Req #: 239677

Department: Department of Medicine: General Internal Medicine

Posting Date: 10/03/2024

Closing Info: Closes On 10/10/2024

Salary: $7,548 - $10,500 per month

Limited Recruitment: Open to Department employees only

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 University of Washington’s Division of General Internal Medicine (GIM) is considered to be among the top Divisions of General Internal Medicine in the nation. The Division has a workforce of over 500, with 435+ faculty members who are known for their outstanding research, teaching and patient care.

The Division conducts its activities at the UW Medical Center (UWMC-Montlake and Northwest), Harborview Medical Center (HMC), and the VA Puget Sound Health Care System (VAPSHCS) and VA Boise, with research sites located at multiple sites across Seattle. GIM has faculty in seven academic primary care clinics as well as in neighborhood clinics located across the Puget Sound, and manages inpatients at four Seattle area hospitals.

GIM is the largest division in the Department of Medicine and includes both clinical and research functions with a total annual budget of over $100m. There are over 30 research faculty with 85 staff, 125 current grant, contract and gift budgets and annual research expenses of $15 million per year. Faculty and staff are spread over 10+ sites around Seattle and the Puget Sound as well as in Boise, Idaho.

The Department of Medicine, Division of GIM, has an outstanding opportunity for a Manager of Program Operations. POSITION PURPOSE The purpose of this position is to lead the Collaborative for Accountability and Improvement (CAI) with delegated authority from Dr. Thomas Gallagher, Professor of Medicine and CAI Executive Director, and to direct and oversee all financial and administrative functions of the Unit. This position has a high degree of authority in research and program implementation-related administration of CAI, collaborating with a wide range of faculty and program staff in developing and implementing processes. This position exercises independent judgment and discretion to oversee daily operations, and includes strategic planning, creation and implementation of national learning programs, communications, and both pre-award and post-award review of all projects to determine assignment of necessary resources; coordination of personnel, space, IT/IS and other resources across multiple projects; adherence to regulatory requirements for human subjects research; and development/ maintenance of timely and meticulous record-keeping systems.

CAI is a national program of UW Medicine whose goal is to support the development of highly reliable Communication and Resolution Programs (CRPs). CRPs are innovative ways of responding to an unexpected event in healthcare by giving providers, healthcare institutions and patients the opportunity to collaborate early, communicate effectively and reach resolution expediently following the event. CRPs are comprehensive, principled, and systematic strategies that healthcare institutions, providers, and liability insurers can use both to prevent and respond to harm events. In addition to addressing a specific event, CRPs utilize a common set of essential commitments, elements, and steps to improve safety and quality through event analysis and shared learning. CAI aims to close the gap between principle and practice in accountability after medical injury in four ways: 1) Cultivate the growing community of CRP pioneers everywhere, by creating large-scale national CRP learning communities; 2) Strengthen and spread CRPs across the country by providing education, mentorship and guidance on best practices; 3) Conduct innovative research projects related to CRP, supported by federal and foundation grants, corporate sponsorships, and individuals donors; and 4) Create a policy environment that supports, rather than inhibits CRPs.

The Manager of Program Operations will have a high degree of authority in research and program related administration of the CAI, managing all financial and administrative functions and acting on behalf of the Unit's Executive Director, collaborating with a wide range of program staff in developing and implementing processes. This position will be involved in complex activities to ensure that the multiple research studies and educational programs progress in a satisfactory manner. Responsibilities will include strategic planning, communications, and both pre-award and post-award review of all projects to determine assignment of necessary resources; coordination of personnel, space, IT/IS and other resources across multiple projects; adherence to regulatory requirements for human subjects research; and development/maintenance of timely and meticulous recordkeeping systems.

DUTIES AND RESPONSIBILITIES 50% Operations Management

• Direct, with CAI directors and faculty, a national learning community on implementation of Communication and Resolution Programs named the “Pathway to Accountability, Compassion, and Transparency” (PACT). Lead the implementation of all three programs within PACT: 1) Community of Practice: an ongoing, virtual community of several hundred members who participate in quarterly webinars and access best practices on the CAI website; 2) Collaborative: a year-long virtual learning collaborative supporting approximately 20 healthcare organizations annually in implementing a highly reliable CRP; this involves supervision of planning, curriculum development, implementation of 6 multi-day virtual learning sessions for participants, and spearheading data collection and analysis for all program participants to ensure highly reliable implementation of the PACT curriculum; 3) PACT Leadership and Innovation Network: a longitudinal network of 15-20 healthcare organizations committed to ongoing collaboration to strengthen their local CRP implementation and innovation and drive progress in the field through development of new best practices and engagement of new learning organizations; this involves participant recruitment, program development, implementation and evaluation. Oversee program fundraising to ensure long-term financial sustainability.

• Manage the CAI research portfolio, in collaboration with CAI faculty who conduct a wide range of human subjects research and collaborate with many laboratories and other research organizations and facilities to obtain support and implement existing and new studies. Build and maintain CAI infrastructure in support of ongoing and planned research projects: to include grant and contract staff and processes, research staff support, capital equipment, physical plant, IRB, and other compliance issues.

• Coordinate faculty, investigators, and trainees to identify research sponsorship, oversee pre-submission activities, IRB (Institutional Review Board) research requirements, supporting documents and verifications, and writing of grant and contract proposals.

• Manage and oversee the development of all CAI grant and contract proposals prior to submission, specifically development of budgets.

• With delegated authority represent the CAI in negotiations with federal contract officers and other sponsoring agencies or foundations, as appropriate.

• Manage monitoring of CAI grant and contract awards (pre-award and post-award).

• Supervise critical timelines of deliverables referent to multiple grant and project objectives. Monitor for any potential changes/updates.

• Manage CAI operations and facilities to ensure the day-to-day and cyclic requirements are met and to ensure effective, efficient, and safe operations and preservation of resources.

• Direct planning, implementation and evaluation of operational responsibilities of the CAI with various funding sources into CAI planning, policies, and procedures.

• Spearhead the need for additional resources and identify the source of additional resources for the CAI.

• Assist the directors in managing space for staff and faculty, coordinate moves and/or relocations of offices, and personnel.

• Research and implement material for long-range space planning; collaborating with the directors and work with other UW departments as appropriate to develop business plans and proposals to support requests for additional space. Implement any changes and monitor for potential issues.30% Financial Management and Strategic Planning

• Manage and oversee the financial resources of the CAI to include budgets and funds from federal, state, University, program participants, corporate sponsors, individual donors, and foundation sources to ensure ethical and fiduciary practices.

• Direct the CAI’s financial operation, including the planning, budgeting, and accounting functions.

• Spearhead ongoing strategic planning for CAI, ensuring alignment between current CAI activities and board-approved priorities. Direct ongoing strategic planning for all CAI current and future activities.

• Oversee the development of administrative and fiscal policies to ensure compliance with university, state, and federal regulations. Monitor for updates as needed.

• Develop and implement appropriate internal controls.

• Assign, direct, and review the work of CAI staff who maintain budgets/accounts.

• Lead grant writing efforts including developing grant/cooperative agreement applications, creating scopes of work and corresponding budgets, and overseeing the application submission process.

• Work with financial staff to interpret policies and regulations concerning the CAI’s financial activities; ensuring compliance with the University’s policies and procedures as well as guidelines from the federal government, state, and other research project sponsors.

• Maintain a working knowledge of the CAI’s financial operations, funding sources, policies, and procedures: understanding and appropriately utilizing the CAI’s multiple sources of income.5% Human Resource Management

• Manage and oversee human resources of the CAI in accordance with University of Washington and School of Medicine, and, where appropriate School of Public Health, policies and procedures.

• Implement strategic infrastructure to support high-quality research, conducted in a timely and efficient manner, emphasizing adaptability, flexibility, and staff/investigator satisfaction.

• Work with the co-directors to implement strategic plans for the recruitment, deployment, and retention of faculty, investigators, staff, and for the organization of staff into work groups and synergies.

• Determine and implement CAI staffing requirements and work with Division HR to recruit these positions, based on appropriate classifications; reclassifying staff positions as necessary.

• Identify core competencies and job responsibilities specific to staff positions and develop clear position descriptions and expectations.

• Manage and evaluate staff, including annual performance evaluations.

• Manage conflict resolution issues among staff in partnership with Divisional HR.

• Direct CAI project managers in appropriate HR practices.

• Direct supervision of four CAI administrative core staff.5% CAI Board and Committee Leadership

• Serve as the primary point of contact for the CAI Board and all committees.

• Direct the planning and execution of all Board and committee meetings, including agenda development and preparation of materials.5% Compliance and Risk Management

• Promote compliance and manage risk in accordance with policies of the University, National Institutes of Health, and other oversight bodies to ensure operations and resources are in alignment with mission and requirements of funding agencies.5% Information Management

• Work closely with CAI Information Technology/Information Systems (IT/IS) lead and staff to coordinate and oversee the information requirements (local area network, data storage, data processing, and data management) of the CAI, including development of the CAI and PACT websites.

• Lead the development of the information architecture needed for CAI to sponsor a federally-qualified Patient Safety Organization.

• Ensure a viable and secure Information Technology architecture is in place.

• Educate investigators and staff to the importance of and compliance with a configuration management plan and policy.

• Oversee the assessment of both short-term and long-term Information Technology (IT) needs of the CAI.

• Oversee the assessment and evaluation of new IT programs including the cost/benefit ratio. LEAD RESPONSIBILITIES

• Oversee daily operations of the CAI (programmatic, fiscal, and administrative). SUPERVISORY RESPONSIBILITIES Supervise staff members as follows:

• Direct priorities of staff

• Coordinate staff workloads

• Train new staff and continued staff development

• Performance evaluations

• Disciplinary actions

• Approve vacation and sick leave. MINIMUM REQUIREMENTS

• Masters in healthcare related field plus a minimum of 4 years related experience to include research administration experience.

• Developing, leading, and sustaining large-scale national quality improvement collaboratives.

• Proven leadership, communication.

• Team building and problem solving skills.

• Ability to collaborate with a variety of faculty, investigators and staff to develop, implement and maintain processes and procedures.

• Ability to work under pressure with constant deadlines and changing priorities. DESIRED QUALIFICATIONS

• Expertise in health care administration, public health, business or related field plus 2-3 years of relevant experience.#UWDeptMedicineJobs 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.