Program Manager - Cardiothoracic Imaging and Radiology Faculty Affairs, Dept. of Radiology

Job Description

The Department of Radiology has an outstanding opportunity for Program Manager - Cardiothoracic Imaging and Radiology Faculty Affairs, to join their team.

About this Opportunity

Reporting to Mara Blair, UWMC Site Administrator, the Program Manager plays a pivotal role in ensuring the smooth and efficient operation of the Cardiothoracic Imaging section and is the main point of contact for the Cardiothoracic Imaging Section, the Section Chief, and the Vice Chair of Faculty Affairs, and manages day-to-day operations and special projects.

The Cardiothoracic Imaging section provides comprehensive diagnostic imaging of the chest, heart, and great vessels. In addition to standard radiography and CT of the chest, we offer lung cancer screening, high-resolution CT of the lungs, CT of the coronary arteries, and MRI of the heart. We are committed to providing accurate diagnoses, rapid turn-around times, responsive communication, and unwavering compassion. We pride ourselves in offering patient- and family-centered care, prioritizing patient needs above all else.

This position is responsible for management of the section’s operations including program development, compliance reporting & analysis, communication & liaison, program operations management, clinical scheduling management, etc.

The individual must be approachable, trustworthy, eager to help, and able to establish effective interpersonal relationships with faculty, staff, and visitors. This role requires attention to detail, the ability to meet tight deadlines, efficient organizational skills, and the ability to switch gears at a moment’s notice. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside of the institution is essential.

The necessary attributes to successfully meet all of these demands includes sophisticated project management experience, ability to handle a high volume of requests for meetings and travel, independent decision making, sensitivity to the needs of the faculty’s constituents, organization and follow through so that every commitment gets handled appropriately, a professional and personable demeanor, and the ability to triage appointments understanding the political nuances – all while meeting project deadlines and maintaining composure. The ideal candidate needs to work successfully in a team environment, build effective working relationships inside and outside of the department, while keeping abreast of general academic and business objectives, policies, standards, services, and procedures to maintain a comprehensive awareness of the faculty’s priorities.

This position provides high level, confidential administrative leadership and program management for the Cardiothoracic Imaging Section, the Cardiothoracic Section Chief, and the VC of Faculty Affairs.

This position is located UW Medical Center, Montlake and operates a Monday through Friday 8a-5p schedule, with occasional variations due to early or late meetings, at 1.0 FTE. This position is eligible for hybrid telework – 1 day per week. Some travel between UW Medicine sites will be necessary by UW shuttles or others.

Key Responsibilities

Subspecialty Business Management (45%)

•            Program Development & Evaluation

o            Track clinical volumes and evaluate growth areas to determine future staffing needs in dyad partnership with the section chief.

o            Create and develop program onboarding process to include pre-onboarding preparation, training coordination and compliance tracking, equipment assistance and section onboarding.

o            Arrange non-recruitment faculty visits for Grand Rounds, research, and consulting

o            Develop and implement section policies and procedures, in accordance with the Department guidelines, such as conference attendance policy, vendor product evaluation policy, section leave monitoring, etc.

o            Plan and execute program initiatives

•            Compliance, Reporting and Analysis

o            Monitor faculty dashboard metrics, evaluate key performance indicators, and report outliers to section chief and other stakeholders.

o            Review and update clinical FTEs upon notification from Associate Director of Operations

o            Develop & monitor internal faculty licensing & credentialing tracking to help forecast new or renewal actions, as necessary in collaboration with Human Resources

o            Create and maintain centralized repository for documentation, such as SOPs, program policies, etc.

•            Communication and Liaison

o            Primary point of contact for the Cardiothoracic Imaging Section

o            Collaborate with Communications Specialist for announcements, website updates, and news articles

o            Management and ensure accuracy of information in relevant MS Teams site and other department websites

o            Foster relationships with the clinical teams, including Radiology IT

o            Collaborate with the Education Team, including the fellowship and residency programs

o            Cross-cover other Program Managers as needed

o            Primary support for the Cardiothoracic Imaging Section Chief, and Vice Chair of Faculty Affairs

•            Program Operations Management

o            Manage the day-to-day operations in a dyad partnership with the Section Chief

o            Manage the day-to-day operations of the Mentorship Program in a dyad partnership with the Vice Chair of Faculty Affairs

o            Financial & resource allocation management of the section and Faculty Affairs budget(s), including budget planning & development, presenting to section Chief & department leadership, resource allocation, forecasting, and stakeholder communication & management.

o            Assist with section faculty recruitment process to include monitoring Interfolio for new candidates, arranging faculty visits and interviews, coordinating with search committee and Radiology Human Resources.

o            Plan and facilitate meetings and special events for the section and for Faculty Affairs

Special Project Management (30%)

•            Project Manager for the Cardiothoracic Imaging Section, and the Vice Chair of Faculty Affairs

•            Identify areas of improvement and propose and collaborate on innovative operational improvements to increase efficiency and effectiveness with Section Chief and Vice Chair

•            Execute risk management analysis for projects; propose plans to mediate risks, develop solutions and present proposals to leadership

•            Develop and administer standard policies and procedures for tracking, routing, and executing tasks

•            Proactively track completion timelines for multiple small and large initiatives, design electronic tools and processes for project management duties.

•            Develop project timelines and communication to all stakeholders

Clinical Schedule Management (15%)

•            Develop and maintain detailed clinical schedules using QGenda for clinical faculty

o            Manage the attending and on-call schedules for the clinical faculty

o            Collaborate with the Education Team on trainee schedules

o            Ensure call schedules are updated in a timely manner with the UWMC and HMC on-call systems

o            Data management and quality assurance

o            Ensure clinical FTEs are accurate in QGenda

o            Ensure faculty meet their minimum clinical day expectations

•            Section leave management

o            Track vacation and CME time

•            Review faculty leave requests and swaps with section chief and approve

•            Enforce the department’s leave and scheduling guidelines

Other Duties as Assigned (10%)

•            Performs other duties or projects as required or assigned.

•            Participate in fostering a collaborative environment with diversity as a core value. We are passionate about building and sustaining an inclusive and equitable working environment for all students, staff, and faculty.

•            The incumbent is expected to continue to grow their own skill set necessary in their position, contribute to a team atmosphere in working with all internal/external customers, and provide thoughtful suggestions for continued improvement in work processes.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

•            Bachelor’s degree in Business Administration, healthcare administration, or related field

•            1+ years of experience in administration or office management in an academic and/or health setting or related experience

Additional Qualifications

•            Must have an interest in working in a healthcare setting

•            Must be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, trainees, and other administrative personnel

•            Professional appearance, communication style, and presentation

•            Excellent communication skills and ability to work with diverse communities

Preferred Qualifications

•            Experience with radiology support or administration

•            Experience with QGenda scheduling platform

•            Knowledge of and experience with University of Washington systems and policies

Working Conditions

While performing the duties of this position, the employee is regularly required to speak or hear. The employee frequently is required to sit; stand; walk; use hands to write, finger, handle or feel; and reach with hands and arms. The employee must occasionally lift and/or carry up to 25

pounds. Specific vision abilities required by this position include close vision, distance vision,

color vision, depth perception, and the ability to adjust focus

About the Department & Radiology

Our mission is to improve the health of the public using research-driven, imaging-based care with compassion, expertise and inclusiveness.

We advance healthcare through collaborative and diverse teams that lead discovery and educate the future leaders in radiology.

Values:

• We treat people with respect and compassion. 
• We embrace diversity, equity and inclusion. 
• We encourage collaboration and teamwork. 
• We promote innovation. 
• We expect excellence.

Learn more about the Department of Radiology at https://rad.uw.edu/

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Shift:

Temporary or Regular?

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu. 

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.