communication skills to numerous and varied constituents by exercising appropriate discretion in maintaining strong working relationships with both the SOM/GME Office and clinical departments and Programs assigned. + Routine processing of applications and appointment requirements for visiting fellows. + Develop and maintain websites, administrative databases, and tools by initiating standard communications and web content updates by developing, managing, and providing regular maintenance to the Program websites. Develop and maintain data resources and tools to optimize access to services and events, and to ensure effective program evaluation and reporting practices.Fiscal Responsibilities: + Generate time-sensitive training site/time distribution in MedHub for each Fellow for reporting to CMS. + Managing expenditures for internal training sessions and external training resources, including purchasing, travel, and consultant fees. + Manage professional development and travel funds allocated to Fellows by reviewing and pre-approving all proposed expenses.Program Accreditation and Compliance: + Collaborate with the Program Director to ensure Fellow reporting compliance in MedHub. + Develop a quantitative and qualitative data capture approaches of the ACGME Specialty-Specific requirements of the Programs and create Program policies to comply with accreditation requirements. + Liaise with the Program Director in facilitating the Program's required ACGME presentation materials, training syllabi, and other essential documents required for Program accreditation. + Working directly with Program Director on Annual Program Evaluation (APE) activities including data collection, meeting preparation, and Program information maintenance in ACGME Accreditation Data System (ADS). + Collaborate with the UW GME Office to perform accreditation activities, including ACGME self-study visits, focused site visits, and Program Special Reviews. + Reviewing citations/recommendations with Program Director received from the ACGME or GME Office and assessing urgency and escalating inquires to appropriate program contacts. + Composing Program Letters of Agreement (PLAs) with participating institutions and training sites, including ensuring agreements are revised and reflected in MedHub schedules.Fellow Schedules: + Ensure timely and reliable handling of Fellow schedules, including annual rotations, current schedules in MedHub, off-site rotations (affiliated institutions, away rotations), and vacation/leave requests to ensure schedules align with approved Single Source allocations and advise Program Director on discrepancies. + Conduct monthly audits and identify corrections of Fellow schedules in MedHub for GME Finance reporting.Evaluations: + Develop and maintain evaluations on Fellow performance, faculty performance, and educational content of rotations and the Program for Clinical Competency Committee (CCC) meetings and Milestone reporting. Manage 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. + Coordination of Fellow semi-annual reviews with Program Director for the Annual Program Evaluation (APE) process.Fellow Appointments and Credentialing: + Organize and manage Program-specific new Fellow orientation and onboarding and off-boarding (including graduation activities) process; ensure compliance with rotation-specific credentialing requirements at each approved site of training, including payroll staff involvement in appointment and credentialing processes. + Maintain and store educational files for all current graduates in accordance with UW Records Management retention schedules.Recruitment: + Develop and conduct annual recruitment activities, including application reviews, interview day scheduling, and communications to Program applicants. + Manage and update program information in ERAS (Electronic Residency Application Service), SF Match, or appropriate application service for the specialty. Ensure adherence to match requirements and deadlines as appropriate for the specialty (National Resident Matching Program, SF Match, other). **CONDITIONS OF EMPLOYMENT** This position will be expected to work 20 regularly scheduled work hours between 8 AM - 5 PM, Monday through Friday. However, dependent upon certain activity cycles, i.e. during recruitment season, additional hours up to 40 per week may be required. **MINIMUM REQUIREMENTS** Bachelor's Degree in Business, Social Sciences, or other applicable area of study.Two to three years of job-related experience.Proficient with Microsoft Office Suite including Outlook, Word, Excel, PowerPoint. **DESIRED:** 1-3 years' experience in graduate medical education, specifically as a Program Administrator for a residency or fellowship training program. **Application Process:** The application process may include completion of a diversity statement to obtain additional information that will be used in the evaluation process. 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 diversity statement has been completed. University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.