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PROGRAM OPERATIONS SPECIALIST

Job Description

PROGRAM OPERATIONS SPECIALIST

    As the region's only Level I Trauma center, Harborview Medical Center (HMC) is well known for innovations and excellence in trauma care and its centers of emphasis: Trauma, Burn, Neurosciences, AIDS/STD CARER, and mentally-and medically- vulnerable populations. In addition to the centers of emphasis, HMC serves a mission population for King County. Harborview employees are committed to the vital role the institution plays in the immediate community, as well as the entire Northwest region. HMC is owned by King County and managed by the University of Washington (UW) and serves as a training site for UW?s School of Medicine. The UW is proud to be one of the nation?s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.

    Our Spiritual Care Department at Harborview Medical Center has an outstanding opportunity for a full-time, day shift, PROGRAM OPERATIONS SPECIALIST. This individual will provide guidance and leadership to strengthen the organizational practices of the department. The position is responsible for the technical and administrative performance of unpaid staff chaplains and chaplain residents, including coordination with Human Resources and Payroll, record keeping, and facilitating orientation of staff, residents and interns. Budgetary responsibilities include making department purchases and monitoring all department accounts. Additionally, the person in this role will support the Clinical Pastoral Education (CPE) Program, representing the department to potential students, facilitating the application/acceptance process, and coordinating CPE schedules and room reservations.

    RESPONSIBILITIES:

    Administrative Management for the Clinical Pastoral Education (CPE) Program:
  • Primary contact for applicant to the CPE training program
  • Administrative management of student and staff application and appointment process for HMC
  • Manages quarterly onboarding and exiting of residents and interns
  • Manages initial and ongoing resident and intern credentialing and compliance with department, HMC, and UW requirements, including interface with other HMC offices/departments
  • Manages operational activities at the training site as residents and interns serve patients, families, and staff
  • Manages ACPE exiting process, student reporting and financial obligations
  • Ensure the program conforms to accrediting body?s (ACPE) policies and requirements; communicate policies to internal and external constituents as appropriate
  • Develop computerized surveys for student feedback, analyze the data and communicate results the with the appropriate team leaders
  • Maintains and updates the intranet and internet department websites
  • Consistently apply sound professional judgment and critical thinking to address issues and solve problems
  • Maintains list of Professional Advisory Group (PAG) members, schedules PAG meetings, records and communicates minutes of PAG meetings

  • Administrative Management for the Department:
  • Schedules department staff and students for on-call chaplain calendar, seeking, and taking into account, input from involved parties
  • Leads departmental Quality Improvement initiatives
  • Coordinate with HR for recruiting and processing new pro-staff hires; on boards and exits staff
  • Manages program and staff compliance with institutional and departmental requirements. Assists Director in meeting compliance with The Joint Commission, DOH, federal, state and local regulations
  • Schedules department meetings, records and communicates minutes
  • Reserves rooms for department, including educational, needs
  • Administer educational programs such as Spiritual Care community conferences
  • Responsible for communication with internal and external resources toward collaboration and implementation of educational events
  • Serve as department emergency warden, participating in medical center emergency preparedness activities and leading emergency preparedness for department
  • Other duties as assigned

  • Fiscal Responsibility and Data Anlysis:
  • Compiles monthly reports for cost centers/ budgets for sound stewardship of funds
  • Manages KRONOS payroll system for department. Signatory and approval responsibilities for staff timesheets in KRONOS
  • Signature authority for all fiscal areas within the department and work in collaboration with department senior leadership
  • Manages department?s Medicare Pass-through intake data process and reports with department staff and institution Medicare pass-through team
  • Procure, allocate and administer supplies and educational tools to meet the needs of the department
  • Compiles, monitors, and reports department?s patient care statistical data

  • Supervisory Responsibilities:
  • Volunteer supervisor for department's Buddhist Volunteers and Jewish Volunteers. Includes recruitment, screening, training and support
  • Coordinate with Volunteer Services Management staff for onboarding and exiting department volunteers

  • This position provides opportunities to work in a fast-paced, challenging, diverse and rewarding environment. As an employee you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.

    REQUIREMENTS:
  • Bachelor's Degree or equivalent experience
  • Experience in preparing Excel spreadsheets, such as for budgets and funds
  • Experience supervising
  • Experience with fiscal monitoring and purchasing
  • Experience with program and project management and development
  • Experience with data analysis
  • Computer experience, including adept Microsoft Word skills, use of email, internet browsers and searches
  • Telephone communication experience, including excellent etiquette
  • Maintenance of regulatory/competency requirements
  • Strong time management and organizational skills
  • Proactive approaches to problem solving
  • Ability to multi-task and to work both independently and collaboratively
  • Self-starter with high productivity
  • Demonstrates fiscal responsibility

  • DESIRED:
  • Interest in supporting the spiritual care of patients, families, and staff
  • Experience in healthcare environment
  • Skills in data processing management
  • Website management/oversight
  • PowerPoint presentation experience
  • Grant writing and development

The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

The University of Washington is an equal opportunity, affirmative action employer.

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PROGRAM OPERATIONS SPECIALIST
https://www.indeed.com/viewjob?jk=cbccc33e7976b440