Req #: 234296

Department: SCHOOL OF MEDICINE

Job Location Detail: Hybrid Eligible

Posting Date: 05/17/2024

Closing Info: Open Until Filled

Salary: $6,056 - $8,048 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 UW HCOP Academy will target three student populations: rising high school juniors/seniors, undergraduate students, and health professions degree students. The goal of the HCOP Academy is to provide a longitudinal pathway for disenfranchised, marginalized, and minoritized students to successfully enter health professions including medicine, dentistry, physician assistants, and pharmacy, and to improve access to high-quality health care in underserved communities through the increase in supply, distribution, and diversity of health care professionals. The four proposed programs (BRIGHT-UP Biomedical Research Internship for the Growth of High-school Trainees from Underrepresented Populations previously known as the Summer Science Program (SSP), UDOC, Summer Health Professions Education Program Longitudinal Enhancement (SHPEPLE) and HCOP Ambassadors will create a longitudinal pathway of enrichment and support for students to improve help overcome barriers to recruitment, matriculation, and retention in health professions’ programs. The successful SSP and UDOC will expand under the HCOP Academy funding to reach more disadvantaged high school juniors and seniors. The SHPEPLE program will expand the well-established SHPEP program to better serve larger cohorts of disadvantaged undergraduate students, while the new HCOP Ambassadors program will enable disadvantaged health professional students to reach their career goals.

As a key member of the team, the Associate Director-Program Operations will be responsible for the oversight of the four HCOP programs (BRIGHT-UP, UDOC, SHPEPLE, and HCOP Ambassadors), managing the day-to-day operations of the HCOP Academy and the strategic development of the programs. The Associate Director reports to the Assistant Dean for Rural Programs and the UWSOM Workforce Inclusion and Healthcare System Equity (WIHSE) Executive Director.

The Office of Rural Programs and the Associate Director will work with the UWSOM Office of Healthcare Equity (OHCE) to improve the quality, distribution, and diversity of health professionals in our mostly rural region. This will be accomplished through such activities as the implementation and evaluation of the four programs and conducting evaluation activities to monitor the supply and distribution of the region’s primary care workforce, particularly the workforce to serve rural and urban underserved communities. In this capacity, the HCOP Academy leadership and the Associate Director will report progress to the Vice Dean, for Equity Diversity, and Inclusion and OHCE Medical Director. The HCOP Academy will comply with all UWSOM curriculum requirements and regulations regarding travel, expenditures, and staffing.

The Associate Director will work closely with the Assistant Dean for Rural Programs, the WIHSE Executive Director, the WIHSE program director and the team leads of the BRIGHT-UP program. This position requires a high degree of independent judgment, decision-making, and problem-solving skills, along with the ability to prioritize many competing tasks from Deans, faculty, Dean’s Office and Department staff, students, community partners, statewide stakeholders, and the UWSOM. With the regional orientation of the UWSOM, the Associate Director will be service-oriented and customer-focused, able to address questions, problems, or concerns from faculty, staff, and students across the state in a professional, prompt, and confidential manner. With the future development of the medical school and related curricular challenges that lay ahead, the position will require the ability to multitask, prioritize job responsibilities, and work effectively with Deans, faculty, students, staff, and external customers to the UWSOM.

This position makes essential and significant contributions in support of the University’s mission of education, public service, and patient care.

The Associate Director will be responsible for leading the development and implementation of the WA HCOP Academy. These programs aim to develop a network of experiences through the UWSOM. Conversely, without proper management of deliverables, collaboration with stakeholders, and promotion of the program, there is potential for loss of funding and opportunity for exceptional student learning.

The Associate Director will manage, oversee and report on deliverables as specified in the HRSA grant with a total award of over $3 million dollars and a five-year cycle, collaborate with stakeholders, and promote the HCOP program.

The Associate Director must also ensure that all approved curriculum and program activities meet compliance and accreditation standards as established by federal, state local, and university regulations. This includes but is not limited to an understanding of FERPA law, student privacy, data security, and accessibility. “The Family Educational Rights and Privacy Act (FERPA) is a federal law that affords parents the right to have access to their children’s education records, the right to seek to have the records amended, and the right to have some control over the disclosure of personally identifiable information from the education records. When a student turns 18 years old, or enters a postsecondary institution at any age, the rights under FERPA transfer from the parents to the student (“eligible student”). The FERPA statute is found at 20 U.S.C. § 1232g and the FERPA regulations are found at 34 CFR Part 99” (U.S. Dept. of Education website).

DUTIES AND RESPONSIBILITIES Direct and Lead Washington HCOP Program Processes (40%)

• Management of the Washington HCOP-required program activities, including the day-to-day operations of the HCOP Ambassadors program, working in collaboration with the WIHSE Executive Director and staff in the Office of Healthcare Equity, Assistant Dean of Rural Programs, Director of the Center for Indigenous Health, the Office of Rural Programs staff, BRIGHT-UP Directors and staff.

• Oversight and management of the HCOP budgets in excess of $3 million dollars for the four programs by working together with the fiscal specialist in providing mandated feedback to the program leads and rapidly addressing budgetary issues as they arise.

• Provides ongoing assessment of work plan and progress feasibility to continuously improve the efficiency and quality of work performances and work products.

• Evaluates and monitors service delivery and regulatory processes and implements corrective action when necessary. Anticipate issues requiring resolution.

• Analyzes, researches, and develops new procedures and alternative methods to implement department and stakeholder directives while keeping the HCOP Academy Program Director and leadership team informed efficiently and effectively. Leads the development and administration of internal and external policies and procedures.

• Administers and leads the setting to edit, publish, and dissemination of the communication materials, informational brochures, and newsletters. Serves as the primary liaison and point of communication for the HCOP grant programs. Educates, informs, and answers inquiries from students, faculty, staff, community partners, and the general public regarding program goals, structure, and admissions opportunities. Respond to non-routine issues.

• Directs, promotes, and orchestrates the weekly/monthly/quarterly stakeholder meetings and program-specific events. Supervises and serves as the meeting/event director on the day of, overseeing all operations, staff, and volunteers.

• Duties of administration of the HCOP Ambassadors program include developing close partnerships with the various UW health professional programs to reach potential students, administration of the program, student advising, event planning, organizing community and clinical opportunities, curriculum development of and facilitation of didactics, and evaluation and reporting to the Health Resources and Services Administration (HRSA).

• Researches, writes, and provides data in support of the Office of Rural Programs and the HCOP grant research studies in order to further academic research on medical education and rural/underserved medicine. The grant requires the collection of student demographic information in order to measure the success of the program in addressing rural and underserved healthcare shortages. The position leads the development of surveys and program evaluation planning and process.Program Management for Washington HCOP Programs and Centers (30%)

• Implements and cultivates the program operations to ensure effective and successful instructional development. Collaborates and supports the four HCOP programs with program details and parameters to strategize and improve the quality and distribution of underrepresented and minoritized student participation in science and health career educational programs, in order to ultimately bolster and diversify the healthcare workforce in Washington state. Creates and produces written communication material and informational handouts regarding the HCOP programs. Edits and draft changes, organizes final drafts, and directs production and distribution to students, faculty, and administrators in learning institutions and community organizations across Washington.

• Represents the Assistant Dean of Rural Programs in planning program focused meetings and serves as the liaison to ensure curricular elements of the HCOP Ambassador’s Program are in alignment with the other three HCOP programs.

• Represents the HCOP Ambassador’s program, the collective HCOP programs, and the University of Washington School of Medicine’s Office of Rural Programs in regional and national academic conferences, advancing scholarship and program recognition.

• Interprets, reviews, and understands the federal HRSA Grant goals, objectives, and metrics, including program policies and procedures for the HCOP Academy to various stakeholders, consulting as needed with funders and medical school faculty and staff.

• Procures and collaborates with a database designer, to develop and maintain an online, universal, tracking system for the HCOP program participants and oversees the database management.

• Works with the UW Privacy Office and the Office of Rural Programs on matters of FERPA compliance and data security. Provides guidance and support on issues of FERPA and Student Privacy to the four HCOP programs.Oversight of Washington HCOP Grant (30%)

• In collaboration with senior leaders, manages the general accounting and reporting functions of a $3M+ grant, stretching over a five-year period to ensure organizational effectiveness and compliance. Adheres to the HCOP budget, including accurate forecasting of needs.

• Analyzes, interprets, and co-collects grant financial dates to include grant progress against grant goals and objectives, addressing technical, quality, and teamwork challenges, to maintain project momentum. In addition, provides timely feedback to partners.

• Serves as liaison for the HCOP programs among principal investigators, university administrative units, funders, and departments/deans. Interpret both funder and university requirements and policies/practices and provide support to obtain newly available information on funding, timing of reports, fiscal issues, and compliance with regulatory requirements.

• Independently makes decisions, authorizes actions, and manages the program budget. Together with the Assistant Dean for Rural Programs, generates grant progress reports to evaluate the activities and available funds; and to identify emerging grant opportunities.

• Assesses budgetary needs of any HCOP services, as well as the overall budget for spending, purchase order requests, pro-card purchases, and other purchasing and reimbursement requests. Enforces strict awareness of grant limits and makes recommendations to meet needs and oversees the implementation of solutions.

• Writes HRSA Prior Approvals and provides necessary documentation for changes in the scope of work. Works closely with the grants manager and fiscal specialist to provide related documentation on budget changes.

• Acquires and manages data from the four HCOP programs to develop and report activities through the HRSA Annual Performance Report in July.

• Other duties as assigned. MINIMUM REQUIREMENTS

• Bachelor’s degree and four years of experience managing grants or program development.

• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Strong interest in Public Health.

• A high degree of independent decision-making and problem-solving skills, along with the ability to prioritize many competing tasks from students, faculty, staff, and outside stakeholders.

• Sophisticated project management skills and the ability to juggle multiple tasks and responsibilities with ease, forethought, and accuracy.

• Demonstrated ability to develop strategic partnerships.

• Experience with federal grant management and reporting.

• Professional leadership experience.

• Excellent attention to detail.

• Strong interpersonal skills: proven ability to work with teams to accomplish program goals and objectives.

• Demonstrated interest in higher education.

• Outstanding written and oral communication skills.

• Experience with program evaluation and design.

• Experience with internal and external policy development.

• Experience with MS Office.

• Equivalent experience can substitute for degree requirements. DESIRED QUALIFICATIONS

• Master’s degree in public health, education, or related field.

• PhD in public health, education, or related field.

• 5 years of higher education program management experience.

• Experience with UW administrative systems.

• 5 years of HRSA grant management and program operations. CONDITIONS OF EMPLOYMENT

• The position occasionally requires the employee to work beyond a normal workweek (e.g., More than 40 hours a week) and intermittently requires evening and weekend time to meet project deadlines and attend meetings, in addition to traveling to conferences. 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.