Associate Director Of Education

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POSITION PURPOSE
The purpose of this position is to provide leadership and administrative oversight to the educational programs of the department of family medicine, including the Family Medicine Residency, Medical Student Education (MSE) and Fellowship programs. The Associate Director serves as a senior advisor and administrative partner to the Residency Program Director and the Director of Medical Student Education Programs. Position is responsible for developing programmatic strategic plans in line with the Departmental strategic plan, in addition to budgetary development and fiscal oversight. This position acts as an administrative leader and ensures supervision and support to all staff who work in the Residency, MSE and Fellowship programs. Position assists with space planning and administration for the areas inhabited by the program faculty and staff.
Position Complexities: This position is the Graduate Medical Education (GME) administrator for the entirety of the Department of Family Medicine, a three-year training program, for early career physicians intending to provide full spectrum comprehensive medical care populations ranging in age from birth to death, it also has a nationwide Medical Student Year 4 Sub-Internship Program, Non-ACGME Global Health Fellowship Program, Non-ACGME Reproductive Health and Advocacy Fellowship, Non-ACGME Chief Resident Position, and a ACGME Sports Medicine Fellowship Program.
The Family Medicine residency has a complex curriculum. Our residents, students and fellows have the opportunity to train at various rotation sites around the world and the Associate Director manages numerous contracts (Program Letters of Agreement-PLA) within the UW Graduate Medical Education. The position oversees three continuity clinical sites at UWNC Northgate, HMC Family Medicine Clinic and the Columbia Valley Community Health Center in Chelan, WA.
The Associate Director will also oversee administration for one of the largest and highly reputed family medicine medical student education sections in the nation. The medical student education section has programs in all four years of the medical school curriculum including a required clerkship. The section oversees educational rotations at over 100 teaching sites in the five state WWAMI (Washington, Wyoming, Alaska, Montana, and Idaho) region.
The Associate Director has independent authority to develop policies and procedures and implement systems to manage budgets, personnel, information systems and facilities related to the training programs in partnership with the Vice Chair of Finance and Administration and other subject matter experts. The scope of this position includes complexity and duties related to the training environment, high level of scrutiny over the educational milieu and resident duty hours, newly mandated compliance requirements, requirements for faculty education, and a liaison role with healthcare facilities.
Requirements: This position requires the ability to communicate a vision, lead and develop staff and communicate effectively with diverse stakeholders. This position requires an ability to direct and manage multiple people and programs with competing priorities. The incumbent must quickly analyze situations and make sound decisions utilizing effective time management skills, good business acumen and administrative judgment. Creativity and excellent personnel management skills are critical. This position must communicate effectively, both verbally and in writing, with a variety of people including the Chair, Vice Chairs, Division Heads, faculty and staff within the Department of Family Medicine. In addition, the position requires cultural sensitivity to negotiate training opportunities and financial support with international partner institutions.
The Associate Director must possess the ability to work independently and achieve the targets required by the training programs and the department. The Associate Director must know, interpret, and communicate with staff and key stakeholders how to integrate and implement multiple complex federal, state, and other administrative bodies' policies and procedures. Some of these include federal Medicare GME funding policies; Accreditation Counsel for Graduate Medical Education (ACGME) Residency Review requirements; Liaison Committee on Medical Education (LCME) accreditation standards; American Board of Family Medicine (ABFM) certification requirements; UW administrative and fiscal policies; Washington Administrative Code (WAC), UW Labor Relations and Union Negotiations, and Revised Code of Washington (RCW) codes on licensing and medical quality assurance.
Position Dimensions and Impact to the University: The UW Family Medicine Residency is one of the top Family Medicine residency programs in the nation, and the Associate Director of Education is a key liaison and partner for the Network of 30+ Family Medicine residency programs in the five WWAMI states in addition to the 30+ UW Medicine Primary Care (UWMPC) Clinics and international programs in Kenya and Malawi. The DFM Medical Student Education (MSE) program impacts and interacts with over 1000 UW medical students, across all four years of the medical school curriculum and the Associate Director of Education is thus a key leader in ensuring the success of the MSE programs, including the Required Clerkship, Sub-Internships, Electives, and Advising.
It is essential for the Family Medicine educational programs to create systems and training that support outstanding patient care and educational experiences. These training experiences must meet and exceed established accreditation and certifying standards to continue recruiting top graduates. As the Family Medicine Residency Training Program is a major source of faculty and fellows for the Department of Family Medicine, the University of Washington directly benefits from recruitment of top medical school graduates. Additionally, Family Medicine residents and graduates care for patients throughout the UW Medicine clinical enterprise and the WWAMI region.
DUTIES AND RESPONSIBILITIES
70% Residency Program Oversight
Oversee Residency Staff - ensure staffing coverage 365 days per year, supervise and support staff development, coaching, training, and gap coverage. Ensure coverage provided in key areas assigned is consistent and meeting all goals and requirements of the programs.
Finance: Manage Residency Budget in a transparent and prudent manner, consistently seeking ways to reduce expenses and increase revenues for the program, in partnership with DFM Finance and Administrative leadership. Communicate Residency financial performance regularly with DFM leaders. Supervise the fiscal management for the Residency Program, including directing staff training and financial planning, budgeting and accounting functions. The Associate Director has decision-making authority and must exercise independent judgment to facilitate the optimal use of financial resources. In partnership with DFM Finance leadership, provide planning, budgeting and accounting functions for the Training Program's capitation fund budget, Safety Net Assessment Funds (SNAF), operating budgets, grant and gift budgets, applying appropriate stewardship of available funding streams. Directs the strategic use of resources and oversees management of these budgets to assure compliance with the complex University, State and Federal requirements. Meet with the Department Fiscal team and finance directors to review and update procedures and documentation to assure fiscal compliance with University, State and Federal guidelines and laws involving personnel/payroll, purchasing, budget management and travel.
Communications: Communicate regularly with internal and external stakeholders including UW GME Office, ACGME, WWAMI Network, hospital partners, Department leaders, program leaders, and others as needed, regarding the Residency program needs, progress, and organization. Conduct strategic and long-range planning - review and recommendations regarding analyses and proposal plans for new educational programs, patient care rotations, resources and the design and implementation of changes to existing structures.
Operations Management: Ensure cohesive day-to-day operations for educational training of students, residents and fellows locally, throughout the WWAMI region, elective rotations throughout the Unites States and at international sites. Write and manage over 60 contract Program Letters of Agreements for the residents and fellows to rotate at various locations, ensuring adherence to ACGME policies and procedures.
Quality Control: Provide systematic evaluation and analysis of the training activities to ensure educational experiences meet and exceed accrediting and certifying standards; requires extensive coordination across training sites throughout WWAMI, including elective rotation sites throughout the United States and internationally. Provide guidance for faculty, interpret ACGME accreditation requirements and ABFM certification standards.
Growth: Develop, implement and evaluate new educational training opportunities locally and within WWAMI region.
Diversity, Equity, and Inclusion: Provide information to leadership, faculty, residents, students, and staff on diversity and inclusion awareness, policies, procedures, and events. Work with leadership ensure longitudinal curriculum related to diversity and inclusion remains in compliance with the University of Washington School of Medicine's Commitment to a diverse, inclusive community.
Advancement: Work with Vice Chair of Administration and Advancement office to coordinate fundraising initiatives including endowments to benefit the program's mission of providing individualized educational experiences for primary care.
Succession planning: Consistently work to train the next generation of administrative leaders for the educational programs of the department and to ensure a plan is in place should turnover of this position occur.
Marketing: Oversee the creation of marketing campaigns and recruitment materials
25% MSE Program Oversight
Supervise MSE Staff. Ensure staff are supported, trained, coached and supported to be their best selves at work in support of the MSE programs.
Manage MSE Budget in a transparent and prudent way, communicating financial performance with DFM leaders on a regular cadence.
Represent MSE on UWSOM Academic Affairs staff meetings.
5% Fellowship Program Oversight
Supervise fellowship program administrators. Ensure staffing coverage for fellowship programs and assume appropriate coverage of all fellowship program duties. Work with fellowship program directors to ensure program needs are met. Fellowship programs include: ACGME Sports Medicine Fellowship, Non-ACGME Reproductive Health Fellowship and Non-ACGME Global Health Fellowship.
Lead Responsibilities: Leads 3 major academic programs
Supervisory Responsibilities: Position supervises 8+ staff
MINIMUM REQUIREMENTS
Bachelors degree in Education, Management, Public Administration, Healthcare, Business, or related field. Minimum of five years of administration, program management, or general management experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED QUALIFICATIONS
Experience working with Graduate Medical Education programs and familiarity with associated policies and procedures. Master's degree in education, Management, Public Administration, Healthcare, Business, or related field. Ten years of management experience, managing multi-disciplinary teams.
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 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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
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.