Req #: 243223 Department: DEPARTMENT OF RADIATION ONCOLOGY Appointing Department Web Address: https://www.radiationoncology.uw.edu/ Posting Date: 02/03/2025 Closing Info: Open Until Filled Salary: $5,114 - $6,500 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/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701\_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. **_The Department of Radiation Oncology_** **is in need of a** **_Temporary_** **Residency Program Specialist** . This position would include individual training to the specifics of the program and is expected to last a minimum of 6 months. The Residency Program Specialist is responsible for coordinating the day-to-day administration of the ACGME residency and fellowship training programs and other training programs within the department. The Specialist assists the Program Director in ensuring compliance with ACGME accreditation standards and other regulatory requirements. The Specialist must be knowledgeable about operational activities at the various training sites in which their residents/ fellows rotate. **Duties:** General Program Responsibilities 25% • Independently coordinate the day-to-day operations of the residency/fellowship program • Communicate with GME constituents (GME Office, department, faculty, residents/students/fellows, ACGME, ABR, ACR, etc.) on a regular basis or as needed • Serve as the main contact for ACGME, ARS, and all other societies involving residents and their residency programs • Administer the MedHub Residency Management System and/or supplementary systems as needed for the program, including maintaining resident/fellow demographics data; resident/fellow schedules, importing program and rotation goals and objectives; conferences attendance tracking; ensuring timely completion of duty hour reports; and dissemination of evaluations and aggregated distribution of completed resident/fellow, faculty, and program evaluation, as appropriate. • Ensure residents/fellows submit case/procedure log data in appropriate systems as required by the ACGME • Coordinate confidential and critical materials, issues and communications. • Communicate with a full range of internal and external offices and individuals on behalf of the Program Director • Monitor adherence to the program policies required by the ABR, UW GME, the ACGME, and the Department of Radiation Oncology including (i.e. duty hours, effects of leave on board eligibility, supervision, etc.). • Identify areas for improvements and advocate for continuing development of the program. Program Accreditation and Compliance 15% • Develop understanding of ACGME policies and procedures, including familiarity with the Institutional Requirements, Common Program Requirements, and Specialty-Specific requirements; develop program policies to comply with accreditation requirements. • Maintain all essential documents required for program accreditation. • Monitor resident/fellow reporting compliance in the MedHub system or other residency management system(s). • Assist the Program Director in maintaining the program’s ACGME ADS. • Help prepare program, faculty, and residents/fellows for ACGME site visit. Under the direction of the Program Director work with GME Office to schedule program Internal Reviews, assist with preparation of the Internal Review documents, and participate in review meetings. • Under direction of Program Director, prepare Program Letters of Agreement (in coordination with the GME Office) with participating institutions and training sites. Revise agreements as needed. • Assist Program Director with coordination of faculty development activities. • Ensure faculty CVs are logged in the ACGME’s ADS system, as required by the ACGME. • Prepare and present ACGME Resident/Faculty survey guidance and reach survey completion minimums by the required deadline. • Gather and prepare comprehensive program data to be presented to the Program Evaluation Committee annually. Then complete the ACGME Annual ADS Update and submit to the UW GME DIO by the mandatory deadline. Resident/Fellow Schedules 5% • Maintain resident/fellow schedules, including annual rotation schedules, call schedules, and didactic lectures; maintain current schedules and leave in MedHub, and update as appropriate. • Develop an understanding concerning ABMS-specialty board and training-related educational requirements, identifying schedules adjustments to meet requirements when needed. • Regularly coordinate information and activities with other services, sites, and departments, including rotation/call schedules, evaluations, conference, interviews, room/course scheduling • Coordinate off-site rotation schedules (affiliated institutions, away rotations). • Coordinate visiting trainee schedules as needed and work with other programs or schools when necessary to ensure trainee’ educational needs are met. Resident/Fellow Appointments and Credentialing 15% • Coordinate appointment process for incoming house staff/trainees in coordination with appointment and credentialing process requirements provided by the GME Office. • Understand department staff involvement in credentialing process, including responsibilities of payroll coordinators and others. • Monitor compliance with program-specific credentialing requirements (e.g., ACLS, PALS, simulation training). • Monitor resident/fellow compliance with UW and UW GME credentialing requirement, including medical licenses, DEA licenses, immunization, HIPAA training, Learning Gateway modules, and other training as required. • Field questions from applicants and faculty regarding visas and consult with the GME Office on all visa matters. • Arrange for pagers, ID badges, Husky Cards, keys, lab coats, etc. for residents/fellows. • Produce appointment packet for incoming house staff and distribute in timely manner. • Provide administrative support for the RadOnc new resident/fellow orientation. • Assist in the preparation of appropriate letters of recommendation for graduates and completion of verification requests for completion of training. • Organize Graduation Celebrations. Administrative and Financial Support 10% • Provide administrative support to the residents/fellows (i.e. Program calendar management and access, reimbursement approvals, policy communication, leave requests, etc.) • Monitor program operations budget and confirm expenses are as submitted. • Track resident/fellow leave (vacation, sick, educational) in Medhub system. • Assist Program Director with providing documentation for requesting stipend allocation increases and changes through the Resident Request Review Committee (RRRC). Monitor number of residents/fellows scheduled at primary teaching sites matches funding allocations • Maintain the residency handbook and policies as they are updated by the program director, UW GME, ACGME, ABR, etc. Evaluations 5% • Administer the evaluation process for the program in MedHub, and monitor timely completion by evaluators. • Monitor timely completion of confidential annual program evaluations by residents/fellows and faculty. • Monitor timely completion of Summative evaluations by the Program Director for graduating residents/fellows. • Coordinate and prepare documents for resident/fellow semi-annual reviews. • Under the direction of the Program Director, complete the Annual Program Review processes for ACGME and UW GME. Recruitment and Orientation 10% • Update and manage program information in ERAS (Electronic Residency Application Service), the NRMP Match, or appropriate matching service for RadOnc. • Understand National Resident Matching Program (NRMP) requirements and deadlines. • Coordinate medical student outreach prior to ERAS applications opening. • Assist with production of recruitment brochures and content for program website, coordinate application review process. • Contact applicants for interviews, schedule interviews, and coordinate interview day activities (virtual or in person tasks vary) in Thalamus or another preferred scheduling system. • Prepare and conduct interview training for all interview day faculty, residents and staff. Other Program Responsibilities 5% • Ensure information is up-to-date in various GME systems (Specialty Board, FREIDA, ACGME ADS, professional organization, GMETrack, ERAS, NRMP). • Coordinate and staff various committees, including residency program committee meetings, faculty curriculum committee meetings, departmental meetings, meetings with the Program Director, and with residents/fellows, and follow-up on action items as needed and appropriate. • Regularly attend UW GME Program Coordinator and Administrator meetings; present program best practices at meetings. • Collaborate with colleagues in UW GME. • Collaborate with national colleagues, become active in national organizations. • Perform administrative and planning logistics for, meetings, and conferences, including monthly lecture series, conferences, residency/fellowship retreats, and In-service exams. • Maintain program library (journals, books, articles, etc.). • Maintain educational files for all current residents/fellows and alumni, as necessary. • Archive alumni resident/fellow files in accordance with UW Records Management retention schedules. • Coordinate with Program Director development and distribution of an alumni follow-up survey. • Maintain residency database and hard copy files of current and alumni residents. • Process medical leave request for residents/fellows. • Process moonlighting request forms. • Maintain historical records of the program. Other Duties 10% • Process applications and appointments requirements for visiting residents, fellows, students, and scholars. • Order equipment/supplies for residents/fellows as needed. **Minimum Qualifications:** • Bachelor's Degree in business, accounting or related field and 2 - 3 years of work experience • Equivalent experience can substitute for degree requirement. **Desirable Qualifications:** • Experience in project and/or office management or work experience that demonstrates the abilities described above. Proficient with Microsoft Office applications (Word, Excel, PowerPoint) required. Must have excellent organizational skills, an ability to multitask and prioritize competing priorities, work independently, and meet important deadlines. Must be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, residents/fellows/students and other administrative personnel. • Must be able to consistently apply sound professional judgment and critical thinking to address issues and solve problems. The Specialist must have a proven customer service orientation and exhibit excellent communication (written, verbal, cross-cultural) and interpersonal skills. Demonstrated problem-solving and sound decision-making skills. Experience working effectively with senior administrators and professionals, including sensitivity to handling confidential information. Consistently maintains a professional appearance and demeanor. • Previous experience in an academic healthcare setting. • Familiarity with ACGME, AAMC and other accrediting and regulatory bodies that affect resident and fellow education and training. • An interest in medical education and the desire to work in a healthcare setting is desirable. • Possess the ability to adapt quickly to changes in work requirements and assignments; and should exhibit diplomacy, compassion and a sense of humor. **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._** 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.