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The Program Operations Specialist provides administrative, programmatic, and operational support to the Surgical Outcomes Research Center (SORCE). SORCE’s mission is to assess the impact of surgical procedures on patients, society, and the healthcare system, and improve the practice of surgery through education, training, and policy initiatives. The research center supports faculty investigators and other healthcare stakeholders in determining the optimal process of care by critically evaluating the outcomes of a procedure including its impact on patient health, well-being, satisfaction, functional status, and lifespan as well as its impact on the healthcare system. This research is translated into practice and policy by collaborating with surgeons, healthcare payers and purchasers, and patient advocacy groups.
The Program Ops Specialist is pivotal for ensuring the smooth and efficient operation of SORCE and is required to work extensively with the researchers (both staff and faculty) who are a part of SORCE to facilitate efficient management of program operations. In order to independently assess and accomplish program priorities, this individual must have extensive and in-depth understanding of SORCE’s mission and program objectives and how they intersect within the larger context of the Department of Surgery. The Program Ops Specialist is an integral member of the SORCE operational leadership team with responsibility and accountability for planning, leading and/or directing identified portions of the SORCE program.
Primary duties of this position fall into four categories:
Program Financial Management (30%)
Program Planning and Administration (30%)
Staff Program Management (25%)
Administrative Management of Director’s Office (15%)
This position reports to the SORCE Director of Operations, with a matrixed reporting relationship to the Faculty Director, and may supervise 1-2 Student Assistants. This position is located at the SORCE office in the University District and will be predominantly in-office once COVID-19 restrictions are eased.
How This Position Contributes SORCE is a multidisciplinary research center with partnerships across the University and across the country. To be successful in this position, the Program Operations Specialist must exercise good judgment to independently assesses, prioritize, and act to facilitate the efficient management of program operations. The Program Ops Specialist contributes to SORCE strategic planning activities and is responsible for implementation and compliance within areas of responsibility. Day-to-day operations activities are planned and executed autonomously with minimal oversight and guidance. The Program Ops Specialist ensures that staff, students, and faculty feel connected to SORCE, its mission, and to each other and have tools and resources they need to achieve program objectives.
Our Commitment to Equity, Diversity, and Inclusion SORCE is committed to encouraging equity, diversity, and inclusion, and to being a workplace where such values are at the forefront of our daily interactions and our work as a research center. We value and seek diverse team members who are passionate, innovative, and collaborative. All candidates are encouraged to address (as part of their cover letter) how their experiences and perspective on equity, diversity, and inclusion will inform their work at SORCE.
To learn more about SORCE and our current projects, go to: https://www.uwsurgery.org/sorce
POSITION COMPLEXITIES All staff at SORCE are asked to manage multiple projects concurrently under deadline pressures and changing priorities; apply critical thinking and sound judgment in managing complex work; and take a solutions-oriented approach to challenges. Collaboration is essential, and a successful candidate will possess the emotional intelligence to build and foster constructive working relationships through open communication, accountability, empathy, and respect.
POSITION RESPONSIBILITIES Program Financial Management (30%) The Program Operations Specialist must have a deep understanding of types of budgets and University policy surrounding sources and uses of funds. In close collaboration with the SORCE Director of Operations, Grants Manager, and Department Research Administrators, and in compliance with Department, University, and granting agency policies, rules, and regulations, the Program Operations Specialist provides oversight and management of the following SORCE Financial Operations (exclusive of Grants/Contracts):
Independently manage funding and contracts that fall outside the scope of Department Research Administration, including all service agreements executed with external customers, faculty research allotments, gift funds, and operations budgets.
Forecast program sources and uses of funds.
Using forecasting data, draft annual budgets for gift fund, faculty allotment and operations budgets.
Review draft budget with SORCE Executive Leadership. Interface and collaborate with Grants/Contracts manager, ensuring strategic alignment of budgets.
Finalize and gain necessary approvals for budgets and submit to Department Associate Director for inclusion in overall Department Budget.
Monitor and course-correct budgets throughout out the year.
Produce reliable and timely financial reports for SORCE leadership.
Develop and execute service agreements (internal and external customers);
Costing Allocations: - Create, oversee and collaborate with leadership system for gathering staff salary costing; manage initial costing as well as necessary changes. - Manage costing allocations to ensure that grant and contract monies as well as money from other budgeted sources is used completely and is in compliance with University and funding agency rules and regulations. - Prepare and deliver costing allocations to HR for entry into Workday system.
Oversee and manage all purchasing within SORCE, ensuring that purchases are compliant and charged to appropriate budgets.
Maintain purchasing and travel-related Tutorials, editing and writing new tutorials as needed; train SORCE staff on purchasing and reimbursement processes;
Program Planning and Administration (30%) Strategic Planning at SORCE is a collaborative process with all of Senior Leadership (including the Faculty Director) participating. This group is responsible for developing and communicating program strategy, and determining needed resources such as staffing, technological resources, and space. In addition to collaborating on planning, the SORCE Program Operations Specialist independently communicates, implements, and monitors strategies related to the following areas of programmatic responsibilities:
Establish, interpret and implement HR, financial and SORE-specific policies, methods, and procedures for SORCE program operations. Policies need to be easily understood, ensure equity of application and are in compliance with Department and University policies and guidelines.
Understand strategic imperatives and initiatives and balance strategy with operational realities.
Participate in strategic operational planning, generating ideas and creating plans. Implement operational plans; use independent judgment to make decisions that ensure program success.
In collaboration with SORCE leadership and Project Managers, use strategic plans to review new projects, identify staffing and administrative needs.
Determine and independently allocate physical and technical resources for SORCE staff, faculty, and fellows. Collaborate with IT services on necessary technology; oversee procurement and installation in a timely manner.
Develop and produce regular communications, events or meetings that inform, build and foster positive working relationships with SORCE internal and external partners, department colleagues, and multiple University offices to implement and monitor programmatic and operational goals.
Using LEAN or other process improvement technologies, identify system inefficiencies; lead process improvement initiatives that improve SORCE operations. Ensure improvements meet SORCE metrics; communicate process improvements throughout SORCE and to internal and external stakeholders.
Further develop and maintain SORCE operations manual; communicate updates to staff; monitor compliance as necessary.
Monitor and manage regular SORCE support operations; ensuring office operations are running smoothly.
Staff Program Management (25%) Work closely with SORCE Operations Leadership to manage post-hire activities. Promote employee engagement and leads various programs including employee communications, onboarding, and recognition:
Plan and carry out all employee onboarding and offboarding activities particularly as they relate to space, equipment, access to UW and SORCE systems, shared resources, and employee health and safety. Serve as the central point of contact for all these areas.
Orient new staff and student employees to SORCE general program operations including leading “day one” employee orientation.
Develop, enhance, and maintain employee orientation materials.
Strategize with SORCE Operations Leadership on ways to engage employees, in particular in a hybrid work environment. Implement adopted initiatives.
Provide expertise and management for hybrid meetings; investigate new technologies and strategies for making hybrid meetings more inclusive and engaging; develop, recommend, and implement technological and program formatting changes to enhance inclusivity and engagement.
Provide direction/facilitate technology needs for center-wide in-person and hybrid meetings.
Oversee hiring, training, and performance of student employees. In role, create a climate that motivates and empowers student assistants to do their best, invite input, and make students feel valued and included.
Produce employee communication materials and content: including writing articles for SORCE and Department of Surgery newsletters.
Lead SORCE Connects Team and oversee planning of employee recognition activities and (in-person and virtual) events.
Serve as a SORCE representative on the Department of Surgery recognition team and wellness committees.
Plan and manage special offsite events or annual large-scale meetings led by Director and SORCE Leadership (once COVID-19 restrictions are lifted); may include faculty leadership retreats or staff retreats.
Administrative Management of Director’s Office (15%) To ensure efficient, compliant, and cohesive program and financial operations, the SORCE Program Operations Specialist is also responsible for the smooth operational functioning of the Director’s office.
Collaborate and meet regularly with Directors to review and align strategic imperatives with program operational goals.
Collaborate with appropriate team members to plan and execute complex meetings of substance—meetings including Faculty Director and/or Program Director as well as internal or external SORCE collaborators (both local and national).
Independently set priorities and closely monitor accomplishment of day-to-day operational goals while optimizing Director’s research, education, and leadership time.
Collaborate with Directors and senior leadership on meeting planning, communication, agenda setting, preparation, facilitation, documentation, and follow-up.
Triage and respond to requests for information and documentation.
Provide communications support to Directors: draft, edit, and publish correspondence, reports, and other documents.
POSITION QUALIFICATIONS Required Qualifications
Bachelor’s degree in business, communications, health sciences, or related field
Minimum 2 years’ office or administrative support experience with progressive responsibility in office management, program or project management, and team leadership
Candidates of non-traditional educational or experiential backgrounds are invited to apply. Please address applicability of education and experience in cover letter.
History of success in building positive working relationships—rooted in respect and trust—with physicians, colleagues, and students; demonstrated ability to adapt to, and work collaboratively with, people with diverse backgrounds, perspectives, and roles within an organization
Significant experience coordinating multiple projects concurrently under deadline pressures and changing priorities
Superior organizational skills and strong attention to detail
Experience creating and using tracking systems to organize tasks, track inventory, monitor important dates, etc.
Excellent verbal, written, and interpersonal communication skills
Advanced proficiency in Microsoft Office applications—particularly Excel, Outlook, PowerPoint, Word, and Teams—and adeptness at learning new software
Demonstrated ability to proactively solve problems and take a solutions-oriented approach to challenges; comfortable with ambiguity; and able to work with limited direction/supervision
Continuous improvement mindset
Experience working in an academic, research, or healthcare-related setting
Familiarity with UW financial and administrative systems, specifically ARIBA, eTravel, and MyFinancial Desktop
Familiarity with UW policies and procedures regarding purchasing, travel, and reimbursements
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.
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