Req #: 239870

Department: RADIATION ONCOLOGY

Posting Date: 10/10/2024

Closing Info: Open Until Filled

Salary: $5,946 - $8,920 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 has an outstanding opportunity for a full-time Manager of Program Operations, which reports to the Vice Chair of Finance and Administration and Assistant Director of Operations. POSITION PURPOSE The position’s purpose is threefold. One: provide program operations management to all faculty by creating, running, and maintaining the online schedule for all faculty across all sites of practice to ensure accurate clinical coverage and deployment. Two: provide program operations management to the medical physics program by identifying and initiating process improvements for the staff and program projects, creating standard operation procedures that impact the program, developing and managing the annual budget for the Vice Chair and Program Director of Medical Physics and providing executive support as needed to Medical Physics faculty leaders. Three: Staff supervision and management. 3.00 FTE administrative assistants will directly report to this position, and, with delegated authority, supervise daily activity of up to 5 more (5.0 FTE) admin team members. As a supervisor the position is responsible for the following areas: Supervising and training staff in areas of faculty support that includes complex scheduling (blending clinic, teaching, research and administrative obligations), program coordination of training programs and other general administrative support.

The Manager of Program Operations position is complex due to the expansive footprint of the radiation oncology and medical physics clinical program which includes locations at UW Medical Center and Fred Hutch Cancer Center in Seattle and the surrounding area. The position encompasses the ability to synthesize and work across the demands of clinical operations, research programs and our teaching and education programs. This position will be working in a highly complex environment due to the relationships within the Department of Radiation Oncology across UW Medicine and Fred Hutch Cancer Center. The position requires the ability to understand organizational and reporting structures with the university and Fred Hutch in order to direct staff on who to communicate with and so they themselves will be able to create relationships with partners who are outside of the University system.

The Manager of Program Operations will independently ensure that the Department of Radiation Oncology abides by UW policies and guidelines and complies with all programs across the missions of clinical service, research, and teaching. This position will cross over many dimensions and must have the ability to identify and initiate process improvements. The Department of Radiation Oncology generates revenues for the medical center through their patient care, receives external research funding, the majority of which provides A&F funds to the broader university, and contributes to the teaching mission through didactic and clinical training programs. If the department, and in particular the medical physics program, was not managed compliantly and effectively, patient care and research would be severely compromised, and the medical physics residency training programs would not be successful.

DUTIES AND RESPONSIBILITIES Faculty Deployment Program Management – 40%

• Control of and decision-making authority across all eight sites of practice to deploy clinical faculty and staff to all sites ensuring adequate clinical coverage, managed with online database and tool, QGenda.

• Dedicated administrator of the clinical schedule database using independent judgment (with autonomy) to make decisions, solve problems, develop business rules with the scheduling tool vendor, and approve faculty requests regarding leave and adjustments to clinical assignments.

• Develop tracking system for faculty and physics staff leave and professional development time using department system, Sketchup Planner.

• Assign physician and physicist of the day to faculty across multiple practice locations.

• Create and publish call schedules for all faculty.

• Work with Vice Chair of Clinical Affairs, Vice Chair of Medical Physics, Medical Directors, Associate Director of Clinical Affairs for Medical Physics, and physics site leads to ensure department scheduling system is accurate and incorporates medical physics data.

• Develop business principles to be incorporated in the online data base and tool in conjunction with the Vice Chairs of the department.

• Train faculty and staff in the use of the scheduling system.Manage the Administrative Support Team – 30%

• Independently oversee and manage the administrative support staff and program support staff

• Support staff consists of Pro Staff and Union staff of approximately 8 people

• Act as expert of the different employment positions and policies and procedures consistent with those employee types.

• Look for process improvements and implement changes within the realm of administrative workflow and the policies/procedures within the department as it relates to HR functionality.

• Ensure that staff follow policies and practices that support the program management demands as stated above (they are support staff for faculty that will be clinically deployed based upon the QGenda tool)

• Train staff such that they can address basic faculty concerns regarding QGenda, while deferring to the Manager of Program Operations for complex problem solving.

• Conduct regular 1:1s with staff

• Maintain vacation and sick leave monitoring systems and calendar to ensure adequate support for faculty.

• Develop Standard Operation Procedures for staff responsibilities

• Ensure yearly review and update

• Ensure staff complete any required training on department systems such as QGenda, Epic, LMS and Microsoft Outlook tools.

• Conduct Admin Team meetings including weekly huddles and monthly staff meeting

• Monitor quality of staff work through unscheduled work audits to ensure accuracy and completeness of work, independent meetings with faculty for performance feedback.

• Conduct annual staff reviews per department, University and Union requirements.

• Partner with HR for recruitment of new staffAdministrative support – 20%

• Provide executive administrative support for:

• Director and Vice Chair of Medical Physics

• Associate Director of Clinical Affairs (Physics)

• Back up support for:

• Vice Chair of Clinical Affairs (Physician)

• Vice Chair of Faculty Affairs (Physician)

• Medical Directors (UWMC-ML and FHCC Proton Therapy Center)

• Meet regularly with the Vice Chair of Medical Physics and Associate Director of Clinical Affairs (physics) to provide updates on work assignments.

• Independently coordinate all medical physics related meetings based upon the needs of the Director and Vice Chair of Medical physics and clinical physics site leads.

• Arrange and support program subcommittees at the request of the Director and Vice Chair of Medical Physics.

• Work with department HR Manager on faculty and physics staff recruitment, including review of resumes and coordination of interviews.

• Ensure new faculty and physics staff are properly onboarded in collaboration with department human resource group such as ensuring faculty and physics staff have all permissions required by each clinical practice site such as badges, parking, computers/software and workspace.

• Serve as point of contact for internal and external entities for medical physics program inquiriesOther Duties – 10%

• Participate in department-wide operations reviews, system planning, and process improvement initiatives as assigned by the Vice Chair of Finance and Administration in collaboration with the Director and Vice Chair of Medical Physics.

• Develop and manage the Medical Physics Residency annual budget

• Participate in the on-site administrative staff rotation with other department program specialists and executive assistants to unit heads.

• Other duties to be determined. MINIMUM REQUIREMENTS

• Bachelor’s Degree in Business, Healthcare Administration or related field OR equivalent education/experience.

• 3 years experience in an office or other administrative environment that includes supervision of one staff for two years OR 2 or more staff for one year. DESIRED 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.

• Familiarity with database programs (e.g. Access) is an advantage.

• 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. 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.

• Accepts and provides feedback in a constructive and growth-oriented manner

• Previous experience in an academic healthcare setting.

• Familiarity with the practice of radiation oncology and the role of medical physics.

• An interest in clinical care, academic advancement 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 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.

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.