Programs Operations Specialist

About the Position

The Programs Operations Specialist role involves comprehensive data management, analysis, process improvement, partnership development, and site recruitment for the multi-site longitudinal integrated clerkships providing workforce development for both rural and urban underserved communities via the RPAP/MetroPAP programs. The position requires a strategic approach to enhance the quality and efficiency of programs, foster relationships with various stakeholders, and ensure effective communication and coordination across many sites across Minnesota and western Wisconsin, and with an array of external partners.

Duties/Responsibilities

30%: Data Management and Analysis

• Participates in strategic development around University to rural and urban underserved community partnerships via RPAP/MetroPAP
• Prepare and analyze complex data and develop standard and custom reports.
• Advises management on data interpretation and implications.
• Oversee the collection, organization, and efficient application of data on clinical training sites, preceptors; student feedback concerning site management; and alumni data.
• Develops best practices for the collection and analysis of historical student site placement data across multiple rural programs to identify gaps and create strategies for student placement.
• Present data in a digestible format for the program director, education manager, and program faculty to use during recruitment and interviews.
• Responsible for coordinating and overseeing program site and preceptor data collection and monitoring. This includes data analysis, and report building for review by accreditation bodies and senior leadership within the medical school, and affiliates.
• Develop and maintain improved databases for site relationships and preceptor information.
• Respond to data requests from medical school leadership and LCME with oversight from the program director.
• Develop strategies and analyze data to effectively communicate information for operational processes within the program including but not limited to the below data sets:
  • Master travel schedule creation in a usable format for multiple stakeholders
  • Program Completion Student Tracking
  • Interview Site Placement Data
  • Site Database
  • Alumni Database
  • Site and preceptor contact lists
• Oversee the maintenance and utilization of the RPAP/MPAP alumni database.
• Implement necessary changes to databases and improve functionality.
• Manages and reports MERC data for RPAP/MetroPAP, and associated pathway programs such as Summer Internship in Medicine and Rural Early Clinical Immersion program.
  

20%: Process Improvement and Efficiency

• Develop strategies to continually enhance the quality of rural and urban underserved programs and improve efficiency of operational tasks .
• Modifies practices and procedures to improve efficiency and quality; searches for better ways to effectively achieve end results by, for example, scheduling work steps, arranging/re-arranging the way work is generally performed, and adding or deleting elements of operational processes as necessary.
• Identify opportunities for ongoing process improvement in the below areas of work:
  • Survey and data collection
  • Operational processes and procedure
  • General meeting processes
• Develop standard operating procedures for revised processes and train team members and faculty on updates.

20%: Partnerships and Communication

• Collaborate with medical school leadership and RPAP/MetroPAP program director to strategically plan and develop multi-campus rural and urban underserved programs
• Plan future capacity needs with RPAP/MetroPAP program director(s).
• Develop and maintain relationships with rural communities, government, health systems, clinical educators, and healthcare administrators dispersed throughout the state.
• Acquire and maintain affiliation agreements with all partner healthcare organizations.
• Fosters strategic relationships with physician partners within the University of Minnesota and affiliate partners.
• Support program activities such as Specialty faculty visits, preceptorships, didactic sessions, and other opportunities through established relationships.
• Serve as a communications liaison between UMN Medical School, RPAP/MetroPAP stakeholders and affiliate health system partners.
• Proactively communicate updates to partners on rural program(s) updates, goals, structures, and outcomes.
• Communicates the overarching goals and outcomes of the medical school's community based programs
• Support program director in representing RPAP/MetroPAP and rural programs to establish and maintain educational affiliations with large statewide health systems, hospitals, and individual sites. These interactions are at various levels including physician teachers/leaders, CEO/Chief Medical Officer within hospitals, and senior administrative leaders within the health systems.
• Assess opportunities for collaboration to educate students and the future physician workforce.
• Solicit input on program strengths and areas for improvement from affiliate partners.
• Advocate for additional training sites and placements.
• Ensure coordination with the Twin Cities, Duluth, and St. Cloud Campuses and relevant departments within the medical school regarding medical school rural programs. Including but not limited to, the Department of Family Medicine and Community Health, Family Medicine and Biobehavioral Health.
• In coordination with the Education program specialist, represent rural programs (RPAP/MPAP, SIM, ROE, Rural ECE) priorities in discussions addressing modifications to the clinical education strategy in the foundation's phase of the curriculum.
• Travel within Minnesota and Western Wisconsin to maintain relationships with clinical partners and communities.
• Identifies and connects with rural educational collaborators outside of the University of Minnesota and the state of Minnesota. To understand other rural program best practices and identify opportunities to collaborate with drive process improvement.

30%: Site Recruitment and Management

• Develop and maintain RPAP/MetroPAP program site recruitment and communication processes.
• Manage the administrative component of adjunct and community instructor appointments and facilitate communication with OFA and HR as needed.
• Organize and implement the RPAP/MetroPAP programs preceptor and site recruitment calendar and ensure alignment with student recruitment and interview processes.
• Conduct regular visits to prospective and established RPAP/MetroPAP sites.
• Attend program SFV visits when possible.
• Vet potential new sites and maintain a tracking process for all sites.
• Manage student housing data and coordinate housing options and stipends with site administrators.

Required Qualifications

• BA/BS with at least and six years of related experience.
• Coursework in a related field may substitute for some years of experience

Preferred Qualifications

• Extensive experience with Microsoft Office Suite, particularly Excel and or Google Sheets, for efficient data management, analysis, and reporting
• Strong written and verbal communication skills
• Understanding of medical education
• Project management experience

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.

The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students' education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations.

Founded in 1888, the University of Minnesota Medical School has three campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.

Pay Range: $75,000 - $80,000; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Work Location: Hybrid

Position Type: Faculty and P&A Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).