MEDICAL PHYSICS PROGRAM SPECIALIST

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 Department of Radiation Oncology has an outstanding opportunity for a Medical Physics Program Specialist.

The purpose of this position is coordinate the day-to-day administration of the Medical Physics program and its residency program within the Department of Radiation Oncology, coordinate the medical student clerkships and partner with faculty leaders to manage special programs that benefit the entire radiation oncology department.

This position will navigate and manage the complexities of the medical physics program.  As background the medical physics program resides within the Department of Radiation Oncology.  The Department consists of approximately 80 faculty members, made up of MDs, MD PhD, PhD Medical Physics and Nurse Practitioners.  The department focuses on three major areas:  clinical care, teaching and research.  The faculty, Medical Physicists and MDs, provide patient care at 2 separate locations within UW Medicine (UWMC- Montlake, Harborview Medical Center); 3 separate locations within the Seattle Cancer Care Association (South Lake Union, Northwest Hospital, SCCA Peninsula in Poulsbo, WA) and a free-standing proton cancer center Seattle Proton Therapy Center.  

The program also has a residency program and post doctorate appointees.  Faculty within this program are engaged in research through the Radiation Biology research labs and the institutions in which they practice.  The physics program provides services to the UW Cyclotron Center, the only cyclotron in the world offering neutron therapy for cancer patients.  The financial structure of the program includes multiple service contracts for the faculties’ time at their various sites of practice and externally funded research.  The physics program participates in several national and international collaboratives focused on development of new technologies and research in developing new care models.

The program operations specialist will be responsible for ensuring adherence to university policies regarding faculty and staff professionalism, clear and consistent processes required for the medical physics residency program, reviewing and maintaining non-disclosure agreements with members of research collaboratives securing legal review and appropriate signatures.

RESPONSIBILITIES:

Medical Physics program – 50%
• Prepare and maintain tracking system for faculty and physics staff leave and professional development time.
• Prepare and publish clinical call schedules, work with Department Faculty Specialist to ensure department scheduling system is accurate and incorporates medical physics data.
• Prepare routine faculty and physics staff deployment/FTE allocations across multiple practice locations.
• Review professional service agreements, prepare faculty salary assignments and report to the Assistant Director of Finance on correct salary allocations.
• Review and process outside vendor contracts, non-disclosure agreements and collaboration agreements in partnership with the Director and Vice Chair of Medical physics, the Vice Chair of Finance and Administration and the Business Affairs staff within the Dean’s office.
• Working with the Director and Vice Chair of Medical physics and clinical physics site leads, independently coordinate all medical-physics related meetings.
• Work with department HR specialist on faculty and physics staff recruitment, including review of resumes and coordination of interviews.
• Ensure new faculty and physics staff are properly onboarded in collaboration with department Faculty Affairs specialist and HR specialist such as ensuring faculty and physics staff have all permissions required by each clinical practice site such as badges, parking, computers/software and work space.
• Arrange and support program subcommittees at the request of the Director and Vice Chair of Medical Physics.
• Monitor faculty certification status and continuing education credits.
• Maintain records and serve as administrative liaison to the Office of Radiation Safety

Medical Physics Director and Vice Chair administrative support – 10%
• Meet regularly with the Director and Vice Chair of Medical Physics to provide updates on work assignments.
• Provide administrative support for scheduling meetings and maintaining his/her outlook calendar.
• Provide special projects as assigned, such as updating contact lists, and reviewing content on department website.

Medical Physics residency program – 15%
• Work with medical physics residency program director to ensure program meets certification requirements.
• Serve as point of contact for external parties interested in the residency at UW.
• Coordinate resident applicant interviews and annual reviews.
• Manage the resident program budget, including faculty director and resident travel, purchasing educational materials, monitoring professional development expenses and ordering program supplies.
• Field questions from applicants and faculty regarding visas and consult with department HR specialist on all visa matters.
• Arrange for pagers, ID badges, Husky Cards, keys, lab coats, etc. for residents.
• Produce appointment packet for incoming residents and distribute in timely manner
• Provide administrative support for the RadOnc new resident orientation.
• Assist in the preparation of appropriate letters of recommendation for graduates and completion of verification requests for completion of training.
• Organize Graduation Celebrations.
• Coordinate resident exit process (deactivating accounts, collecting badges and pagers, etc.).
• Process graduation certificates, in consultation with medical physics residency program director.

Equity, Diversity and Inclusion program – 10%
• Under the direction of the faculty director of the EDI program within the Department, independently coordinate EDI strategy meetings.
• Participate in or lead EDI initiatives under the direction of the EDI program director.
• Prepare progress reports to be shared with Program Director, Department Chair and Vice Chari of Finance and Administration.

Other duties – 15%
• Participate in department-wide operations reviews, system planning and process improvement initiatives as assigned by the Vice Chair of Finance and Administration in collaboration with the Director and Vice Chair of Medical Physics.
• Participate in the on-site administrative staff rotation in conjunction with other department program specialists and executive assistants to unit heads.
• Coordinate radiation oncology medical student education program.
• Other duties to be determined.

MINIMUM REQUIREMENTS:
• Bachelor’s Degree in business, liberal arts or related field
• Two - three years minimum work experience.
• Equivalent experience can substitute for degree requirement.

ADDITIONAL REQUIREMENTS:
• Experience in project and/or office management or work experience that demonstrates the abilities described above.
• Proficient with Microsoft Office applications (Word, Excel, PowerPoint) required.
• Familiarity with database programs (e.g. Access) is an advantage.
• Must have excellent organizational skills, an ability to multitask and prioritize competing priorities, work independently, and meet important deadlines.
• Must be comfortable working independently and in a collaborative team environment consisting of diverse populations of staff, faculty, residents/fellows/students and other administrative personnel.
• Must be able to consistently apply sound professional judgment and critical thinking to address issues and solve problems.
• The Specialist must have a proven customer service orientation and exhibit excellent communication (written, verbal, cross-cultural) and interpersonal skills.
• Demonstrated problem-solving and sound decision-making skills.
• Experience working effectively with senior administrators and professionals, including sensitivity to handling confidential information.
• Consistently maintains a professional appearance and demeanor.
• Accepts and provides feedback in a constructive and growth-oriented manner

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

DESIRED:
• Previous experience in an academic healthcare setting.  Familiarity with the practice of radiation oncology and the role of medical physics.
• An interest in clinical care, academic advancement and the desire to work in a healthcare setting is desirable.
• Possess the ability to adapt quickly to changes in work requirements and assignments; and should exhibit, diplomacy, compassion and a sense of humor.

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.