Program Operations Specialist – Clinical Student Education

Job Description The Department of Anesthesiology & Pain Medicine (APM) has an outstanding opportunity for a Program Operations Specialist – Clinical Student Education to join their team. The purpose of this position is to serve as the operational lead for all medical student and outside-learner educational activities within the Department of Anesthesiology & Pain Medicine. The role independently manages the full lifecycle of medical student clerkships, visiting student rotations, observerships, preceptorships, and the Anesthesia Assistant Program (AAP), including planning, scheduling, onboarding, evaluation, compliance, and coordination with faculty and institutional partners. This work spans more than 30 clerkships across multiple WWAMI clinical sites. The position ensures that APM meets its educational commitments to the University of Washington School of Medicine (UWSOM), supports faculty teaching efforts, and delivers a high-quality, equitable, and policy-compliant learning experience. Serving as the primary liaison between APM, UWSOM offices, and regional clinical partners, the role promotes alignment, consistency, and operational continuity across all programs. The position reports to the APM Residency Education Manager and Clerkship Directors. Major components of this position include: Medical Student Clerkships & Outside Learner Operations – 80% Student Support, Advising & Engagement – 15% Program Administration & Continuous Improvement – 5% Through comprehensive program oversight, student engagement initiatives, targeted advising coordination, and rigorous compliance management, this position plays a critical role in advancing the quality, equity, and reputation of APM’s educational programs at both the institutional and national levels. POSITION RESPONSIBILITIES Medical Student Clerkships & Outside Learner Operations (80%): Independently manage and coordinate medical student clerkship scheduling, including making determinations related to permission-only enrollment, rotation capacity allocation, and conflict resolution Exercise independent judgment in overseeing learner onboarding and orientation across multiple clinical sites, adapting processes to site-specific requirements and constraints Administer evaluations, reporting workflows, VSLO processes, curriculum documentation, and grade submission, interpreting policies and timelines to ensure accuracy and compliance Maintain and monitor student records and databases, independently ensuring compliance with FERPA, HIPAA, and institutional policies and resolving data discrepancies as needed Serve as a primary liaison with clinical sites, UWSOM offices, faculty, and stakeholders, independently addressing operational issues, clarifying expectations, and facilitating solutions Coordinate observerships, preceptorships, international visiting students (IVS), and AAP workflows, making informed decisions to balance learner needs, site capacity, and program priorities Student Support, Advising & Engagement (15%): Independently support faculty advising, residency preparation activities, and departmental career resources by assessing student needs and coordinating appropriate resources Coordinate engagement with student interest groups, using judgment to prioritize activities and align them with departmental goals Implement and adapt strategies to support students requiring additional guidance, exercising discretion in determining appropriate interventions and referrals Promote consistent expectations across preceptors, sites, and learners by interpreting policies and addressing inconsistencies proactively Program Administration & Continuous Improvement (5%): Independently develop, evaluate, and refine standard operating procedures (SOPs), tools, and operational processes to improve efficiency and effectiveness Maintain records, data systems, and reporting, using judgment to identify trends, resolve issues, and recommend process improvements Update and manage digital resources and documentation in support of accreditation readiness, independently monitoring requirements and deadlines Provide occasional cross-coverage for Residency Program events and reporting, exercising judgment to prioritize tasks and ensure continuity of operations REQUIRED QUALIFICATIONS Education: BA in education, healthcare administration, business, public health, or a related field Experience: 2-3 years of experience in healthcare, other education or applicable program operations Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. Other Required Qualifications Must be able to come in early and work late on occasion - as needed for events Strong customer service orientation and attitude; ability to help customers virtually Strong program management skills; ability to think through a program and develop it Strong ability to prioritize & multitask with attention to details Ability to work well independently as well as within a team Must be able to take initiative in situations and anticipate program needs Excellent verbal and written communication skills Must work well and gain the confidence of a variety of faculty, trainees, and staff Must be a skilled user of Microsoft suite of products, especially Outlook, Word and PowerPoint and Excel Be or become expert user of undergraduate medical education technical systems DESIRED QUALIFICATIONS Experience working in academic medical center Residency and Medical Student Clerkship program experience highly desirable Experience working in E*Value and/or other database programs particular to School of Medicine Compensation, Benefits and Position Details Pay Range Minimum: $61,368.00 annual Pay Range Maximum: $78,000.00 annual Other Compensation: - Benefits: For information about benefits for this position, visit Shift: First Shift (United States of America) Temporary or Regular? This is a regular position FTE (Full-Time Equivalent): 100.00% Union/Bargaining Unit: Not Applicable 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 [email protected]. 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. Use the filters or enter keywords in the search box (such as “custodian,” “nursing” or “manager”) to explore available opportunities. To find temporary opportunities, enter “temporary” in the search box. 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