PROGRAM MANAGER
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.
The Department of Oral Medicine has an outstanding opportunity for a Program Manager to join their team.
The School of Dentistry Department of Oral Medicine trains current dentists to address orofacial pain and trauma as well as reading radiographs. The Oral Medicine graduate, residency, and fellowship programs are highly respected in the global dental, oral and craniofacial community. We have an outstanding opportunity for a Program Manager. We are a complex collection of specialties and specialists serving diverse populations, and are equally committed to supporting diversity and inclusion in our workplace.
The Program Manager will oversee all administrative aspects of the graduate, residency, and fellowship programs in the Oral Medicine Department to ensure compliance with dental specialty accreditation standards, graduate school prerequisites, and all other regulatory requirements. In addition, this position will manage the intake of program applicants, communicate expectations and respond to applicant questions; review and evaluate applications, interview applicants and make recommendations to an interview committee; ensure compliance with UW School of Dentistry and UW GME credentialing requirements for accepted applicants; oversee scheduling at CPD, UW, Seattle Children's Hospital, and numerous sites around greater Puget Sound and throughout the WWAMI region; interface with dental leadership regionally and nationally to coordinate resident trainings; counsel students with academic and career questions; interface with medical staff at UWMC, Seattle Children's and in private practice; and coordinate thesis research and provide counseling as necessary.
Finally, this position is the departmental "expert" for all training grants and is responsible for managing all aspects of the grants, both pre- and post-award, ensuring that the department meets all grant obligations. This includes acting as liaison with federal project officers and the UW's Office of Sponsored Programs, to make certain that departmental reports and deliverables are accomplished.
DUTIES AND RESPONSIBILITIES
Program Development, Management and Improvement (40%)
Oversee day-to-day operations of the postgraduate resident/fellow training program and communicate with stakeholders (School of Dentistry, GME Office, department chair and faculty, residents/fellows, Commission on Dental Accreditation-CODA, and specialty board and organizations).
Oversee resident schedules for clinics and rotations; maintain current schedules in MedHub, axiom and other formats for GME tracking; coordinate schedule information with other service sites.
Administer the evaluation process by faculty for residents to ensure timely completion; coordinate with Program Director when remediation is necessary.
Administer the evaluation process by residents of teaching faculty to ensure timely completion.
Identify areas for programmatic improvements and develop initiatives to address weaknesses.
Maintain educational files of all current and former trainees; provide verifications of training, when requested; and oversee alumni survey.
Prepare and coordinate course syllabi and handouts; student grading and evaluation of courses; use UW Web Gradebook.
Monitor course requirements for Master's degree(s); track admissions requirements/activity in MyGradProgram and Student DataBase; register all trainees for quarterly courses.
Develop and foster relationships within Department of Oral Medicine, Schools of Dentistry, Medicine, Public Health, Nursing and Social Work to meet inter-professional educational goals.
Manage confidential materials and communications.
Write, edit a variety of reports, evaluations, articles; participate in research and assist in writing, editing and submitting articles for publication; co-edit quarterly alumni news.
Resident Recruitment, Appointment, Credentialing, and Orientation (20%)
Manage the resident/fellow recruitment and selection process, including updating and managing program information in PASS and Match programs; adherence to Matching program guidelines and deadlines; manage content for program websites; coordinate application review and interview process; participate in interviewing and selection of applicants; and submit rank order lists.
Manage appointment process for incoming residents/fellows in accordance with GME and UW SOD and SCH policies. Ensure residents/fellows complete GME onboarding process through MedHub, the onboarding process at SCH, and the specific onboarding requirements of the SOD.
Ensure resident compliance with credentialing requirements (license, DEA license, NPI, HIPAA, UW ID, SCH ID, and mandatory training modules.
Assist incoming residents/fellows with visa in conjunction with GME and ISO offices.
Plan and organize departmental orientation(s) to the programs.
Oversee all aspects of graduation, such as the existing processes, annual graduation banquets, preparation of graduation certificates, and verification of Graduate School requirements for Master's thesis.
Advise trainees of Graduate School and department requirements for degree planning; help with course selection and registration; assist trainees in career exploration and job application processes.
Provide a safe and confidential place for trainees to talk about the common stressors of the program and provide advice on formal counseling options and available wellness programs.
Grants Management (15%)
Responsible for the administration of the training grant lifecycle - from creation of proposal, submission of application, and post-award reporting.
Provide administrative, programmatic and fiscal support to PIs of training grants; advise faculty and trainees of grant requirements.
Create grant-related inter-professional curriculum; contact chairs of other departments to endorse curriculum; manage approval process within graduate school for new degree program.
Maintain contacts with national oral medicine and oral radiology leadership personnel; maintain list of speakers for lectures on leadership competencies.
Research, contact potential teaching faculty and arrange teaching rotations within WWAMI region; make travel arrangements to visit teaching sites with PI; and maintain documentation of rotation sites for evaluation.
Contact UW course directors to ensure that residents/fellows can attend inter-professional courses.
Ensure that department is meeting grant obligations and that administrative deliverables are accomplished in a timely manner in compliance with grantor policies.
Analyze grant sponsor changes, evaluate program implications, project fiscal impact and provide recommendations for revision of grant objectives if needed.
Gather information/statistics for grant reports and write and edit all reports through federal Electronic HandBook system.
Program Accreditation and Compliance (10%)
Ensure that all specialty accreditation, federal, state, and UW regulations and policies are followed and maintain all essential documentation.
Manage accreditation activities, including CODA site visits, Graduate School evaluations, and annual program reviews; update program information as needed.
Prepare Program Letters of Agreement for all rotation sites. Ensure that Affiliation Agreements are revised as needed.
Financial Management (10%)
Ensure yearly GME allocation is accurate; request changes in annual FTE through GMEPAC committee;
Record monthly training site/allocation in GMETaBS tracking system and adjust monthly records as needed to comply with GME reporting systems at UWMC and SCH.
Monitor funded activity at training site so as not to exceed funding allocation.
Develop and oversee training grant budgets and budget justifications.
Arrange for travel, housing and other expenditures related to training grants and process reimbursements.
Other program responsibilities (5%)
Manage and coordinate student externship program; maintain required compliance paperwork and schedule visiting externs.
Manage DECOD resident two position, including program offerings (clinical observation, participation in didactic courses), costs, and compliance requirements (visa, HIPAA), and housing. Work with Administrator to ensure and coordinate payment from visiting dentist.
Manage administrative and planning logistics for retreats, meetings, and conferences, including special conferences, residency/fellowship treats, BLS/ACLS/PALS courses, and in-service exams.
Attend UW GME meetings and UW Graduate School meetings, as needed.
In collaboration with Program Directors, assist in the planning and implementation of faculty development activities.
Maintain resident library (journals, books, articles).
Serve on departmental faculty search committees including interviewing and providing recommendations to department Chair.
MINIMUM REQUIREMENTS
Bachelor's degree in business, communications, or public administration
Three to Four years of experience managing academic programs in a medical setting
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
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 access 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.
The Department of Oral Medicine has an outstanding opportunity for a Program Manager to join their team.
The School of Dentistry Department of Oral Medicine trains current dentists to address orofacial pain and trauma as well as reading radiographs. The Oral Medicine graduate, residency, and fellowship programs are highly respected in the global dental, oral and craniofacial community. We have an outstanding opportunity for a Program Manager. We are a complex collection of specialties and specialists serving diverse populations, and are equally committed to supporting diversity and inclusion in our workplace.
The Program Manager will oversee all administrative aspects of the graduate, residency, and fellowship programs in the Oral Medicine Department to ensure compliance with dental specialty accreditation standards, graduate school prerequisites, and all other regulatory requirements. In addition, this position will manage the intake of program applicants, communicate expectations and respond to applicant questions; review and evaluate applications, interview applicants and make recommendations to an interview committee; ensure compliance with UW School of Dentistry and UW GME credentialing requirements for accepted applicants; oversee scheduling at CPD, UW, Seattle Children's Hospital, and numerous sites around greater Puget Sound and throughout the WWAMI region; interface with dental leadership regionally and nationally to coordinate resident trainings; counsel students with academic and career questions; interface with medical staff at UWMC, Seattle Children's and in private practice; and coordinate thesis research and provide counseling as necessary.
Finally, this position is the departmental "expert" for all training grants and is responsible for managing all aspects of the grants, both pre- and post-award, ensuring that the department meets all grant obligations. This includes acting as liaison with federal project officers and the UW's Office of Sponsored Programs, to make certain that departmental reports and deliverables are accomplished.
DUTIES AND RESPONSIBILITIES
Program Development, Management and Improvement (40%)
Resident Recruitment, Appointment, Credentialing, and Orientation (20%)
Grants Management (15%)
Program Accreditation and Compliance (10%)
Financial Management (10%)
Other program responsibilities (5%)
MINIMUM REQUIREMENTS
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
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 access 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.