EDUCATIONAL QUALITY IMPROVEMENT ADMINISTRATIVE MANAGER

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University of Washington’s School of Medicine has an outstanding opportunity for an Educational Quality Improvement Administrative Manager (payroll title: Program Operations Specialist) to support the Educational Quality Improvement (EQI) office in Academic Affairs at the University of Washington, School of Medicine

The Educational Quality Improvement Administrative Manager (EQI AM) for University of Washington’s School of Medicine (UWSOM) will be a central contributor to the work of the Educational Quality Improvement (EQI) office in Academic Affairs at the University of Washington, School of Medicine. This position will be a representative of the EQI office in Academic Affairs, administering the day-to-day operational activities of EQI’s continuous quality improvement (CQI) initiatives, the UWSOM accreditation process, as well as supporting communication strategies, data and information monitoring, report generation, scheduling, logistics management and decision making to ensure operational efficiency.

The EQI AM will report to the EQI Director and will work closely with the Academic Affairs deans, directors, managers, and staff, and School of Medicine faculty, staff and students within the five-state WWAMI region regarding EQI related initiatives.  The EQI AM is expected to independently interpret and implement university, state and federal educational policies and procedures. This position will exercise independent judgment, solve problems, and develop innovative approaches to the management and administration of a wide variety of CQI, accreditation and strategic planning initiatives.

RESPONSIBILITIES

The EQI AM will work across the Academic Affairs Office in the implementation of continuous quality improvement strategies for the EQI office. The EQI AM will provide information analysis and produce reports supporting CQI and accreditation initiatives overseen by the EQI director. Major duties and responsibilities include:

Implement Strategies to Support LCME Accreditation Process and Continuous Quality Improvement Initiatives (60%) :
• Independently understand, interpret, and review EQI program initiatives, consulting as needed with other units within the Academic Affairs office and dean’s office and departmental faculty and staff.
• Identify and implement operational areas of improvement within specific EQI programs.  Analyze and provide summary program reports and findings.  Evaluate EQI programs efficiency and effectiveness and recommend areas for greater EQI program efficiencies.
• Develop, maintain, and implement strategies for CQI related information collection and analysis. Utilize project management techniques and tools to track and monitor timetables, action items, deliverables and contingency plans for EQI initiatives and UWSOM accreditation processes. Develop tracking tools for monitoring outcomes and the overall success of initiatives.  Help problem solve issues regarding EQI office initiatives.
• Develop visual representations of information, using Excel or project management tools to help assess ongoing unit initiatives in relation to project deadlines, goals, effectiveness, and closeout.
• Administer tasks related to strategic planning, such as information review and reporting, as well as assisting with information collection and reporting process for the systematic review and evaluation of CQI initiatives.
• Initiate internal reports and participate in meetings with School of Medicine leadership to review the status of quality improvement initiatives, LCME accreditation processes, and to assess effectiveness and alignment with other School of Medicine initiatives.
• Attend required and relevant meetings such as Academic Affairs Data Interest Group, Educational Data Governance Committee, etc.

Provide Administrative Support to EQISP (Educational Quality Improvement and Strategic Planning) Committee (10%) :
• Provide administrative support including taking minutes, preparing agendas, and scheduling meetings to EQI Strategic Planning Committee

Document Management and Communications (15%) :
• Under the oversight of the EQI Director, draft procedures for the management and administration of the EQI office. Communicate action steps, priorities and stakeholder needs to the EQI Director.
• Devise and update EQI communications to stakeholders to plan, manage and report on various EQI programs and activities.
• With the guidance of the EQI Director, author and revise website and SharePoint content.
• Develop written communication materials and collaborate with Academic Affairs staff and UWSOM faculty to draft special communications and once approved by the EQI Director distribute broadly to UW Medicine faculty, regional faculty, committee members, staff, and students.
• Compile critical documents and provide copy, style and brand editing.

Operational Support (15%) :
• Plan and ensure the success of logistics for recurring meetings and related operations, including securing meeting rooms, scheduling and coordinating guests, retaining catering, arranging audiovisual/teleconference equipment, circulating committee materials, confirming attendees, agenda and minute preparations, and other duties as customary or assigned.
• Plan and ensure the success of committee meetings with adherence to bylaws, taking minutes, tracking and monitoring of committee activities, follow-up items, projects and materials, and synthesize disparate sources of information to inform actions, decision making and approval pathways.  Provide assistance in support of customary activities or duties as assigned.
• Assist in the management of annual operating budget.  Initiate and monitor budgets for spending, including purchase order requests, expense reports, and ProCard purchases, purchase order requests, supply order requests, and other purchasing and reimbursement requests.  Oversee and manage complex travel arrangements, processes, and reimbursements.

Supervisor Responsibilities
This position does not currently supervise any direct staff but may have future supervisory responsibility as the Medical School continues to expand its staffing to correspond with the increasing class size over the next four years. The EQI Administrative Manager has coordinating oversight responsibility to work with SOM staff assigned for work on educational quality improvement initiatives. Working with the various department-based faculty and staff that support EQI initiatives, the EQI AAM administers EQI and UWSOM accreditation initiatives, including related information analysis, and follows through to ensure that all related timelines and program requirements are achieved. 

Impact to the University
This position directly impacts educational quality improvement initiatives and the accreditation processes and standing of the School of Medicine. Due to ongoing accreditation processes, curricular renewal, strategic planning and related quality improvement initiatives, this position will play a large role in managing and implementing EQI initiatives and UWSOM’s achievement of the Liaison Committee on Medical Education (LCME) accreditation standards.  The EQI AM supports the operational management processes within the EQI office, as well as the analysis and reporting of information related to new and ongoing accreditation and quality improvement initiatives.    

Reports maybe communicated to Associate and Assistant Deans, staff, and faculty across the six WWAMI teaching sites.  The EQI AM is also involved in accreditation projects that help to ensure the UWSOM meets compliance and accreditation standards as established by Liaison Committee on Medical Education, federal, state and university regulations, and other requirements as are appropriate.  If an individual without the sophistication and ability to understand the specific laws, accreditation standards, and local policies and procedures is hired to perform these job responsibilities, then the UW School of Medicine could lose its accreditation and potentially not be allowed to provide medical education for its medical students.  This position requires someone with a proven ability to handle senior level confidential information with high level of tact, discretion and diplomacy, including working independently under the pressure with frequent deadlines and changing priorities.
Position Complexities
This position will have frequent contact with the School’s academic and administrative leadership. This includes serving as a critical interface with the Director of Educational Quality Improvement, the Associate Dean for Educational Quality Improvement and the co-chairs of the Educational Quality Improvement Strategic Planning Committee. The position may at times also have direct contact with UWSOM leadership, faculty (both based in Seattle and outside Seattle) and medical students on any number of complicated operational issues.  This position reviews and analyzes program policies and procedures, planning and projecting program needs, and develops procedures and initiatives for meeting program goals.   This position requires a high degree of independent decision-making, organization and problem-solving skills, along with the ability to prioritize many competing tasks from faculty, Dean’s Office staff, and rarely students. With the regional orientation of UWSOM, the EQI AM must be service-oriented and customer-focused, able to address questions, problems, or concerns from faculty, staff and students across the WWAMI region in a professional, prompt and confidential manner.  With the expansion of students enrolled in UWSOM and related curricular challenges that lie ahead, the position will require the ability to multitask, prioritize job responsibilities, and work effectively with faculty, students and staff.

MINIMUM REQUIREMENTS
• Bachelor’s degree in Education, Social Sciences or related field or equivalent experience
• At least two years of experience with progressively increasing responsibility as an administrative assistant or program manager

Additional requirements :

• Excellent project and/or program management skills, including working knowledge of project and/or program management methodologies
• Strong knowledge of and skill with Microsoft Office, including Access, Word, Excel, and PowerPoint
• Strong knowledge of Adobe Pro for complex document compilations
• Ability to troubleshoot problems and learn new technology
• Proven organizational, administrative, time management and problem-solving skills
• Proven track record in exercising critical thinking skills, discretion and independent judgment effectively in decision-making processes
• Ability to work independently with a high degree of conscientiousness, timeliness, reliability, accuracy and productivity
• Excellent oral and written communication skills including preparation of correspondence and reports with attention to detail
• Proven ability in information gathering, synthesis, and reporting
• Proven ability to handle sensitive, confidential information with a high level of tact, discretion and diplomacy
• Demonstrated ability to develop and maintain harmonious professional relationships with working relationships and effectively address complex and sensitive administrative issues
• Ability to give and receive directions and feedback in a collegial manner
• Ability to work across multiple levels of an organization to achieve results
• Ability to interpret complex information, policies and procedures

Equivalent education and/or experience may substitute for minimum requirements.

Desired Qualifications
• Background in higher education; preferable medical education.
• Demonstrated experience working in large, highly structured environments.
• Demonstrated experience in managing complex programs or projects.

Other Conditions of Employment
• Hybrid work. Must be on campus at least two days per week. The position at times require the employee to work beyond a normal work week (e.g. more than 40 hours a week) and intermittently requires evening and weekend time to meet project deadlines and attend meetings. Capable of lifting +/- 20 lbs.

Application Process:
The application process for UW positions 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.