director operations manager Seattle, WA
University of Washington
Full Time
Seattle, WA
81756 - 12.04 USD MONTHLY Today
Job description
DIRECTOR - PROGRAM OPERATIONS (SPOKANE)
Req #:
224559
Department:
SCHOOL OF MEDICINE
Job Location:
Other Location, Remote/Hybrid
Posting Date:
07/13/2023
Closing Info:
Open Until Filled
Salary:
$6,813 per month
Other Compensation:
Shift:
First Shift
Benefits:
As a UW employee, you will enjoy generous benefits and work/life programs.
Please note: this job is located in Spokane, WA.
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 School of Medicine has an outstanding opportunity for a Director - Program Operations to join their team.
The Director oversees operations at the UWSOM-Spokane campus. The Director’s duties include but are not limited to facilitating the implementation and delivery of the UWSOM curriculum in Spokane by leading a team of 6 professional and classified staff and directing the day-to-day operations for the 4-year MD program in Spokane. The Director works closely with Spokane-based deans and is liaison between faculty, staff, and students.
This position works collaboratively with a variety of key leaders within the UWSOM Medical Student Education Program including Deans, faculty, and staff across the 5 state WWAMI region.
Th Director reports to the Associate Dean for Eastern Washington. This position works closely and collaboratively with the Foundations Assistant Dean for Spokane and the Clinical Assistant Deans in Eastern WA to support UWSOM students across the medical school continuum. The Director collaborates closely with the Director of Operations for Regional and Rural Affairs and School of Medicine in Seattle
Position Complexities
The decentralized structure of the WWAMI program presents specific administrative complexities for the regional Spokane campus. Most administrative, academic and student service programs are administered in Seattle with some level of administration and facilitation for the specific programs occurring at the Spokane campus. At the same time UWSOM is a complex organization spread over a 5-state region. Thus, the Administrator must have or acquire knowledge of the University of Washington curriculum, University systems and procedures; including Human Resources, multitask and prioritize between the multiple projects and functional areas and an ability to work with and coordinate with people over geographic distances.
The Spokane campus is similar to other regional sites in some ways but in other important ways the Spokane site is dissimilar. For instance, being in WA state, the Spokane campus is largely guided by WA state policies and procedures that are the same in Seattle but different at other regional sites. Additionally, our partner university in Spokane, Gonzaga University, is a small, private, Jesuit University while other partner universities are public research universities. Thus, the Spokane campus has unique challenges.
Against this background, the Director advocates for the Spokane-based students, staff and faculty in a tempered manner respecting disparate policies, procedures, and perspectives. Doing so involves integration, problem-solving skills and independent decision-making along with a high degree of integration and discretion.
In addition to the structural complexities of the WWAMI program, the Director will recognize and serve a wide range of stakeholders including other UW programs in Spokane, Gonzaga University, and community partners.
Impact to the University
This position directly impacts the UWSOM primarily through its educational mission. By focusing on operations and curriculum implementation, the Director ensures student success and satisfaction in order to meet UWSOM’s commitment to addressing needs. The Director advises the Spokane-based Deans on needed changes and improvements and does so with a continuous quality improvement model. The Director also plays a key role in ensuring that the Spokane campus meets compliance and accreditation standards as established by the Liaison Committee on Medical Education, federal, state and university regulations and other requirements where appropriate.
The UWSOM-Spokane campus has 60 students per class and each class spends the entirety of its 18-month Foundations Phase in Spokane. The Director, together with the Associate Dean, oversees a budget of $8 million.
DUTIES AND RESPONSIBILITIES
Personnel Management:
Continually refine and develop an administrative structure that provides the necessary level of support services needed for the UWSOM-Spokane’s continued success.
The Director oversees and supervises all staff HR activities for the unit and works in conjunction with the Associate Dean for Eastern WA, the Assistant Foundations Dean in Spokane along with the Assistant Clinical Deans for Eastern WA to assist in management of faculty affairs program and student across the 4-year medical school continuum.
The UWSOM-Spokane based Director collaborates with Seattle-based Director for Academic, Rural and Regional Affairs for payroll and HR functions.
Responsible for:
o Onboarding new staff and faculty, Spokane I-9 coordinator
o Supporting faculty and staff in a hybrid work environment while emphasizing teamwork, cross-training and communication
o Overseeing daily operations and troubleshooting/resolving issues
o Annual reviews for direct reports per UWSOM HR
o Support faculty appointment and promotion processes
o Working closely with the Assistant Foundations Dean in collecting, collating, and analyzing Block, FCM, and Faculty evaluations
o Logistics regarding supervisory role: Workday: Timesheet, Absence, FMLA, etc
Onboarding new staff and faculty, Spokane I-9 coordinator.
Supporting faculty and staff in a hybrid work environment while emphasizing teamwork, cross-training and communication.
Overseeing daily operations and troubleshooting/resolving issues.
Annual reviews for direct reports per UWSOM HR.
Support faculty appointment and promotion processes.
Working closely with the Assistant Foundations Dean in collecting, collating, and analyzing Block, FCM, and Faculty evaluations.
Logistics regarding supervisory role: Workday: Timesheet, Absence, FMLA, etc
Responsible for:
o Special event planning and logistics
o Proctoring exams, assessment and curricular initiatives
Financial Management:
Manage and monitor an annual unit budget to successfully accomplish financial planning, budgeting, and accounting functions of the unit.
Track allocation of funding and FTEs of faculty.
Maintain purchasing records and resolve problems including UW Purchasing and vendor inquiries, unpaid invoices and order status. Monitor budget activities to ensure compliance with dean of medicine policies.
Locally work closely with the Associate Dean and Assistant Foundations Dean together with administrative staff in Seattle to develop, monitor and oversee the budget for the Spokane campus.
o Recognizing similarities and differences between the Seattle Campus and other Regional Campuses and the budgetary impacts
o Coordinating and budgeting for adequate Foundations and College Faculty to provide an excellent learning environment for Spokane students
o Develop a budget for capital purchases and operational purchasing as needed
o Support contract development/renewal as necessary
Academic Program Liaison and Community Partner:
Educational Partners (includes: UWSOM Spokane, UWSOM Seattle, Gonzaga University, UWSOM MEDEX, UW School of Dentistry, Eastern WA University)
840/SIERR Building Partners
Marketing and Communications Group
Student Support Services
Onboarding students
Together with Deans and Faculty, supporting various student groups
Other duties as assigned.
Supervisor Responsibilities
Overseeing staff at the UWSOM-Spokane office. Currently 6 staff (3 professional, 3 classified). Responsible for setting the tone for an inclusive team ensuring good interpersonal communication and relationships and providing conflict management/resolution when necessary.
Assigns, evaluates, and monitors work completed by subordinates.
Makes hiring decisions to fill new and or vacant positions.
Trains employees and conducting their job performance reviews.
Has the authority to take or to effectively recommend corrective (disciplinary) action
Resolves grievances or complaints.
MINIMUM REQUIREMENTS
Bachelor’s Degree in Business Administration, Education, Social Sciences, or a related field
4-5 years of relevant experience such as upper-level program operations, administration, or management support.
Additional Requirements:
Proven administrative, financial, and problem-solving skills.
Experience with budgets, budget forecasting, invoicing, and other financial operations.
Demonstrated expertise in managing a team effectively in large, highly structured environments.
Models excellent, inclusive communication that centers curiosity and creativity in finding solutions.
Demonstrated ability to work across multiple levels of an organization to achieve results.
Demonstrated ability to maintain harmonious working relationships and effectively address complex and sensitive administrative issues.
Expert computer proficiency with spreadsheets, word processing, data bases in a Windows environment.
Ability to interpret and communicate to others complex policies and procedures.
Excellent organizational detail & prioritizing skills with the ability to multitask and work under the pressure of constant deadlines.
Must be able to work independently and be proactive with a high degree of reliability, accuracy and productivity.
Expertise with oral and written communication tasks.
Discretion with senior-level confidential information and ability to handle confidential information responsibly.
High level of tact and diplomacy.
Ability to contribute constructively to the University's mission.
Professional communication style and presentation skills.
Equivalent education and/or experience may substitute for minimum requirements.
DESIRED REQUIREMENTS
Experience with educational administration or in an academic setting working with faculty, students, and staff.
Prior experience at the University of Washington and/or UWSOM.
Experience in the methods and systems of continuous quality improvement are highly desired.
Experience in an allied medical field.
WORKING ENVIRONMENTAL CONDITIONS
This position requires a high level of knowledge of daily operational issues and logistics. As such, while a hybrid work model may be acceptable, it is expected that on average 4 out of every 5 days is onsite at the UWSOM-Spokane campus.
CONDITIONS OF EMPLOYMENT
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.
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 School of Medicine has an outstanding opportunity for a Director - Program Operations to join their team.
The Director oversees operations at the UWSOM-Spokane campus. The Director’s duties include but are not limited to facilitating the implementation and delivery of the UWSOM curriculum in Spokane by leading a team of 6 professional and classified staff and directing the day-to-day operations for the 4-year MD program in Spokane. The Director works closely with Spokane-based deans and is liaison between faculty, staff, and students.
This position works collaboratively with a variety of key leaders within the UWSOM Medical Student Education Program including Deans, faculty, and staff across the 5 state WWAMI region.
Th Director reports to the Associate Dean for Eastern Washington. This position works closely and collaboratively with the Foundations Assistant Dean for Spokane and the Clinical Assistant Deans in Eastern WA to support UWSOM students across the medical school continuum. The Director collaborates closely with the Director of Operations for Regional and Rural Affairs and School of Medicine in Seattle
Position Complexities
The decentralized structure of the WWAMI program presents specific administrative complexities for the regional Spokane campus. Most administrative, academic and student service programs are administered in Seattle with some level of administration and facilitation for the specific programs occurring at the Spokane campus. At the same time UWSOM is a complex organization spread over a 5-state region. Thus, the Administrator must have or acquire knowledge of the University of Washington curriculum, University systems and procedures; including Human Resources, multitask and prioritize between the multiple projects and functional areas and an ability to work with and coordinate with people over geographic distances.
The Spokane campus is similar to other regional sites in some ways but in other important ways the Spokane site is dissimilar. For instance, being in WA state, the Spokane campus is largely guided by WA state policies and procedures that are the same in Seattle but different at other regional sites. Additionally, our partner university in Spokane, Gonzaga University, is a small, private, Jesuit University while other partner universities are public research universities. Thus, the Spokane campus has unique challenges.
Against this background, the Director advocates for the Spokane-based students, staff and faculty in a tempered manner respecting disparate policies, procedures, and perspectives. Doing so involves integration, problem-solving skills and independent decision-making along with a high degree of integration and discretion.
In addition to the structural complexities of the WWAMI program, the Director will recognize and serve a wide range of stakeholders including other UW programs in Spokane, Gonzaga University, and community partners.
Impact to the University
This position directly impacts the UWSOM primarily through its educational mission. By focusing on operations and curriculum implementation, the Director ensures student success and satisfaction in order to meet UWSOM’s commitment to addressing needs. The Director advises the Spokane-based Deans on needed changes and improvements and does so with a continuous quality improvement model. The Director also plays a key role in ensuring that the Spokane campus meets compliance and accreditation standards as established by the Liaison Committee on Medical Education, federal, state and university regulations and other requirements where appropriate.
The UWSOM-Spokane campus has 60 students per class and each class spends the entirety of its 18-month Foundations Phase in Spokane. The Director, together with the Associate Dean, oversees a budget of $8 million.
DUTIES AND RESPONSIBILITIES
Personnel Management:
o Onboarding new staff and faculty, Spokane I-9 coordinator
o Supporting faculty and staff in a hybrid work environment while emphasizing teamwork, cross-training and communication
o Overseeing daily operations and troubleshooting/resolving issues
o Annual reviews for direct reports per UWSOM HR
o Support faculty appointment and promotion processes
o Working closely with the Assistant Foundations Dean in collecting, collating, and analyzing Block, FCM, and Faculty evaluations
o Logistics regarding supervisory role: Workday: Timesheet, Absence, FMLA, etc
o Special event planning and logistics
o Proctoring exams, assessment and curricular initiatives
Financial Management:
o Recognizing similarities and differences between the Seattle Campus and other Regional Campuses and the budgetary impacts
o Coordinating and budgeting for adequate Foundations and College Faculty to provide an excellent learning environment for Spokane students
o Develop a budget for capital purchases and operational purchasing as needed
o Support contract development/renewal as necessary
Academic Program Liaison and Community Partner:
Other duties as assigned.
Supervisor Responsibilities
Overseeing staff at the UWSOM-Spokane office. Currently 6 staff (3 professional, 3 classified). Responsible for setting the tone for an inclusive team ensuring good interpersonal communication and relationships and providing conflict management/resolution when necessary.
MINIMUM REQUIREMENTS
Additional Requirements:
Equivalent education and/or experience may substitute for minimum requirements.
DESIRED REQUIREMENTS
WORKING ENVIRONMENTAL CONDITIONS
This position requires a high level of knowledge of daily operational issues and logistics. As such, while a hybrid work model may be acceptable, it is expected that on average 4 out of every 5 days is onsite at the UWSOM-Spokane campus.
CONDITIONS OF EMPLOYMENT
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 206-543-6450 or [email protected].
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.
