Program Operations Specialist Jobs in Seattle, WA

Job Description

The Department of Medicine has an outstanding opportunity for a part-time Temporary Program Operations Specialist to join their team.

The Program Operations Specialist provides operational leadership and programmatic support for the Cambia Palliative Care Center of Excellence (CPCCE) at the University of Washington. The CPCCE 's mission is to ensure that patients with serious illness have access is to provide every patient with serious illness access to high-quality palliative care that focuses on relieving symptoms, maximizing quality of life, and ensuring care aligned with patients' values and goals. The CPCCE achieves these goals through research, educational programs, advocacy, and the advancement of innovations in clinical care.

Working closely with the CPCCE Director and leadership team, the Program Operations Specialist develops, implements, and completes Center initiatives that span research dissemination, educational programming, and clinical innovation. The role also oversees core operational, financial, and communication functions that support internal stakeholders and external partners.

The CPCCE operates within a complex organizational environment, with reporting relationships that span the academic Department of Medicine and the clinical enterprise of UW Medicine. Center initiatives involve collaboration with stakeholders across UW Medicine, Fred Hutch Cancer Center, and Seattle Children's Hospital.

Success in this role requires the ability to build and sustain relationships across diverse institutional cultures, including academic departments, clinical divisions, and community partners. Because CPCCE supports faculty work in research, education, and clinical operations, the Program Operations Specialist must demonstrate strong project management skills and the flexibility to support multiple concurrent workstreams. The role also requires clear, effective communication to represent CPCCE to donors, Community Advisory Board members, and institutional leaders.

RESPONSIBILITIES

CPCCE Program Operations, Management, and Planning:

• Develop and implement strategic marketing and communication efforts that translate CPCCE faculty activities and achievements into written and visual content for academic, clinical, and public audiences

- Prepare and disseminate reports for leadership meetings, the CPCCE website, a quarterly newsletter, and the annual report.

- Manage CPCCE communication platforms and maintain the Center's membership database.

- Serve as a primary point of contact for Center inquiries and route requests to appropriate leadership as needed.

• Work with the Center leadership team to ensure that core CPCCE programs are operationally supported and effectively communicated.

- Maintain close working relationships with CPCCE leadership and faculty directors.

- Create and maintain tracking tools to monitor progress across Center initiatives and ensure faculty access to needed resources.

- Facilitate monthly CPCCE meetings, including calendar coordination, agenda development, progress reporting, and tracking of action items.

• Provide administrative and operational support for the CPCCE Director in the general oversight of all Center operations
• Provide administrative and operational support for CPCCE educational programs, including serious illness communication trainings and related curricula, and the regional palliative care conference.

- Support the standardized patient program for CPCCE education initiatives, including logistical coordination such as reimbursement and parking, as well as higher-level activities such as recruitment, onboarding processes, and development or maintenance of program policies.

- Coordinate regular meetings with the Director of Education and other education leaders to support planning, implementation, and continuous improvement of educational offerings.

- Conduct needs assessments to identify priority learner populations for future educational initiatives.

- Collaborate with the Director of Education to establish benchmarks, track participation, and implement evaluation strategies for educational programs.

- Coordinate planning and execution of the annual regional palliative care conference in collaboration with the conference planning committee and the Director of Education, including timelines, logistics, communications, and post-conference evaluation.

• Provide administrative and operational support for CPCCE research programs

- Develop and implement data collection strategies to track and demonstrate the growth and impact of CPCCE's research portfolio.

- Work with the Director of Research to coordinate and schedule research educational programming, including visiting professors, grand round lectures, and works-in-progress meetings.

• Provide administrative and operational support for the CPCCE Equity, Diversity, and Inclusion Committee

- Schedule meetings, prepare agendas, document minutes, and track action items to support progress on ongoing initiatives.

- Coordinate logistics for EDI-focused Grand Rounds, lectures, and invited speakers, including scheduling, communication with speakers, event promotion, and day-of support.

- Maintain and update EDI-related content on the CPCCE website to ensure accurate, timely, and accessible representation of ongoing activities, events, and resources.

Financial Management:

• Work with administrators in the Division of Pulmonary, Critical Care, and Sleep Medicine to develop and manage the CPCCE annual budget, including forecasting, monitoring expenditures, and ensuring adherence to budgetary guidelines.
• Oversee accounting and financial reporting functions, including purchase orders, procard transactions, expense reimbursements, and supply requests.
• Work closely with the Division of Pulmonary, Critical Care, and Sleep Medicine administration on financial reporting, expenditures, and budget issues related to CPCCE operations, including private foundations and philanthropic gifts.

Special Projects:

• Represent CPCCE within UW Medicine and across the University of Washington, and externally with peer institutions, vendors, donors, and community stakeholders.
• Manage CPCCE office space and make recommendations regarding facilities, equipment, furniture, and technology needs.
• Perform additional CPCCE-related duties as assigned.

MINIMUM REQUIREMENTS

Bachelor's degree in business or related field and 3 years of relevant experience.

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

Additional Requirements:

• Project management experience.

Compensation, Benefits and Position Details

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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 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.