Program Operations Specialist, Lab Medicine & Pathology Courier Team

Job Description

Who we’re looking for:

The UW Medicine - Department of Laboratory Medicine & Pathology (DLMP) in Seattle, WA has a fantastic opportunity for a Program Operations Specialist with the Medical Courier Team.

Under general direction from the Manager of Program Operations, the Program Operations Specialist is responsible for administering the courier program operations for DLMP within the UWMC Hospital network. This includes, but is not limited to: Research, analysis, recommendation, and full cycle implementation of new systems, processes and technologies; creation of team standard operating procedures; consulting with clients in specimen transport handling and packaging; documentation and record-keeping; establishing team policies, methods and procedures; and courier route analysis and optimization. Additionally, this role provides leadership support as needed, including, but not limited to, addressing client needs, providing feedback on interviews and recruiting processes, communication and feedback; performing corrective action, timekeeping and scheduling; and engaging in training; accident reporting, and procurement of equipment and supplies. 

Work schedule:

• 100% FTE
• Monday – Friday with weekend and holiday coverage as needed
• Day shift
• Hybrid (3 days onsite, 2 days telework)

What you’ll contribute:

Administering program operations for Laboratory Medicine & Pathology within the UWMC hospital network: 

• Quality assurance, planning service, evaluating internal UWMC hospital and Laboratory Medicine & Pathology requests.
• Develop and implement new or revised procedures, protocols and policies into the workplace to ensure quality and a high level of standard. 
• Ensure compliance with all regulatory requirements and department procedures and policies. 
• Monitor and procure office equipment and supplies, including Laboratory Medicine-branded clothing.
• Research and make suggestions for new technologies and process improvements throughout the courier operation; maintain technologies for the team. 
• Inform Courier Manager of program operations status.

Financial/procurement for Laboratory Medicine & Pathology within the UWMC hospital network:

• Authority to review and approve vendor invoices.
• Authority to approve purchasing and managing inventory request of <$10k.
• Primary contact to troubleshoot contract, discrepancy of invoice and SLA (Service Level Agreement).
• Initial and renew review of vendor contracts; to include negotiation and SLA, escalation and final approval will be manager.
• Authority to review and renew annual BPO (Blanket Purchasing Order) for outside courier vendors.

Documentation/SOPs/technology implementation for Laboratory Medicine & Pathology within the UWMC hospital network:

• Plan, implement and evaluate policies, procedures and process improvements. 
• Create, review and update documentation/SOPs on an ongoing basis. 
• Create training to sync with new policies and implementation.
• Oversee recordkeeping for the team. 
• Identify and oversee projects involving technology-based solutions that can benefit the courier operation.     

Administrative leadership for Laboratory Medicine & Pathology within the UWMC hospital network: 

• Backup and support communicating with personnel; scheduling of rounding; assisting with timekeeping and shift scheduling efforts; directing employees to orientation and ongoing annual training resources.
• Training feedback, support and audit of records.
• Provide feedback for performance reviews.
• Participating as a part of courier team hiring process to include but not limited to resumes, interviews and feedback of hiring decisions. 
• Provide backup support to couriers, if needed, by driving UW vehicles and handling and transporting specimens.   
• Initiates or supports the corrective action process in coordination with HR consultants, as appropriate.

What you’ll need:

Bachelor’s degree in arts, business, sciences or other related function. Experience may substitute for education.

And two years of:

• Proficiency with Microsoft Office Suite (including Word, Excel, Outlook, Teams, SharePoint).
• Excellent communication and organizational skills.
• Operations or logistics experience.

Desired qualifications:

• Experience holding a program coordination, lead, or supervisory role in an operations, laboratory, or clinical environment.
• Relevant laboratory or clinical experience which may include hands-on laboratory specimen collection, processing, and/or problem resolution.

What we offer:

• Vacation time and sick time off that accrue monthly, including 12 paid holidays.
• State Employee Tuition Exemption Program covering up to 6 credits of qualifying coursework per quarter at the University of Washington or other participating colleges or universities.
• Fully subsidized public transit pass (U-PASS) that covers multiple forms of public transportation in the region.
• Excellent healthcare, dental, disability, retirement, and other plan options.
• Lots of free fantastic fitness, healthy eating, finance, and stress reduction classes offered through the Whole U.
• And much more!

About the Department of Laboratory Medicine & Pathology:

A regional resource for clinical laboratory services required for innovative patient care, research and educational programs, the Department of Laboratory Medicine & Pathology at UW Medicine combines the sophisticated testing and informatics capabilities of fully accredited laboratories with the resources of an academic institution in its delivery of clinical and anatomic pathology services. Recognized for excellence in clinical training, world-class research initiatives, and a commitment to community service, we serve labs and medical facilities both nationally and internationally.

Please visit our website to learn more about our department.

About UW Medicine:

UW Medicine is Washington’s only health system that includes a top-rated medical school and an internationally recognized research center. UW Medicine’s mission is to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty care to the people of the region, and preparing tomorrow’s physicians, scientists and other health professionals.

All across UW Medicine, our employees collaborate to perform the highest quality work with integrity and compassion and to create a respectful, welcoming environment where every patient, family, student and colleague is valued and honored. Nearly 29,000 healthcare professionals, researchers, and educators work in the UW Medicine family of organizations that include Harborview Medical Center, UW Medical Center - Montlake, UW Medical Center - Northwest, Valley Medical Center, UW Medicine Primary Care, UW Physicians, UW School of Medicine, and Airlift Northwest. 

Become part of our team. Join our mission to make life healthier for everyone in our community.  

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Shift:

Temporary or Regular?

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

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 [email protected]. 

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.