ADMINISTRATOR OF PROGRAM OPERATIONS
Apply NowCompany: University of Washington
Location: Seattle, WA 98115
Description:
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.
Department of Emergency Medicine has an outstanding opportunity for Administrator of Program Operations.
The Department of Emergency Medicine within the School of Medicine at the University of Washington is comprised of core faculty, contracted faculty, courtesy faculty, resident physicians, and fellows spread across three major sites: Harborview Medical Center (HMC), University of Washington Medical Center (UWMC & NW), and Seattle Children's Hospital (SCH). Emergency Medicine (EM) faculty represents the front line in HMC and UWMC hospital emergency departments and serve the City of Seattle, King County, and WWAMI (Washington/Wyoming/Alaska/Montana/Idaho).
Emergency Medicine has an outstanding opportunity for an Administrator of Program Operations Specialist to fulfill an administrative leadership role within the Paramedic Training Program. The incumbent in this role will partner with the Director and Assistant Director of the Paramedic Training Program to support the administration of program operations with responsibilities that may be non-routine nature and require independent judgment and making decisions. Success in this role requires a high degree of personal initiative, flexibility, and personal judgment with strong communication skills and an expert ability to organize and prioritize tasks. This position also requires an exemplary ability to adjust to rapid changes and the ability to perform all duties in a manner that promotes a team concept that reflects the mission, vision and values of Emergency Medicine. This position is located at Harborview Medical Center with the option for a hybrid telework model.
Emergency Medicine is the home of the Paramedic Training Program. This training program provides the initial and ongoing training for all King County Medic One paramedics. This training is done through clinical rotations, medic unit internship and classroom lectures. Classroom didactic is presented by physicians using state of the art AV technology. The Paramedic Training Program is also closely tied to the Seattle Fire Department Medic One Program which allows students to gain additional training sessions, drills and practical field experience.
The Administrator of Program Operations supports a wide spectrum of academic, operational, technology, and programmatic activities within the Paramedic Training program. These activities include direct student and faculty educational support, gathering confidential academic information and data, organizing student orientation and graduation events, supporting the development of curriculum and evaluation materials, and coordinating with School of Medicine faculty physicians for both student and graduate education.
The Administrator of Program Operations reports to the Assistant Director of Program Operations and works directly with the Assistant Director, Director, Program Managers, Program Medical Director, students, and the Program's funding organization.
The Administrator must have strong knowledge of the educational and evaluation components of the program, understand program requirements, and be comfortable working independently to achieve program goals. In addition, the Administrator of Program Operations offers a high level of customer service in providing on-call daily technology support to staff and students. The Administrator of Program Operation's role is pivotal in the Program's success. The individual in this position efficiently and competently manages regular program work while also leading special projects and supporting special initiatives. This position manages crucial program data, and disseminates information to and from leadership and students, including independently assessing, generating and producing information and reports; and managing various relationships within and outside the Department, University, and with outside stakeholders, including the Program's funding organization.
The Administrator of Program Operations is a critical role in the daily operations and support for the Paramedic Training program. The Director and other program leadership rely on this position for student and faculty support services; data compilation and reporting; graduate continuing education; LMS administration; budget oversight; and technology support. The reach of the Paramedic Training program extends beyond the University of Washington to impact public pre-hospital care in Seattle, King County, and Washington State.
RESPONSIBILITIES:
Program Management, Evaluation Processes, and Reporting (40%)
Develop and implement policies and procedures in support of the program
Create, supervise, and assess data processes; manage information regarding current student academic progress and key clinical and field milestones.
Manage student academic, clinical and field data compilation and reporting.
Facilitate all data entry and reporting for the three major field evaluation phases, including the capstone field internship amongst the administrative team members.
Provide updates of student progress in relevant spreadsheets and databases, as well as providing comparisons and gap analysis to prior years' data.
Develop, implement and update procedures to ensure consistency in data collection, analysis, organization and presentation of data, and to ensure operational best practices. Collaborate with Director to determine necessary process improvements as circumstances warrant.
Manage data compilation and reporting for student Exit Exam packets.
Responsible for student records management, retention, and archive deposit and retrieval. Be informed of and adhere to University records management policy.
Ensure the database of all graduates is maintained.
Work with Program Directors to initiate, write, and implement program policies and procedures and make program recommendations to Medical Director and stakeholders.
Budget Management (25%)
Responsible for examining past years' budgets, proposing adjustments in collaboration with Program Director; request bids for all fiscal & purchasing needs for the program.
Manage the fiscal duties and spending for the Paramedic Training Program; independently manage the budget with purchasing ability, within departmental guidelines.
Collaborates with the Paramedic Training Program Director to set short term and long-term budget goals for program and educational initiatives.
Receive, process and track delivered goods, reconcile budget and prepare reports for Program Director as needed.
Other duties as assigned.
Student Services (10%)
Serve as the Canvas LMS administrator: build program courses, modules, and compile assignments and exams; manage student and instructor access.
Teach student technology orientation session, including use of Canvas, Google Workspace, and Microsoft Office 365. Provide on-going technology support with in-person meetings, group presentations, walk-in visits, and other forms of correspondence (including email, phone, and online Zoom sessions).
Instruct students on academic, clinical, and field work data tracking.
Lead student onboarding requirements including but not limited to systems access, scheduling, dissemination of program requirements and student expectations.
Instruct students on completing preceptor and presentation (lecture) evaluations. Collect and distribute to faculty.
Create and manage hard-copy student files; including regular filing of student forms and academic documents.
Coordinate with students the fitting and purchase of white smocks and name badges.
Purchase, distribute, and/or provide access to course materials (syllabi / website / books / supplies).
Technology and Training (10%)
Provide first tier software support to staff, students and guest faculty as needed.
Oversee classroom technology, including maintenance, updates, and first tier troubleshooting
Website creation & maintenance: update and create student and public content, keep links current, manage inquiries that come in via the website, and manage user account access.
Collaborate with UW IT Learning Technologies leadership on Program use of LMS and other academic technology. Collaborate with IT services on necessary technology
Administer web-based evaluation questionnaires/surveys for student and CME events.
Continuing Education and Recertification (10%)
Ensure promotion of series through email, website, and fliers, to paramedic, pre-hospital, and hospital network.
Oversight of database of lecture topics, CME categories, and presenter history. Provide reports to Medical Program Director and Program Director as needed for planning and review.
Ensure administrative team distributes monthly attendance roster to provider agencies. Maintain history of attendance.
Prepare and build recertification exam course for five King County fire/paramedic agencies and import annual recertification exam into LMS.
Plan and schedule elaborate exam times with agency administration and provide agency proctors with exam instructions. Prepare and distribute outside agencies with reports of exam grades - this is not limited to the University of Washington but includes outside institutions such as Seattle Fire and King County Fire.
Provide technical, educational and administrative support on exam days; includes in-person examinees and those participating off-site from King County Fire.
Event Coordination (5%)
Graduation Ceremony Reception - Manage & coordinate Paramedic Training Program graduation for entire program. Collaborate with UW departments, King County Fire (including surrounding areas), outside institutions including offices for the City of Seattle to coordinate overall commencement ceremony.
Student Family Orientation & Opening Day for Program (annual events) - Manage & coordinate Paramedic Training Program orientation for entire program. Oversee the planning and day-of execution of event working with outside institutions such as King County Fire and City of Seattle resources.
MINIMUM REQUIREMENTS:
Bachelor's Degree in Business Administration, Social Science, or related field.
Four-five years' experience in program operations or another applicable field.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS:
Experience working in an academic environment, including student services.
Strong proficiency with spreadsheets and databases; ability to perform statistical analysis and design or prepare reports.
High proficiency in Microsoft Office Suite; SharePoint; Google Workspace; Canvas; and Zoom.
Excellent time-management and organizational skills; ability to independently manage work priorities across multiple projects, meeting specific timelines.
Ability to work, in a highly professional manner, with a wide variety of people, including students, University faculty, staff, external partners, funding agencies, and visitors; ability to handle and maintain confidential information.
Experience updating webpages and online content.
Experience providing first-tier IT support at a variety of levels.
Outstanding customer service and teamwork skills; welcomes and adapts to different situations, personalities and cultures. Promotes a productive work climate, good morale and cooperation.
Willingness to learn new systems and technology.
DESIRED:
Experience working with EMS/PMT programs.
Experience serving as a direct supervisor of administrative staff.
Demonstrated experience in process improvement.
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.
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.
To request disability accommodation in the application process, contact the Disability Services Office at [redacted] or [redacted].
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
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.
Department of Emergency Medicine has an outstanding opportunity for Administrator of Program Operations.
The Department of Emergency Medicine within the School of Medicine at the University of Washington is comprised of core faculty, contracted faculty, courtesy faculty, resident physicians, and fellows spread across three major sites: Harborview Medical Center (HMC), University of Washington Medical Center (UWMC & NW), and Seattle Children's Hospital (SCH). Emergency Medicine (EM) faculty represents the front line in HMC and UWMC hospital emergency departments and serve the City of Seattle, King County, and WWAMI (Washington/Wyoming/Alaska/Montana/Idaho).
Emergency Medicine has an outstanding opportunity for an Administrator of Program Operations Specialist to fulfill an administrative leadership role within the Paramedic Training Program. The incumbent in this role will partner with the Director and Assistant Director of the Paramedic Training Program to support the administration of program operations with responsibilities that may be non-routine nature and require independent judgment and making decisions. Success in this role requires a high degree of personal initiative, flexibility, and personal judgment with strong communication skills and an expert ability to organize and prioritize tasks. This position also requires an exemplary ability to adjust to rapid changes and the ability to perform all duties in a manner that promotes a team concept that reflects the mission, vision and values of Emergency Medicine. This position is located at Harborview Medical Center with the option for a hybrid telework model.
Emergency Medicine is the home of the Paramedic Training Program. This training program provides the initial and ongoing training for all King County Medic One paramedics. This training is done through clinical rotations, medic unit internship and classroom lectures. Classroom didactic is presented by physicians using state of the art AV technology. The Paramedic Training Program is also closely tied to the Seattle Fire Department Medic One Program which allows students to gain additional training sessions, drills and practical field experience.
The Administrator of Program Operations supports a wide spectrum of academic, operational, technology, and programmatic activities within the Paramedic Training program. These activities include direct student and faculty educational support, gathering confidential academic information and data, organizing student orientation and graduation events, supporting the development of curriculum and evaluation materials, and coordinating with School of Medicine faculty physicians for both student and graduate education.
The Administrator of Program Operations reports to the Assistant Director of Program Operations and works directly with the Assistant Director, Director, Program Managers, Program Medical Director, students, and the Program's funding organization.
The Administrator must have strong knowledge of the educational and evaluation components of the program, understand program requirements, and be comfortable working independently to achieve program goals. In addition, the Administrator of Program Operations offers a high level of customer service in providing on-call daily technology support to staff and students. The Administrator of Program Operation's role is pivotal in the Program's success. The individual in this position efficiently and competently manages regular program work while also leading special projects and supporting special initiatives. This position manages crucial program data, and disseminates information to and from leadership and students, including independently assessing, generating and producing information and reports; and managing various relationships within and outside the Department, University, and with outside stakeholders, including the Program's funding organization.
The Administrator of Program Operations is a critical role in the daily operations and support for the Paramedic Training program. The Director and other program leadership rely on this position for student and faculty support services; data compilation and reporting; graduate continuing education; LMS administration; budget oversight; and technology support. The reach of the Paramedic Training program extends beyond the University of Washington to impact public pre-hospital care in Seattle, King County, and Washington State.
RESPONSIBILITIES:
Program Management, Evaluation Processes, and Reporting (40%)
Develop and implement policies and procedures in support of the program
Create, supervise, and assess data processes; manage information regarding current student academic progress and key clinical and field milestones.
Manage student academic, clinical and field data compilation and reporting.
Facilitate all data entry and reporting for the three major field evaluation phases, including the capstone field internship amongst the administrative team members.
Provide updates of student progress in relevant spreadsheets and databases, as well as providing comparisons and gap analysis to prior years' data.
Develop, implement and update procedures to ensure consistency in data collection, analysis, organization and presentation of data, and to ensure operational best practices. Collaborate with Director to determine necessary process improvements as circumstances warrant.
Manage data compilation and reporting for student Exit Exam packets.
Responsible for student records management, retention, and archive deposit and retrieval. Be informed of and adhere to University records management policy.
Ensure the database of all graduates is maintained.
Work with Program Directors to initiate, write, and implement program policies and procedures and make program recommendations to Medical Director and stakeholders.
Budget Management (25%)
Responsible for examining past years' budgets, proposing adjustments in collaboration with Program Director; request bids for all fiscal & purchasing needs for the program.
Manage the fiscal duties and spending for the Paramedic Training Program; independently manage the budget with purchasing ability, within departmental guidelines.
Collaborates with the Paramedic Training Program Director to set short term and long-term budget goals for program and educational initiatives.
Receive, process and track delivered goods, reconcile budget and prepare reports for Program Director as needed.
Other duties as assigned.
Student Services (10%)
Serve as the Canvas LMS administrator: build program courses, modules, and compile assignments and exams; manage student and instructor access.
Teach student technology orientation session, including use of Canvas, Google Workspace, and Microsoft Office 365. Provide on-going technology support with in-person meetings, group presentations, walk-in visits, and other forms of correspondence (including email, phone, and online Zoom sessions).
Instruct students on academic, clinical, and field work data tracking.
Lead student onboarding requirements including but not limited to systems access, scheduling, dissemination of program requirements and student expectations.
Instruct students on completing preceptor and presentation (lecture) evaluations. Collect and distribute to faculty.
Create and manage hard-copy student files; including regular filing of student forms and academic documents.
Coordinate with students the fitting and purchase of white smocks and name badges.
Purchase, distribute, and/or provide access to course materials (syllabi / website / books / supplies).
Technology and Training (10%)
Provide first tier software support to staff, students and guest faculty as needed.
Oversee classroom technology, including maintenance, updates, and first tier troubleshooting
Website creation & maintenance: update and create student and public content, keep links current, manage inquiries that come in via the website, and manage user account access.
Collaborate with UW IT Learning Technologies leadership on Program use of LMS and other academic technology. Collaborate with IT services on necessary technology
Administer web-based evaluation questionnaires/surveys for student and CME events.
Continuing Education and Recertification (10%)
Ensure promotion of series through email, website, and fliers, to paramedic, pre-hospital, and hospital network.
Oversight of database of lecture topics, CME categories, and presenter history. Provide reports to Medical Program Director and Program Director as needed for planning and review.
Ensure administrative team distributes monthly attendance roster to provider agencies. Maintain history of attendance.
Prepare and build recertification exam course for five King County fire/paramedic agencies and import annual recertification exam into LMS.
Plan and schedule elaborate exam times with agency administration and provide agency proctors with exam instructions. Prepare and distribute outside agencies with reports of exam grades - this is not limited to the University of Washington but includes outside institutions such as Seattle Fire and King County Fire.
Provide technical, educational and administrative support on exam days; includes in-person examinees and those participating off-site from King County Fire.
Event Coordination (5%)
Graduation Ceremony Reception - Manage & coordinate Paramedic Training Program graduation for entire program. Collaborate with UW departments, King County Fire (including surrounding areas), outside institutions including offices for the City of Seattle to coordinate overall commencement ceremony.
Student Family Orientation & Opening Day for Program (annual events) - Manage & coordinate Paramedic Training Program orientation for entire program. Oversee the planning and day-of execution of event working with outside institutions such as King County Fire and City of Seattle resources.
MINIMUM REQUIREMENTS:
Bachelor's Degree in Business Administration, Social Science, or related field.
Four-five years' experience in program operations or another applicable field.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS:
Experience working in an academic environment, including student services.
Strong proficiency with spreadsheets and databases; ability to perform statistical analysis and design or prepare reports.
High proficiency in Microsoft Office Suite; SharePoint; Google Workspace; Canvas; and Zoom.
Excellent time-management and organizational skills; ability to independently manage work priorities across multiple projects, meeting specific timelines.
Ability to work, in a highly professional manner, with a wide variety of people, including students, University faculty, staff, external partners, funding agencies, and visitors; ability to handle and maintain confidential information.
Experience updating webpages and online content.
Experience providing first-tier IT support at a variety of levels.
Outstanding customer service and teamwork skills; welcomes and adapts to different situations, personalities and cultures. Promotes a productive work climate, good morale and cooperation.
Willingness to learn new systems and technology.
DESIRED:
Experience working with EMS/PMT programs.
Experience serving as a direct supervisor of administrative staff.
Demonstrated experience in process improvement.
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.
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.
To request disability accommodation in the application process, contact the Disability Services Office at [redacted] or [redacted].
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.