Program Operations Specialist

Job Description

PROGRAM OPERATIONS SPECIALIST

Req #: 248182 Department: SCHOOL OF NURSING Job Location: Seattle Campus Posting Date: 07/28/2025 Closing Info: Closes On 08/06/2025 Salary: $5,600 - $6,100 per month Other Compensation: Shift: First Shift Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. 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 building 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 academic excellence, intellectual excitement, artistic pursuits, and natural beauty.
The University of Washington School of Nursing (SoN) invites applications for a detail-oriented and collaborative Program Operations Specialist to join the Office of Clinical Placements. This position plays a vital role in supporting clinical placement operations for nursing students by managing logistics, coordinating compliance requirements, and facilitating communication among students, faculty, and clinical partners.
The Program Operations Specialist provides operational leadership across several core areas: clinical program management, onboarding documentation and site-specific requirements, affiliation agreement tracking, and data management. This role requires strong organizational, analytical, and communication skills, as well as the ability to manage multiple priorities in a dynamic, fast-paced environment. The position reports to the Manager of Graduate Clinical Placements and works closely with the Office of Student and Academic Affairs, faculty, students, and external partners.
Key Responsibilities:
Clinical Education Program Management (30%)
• Develop, implement and manage clinical placement policies and procedures in alignment with School, University, State, and National standards.
• Manage clinical compliance processes, including synthesis and tracking of numerous School, University, State and National standards.
• Detail the number of students, course numbers, types of placements, locations, and schedules for each clinical program or agency.
• Communicate confirmed clinical placements to the appropriate School of Nursing (SoN) faculty and reconcile placement shortfalls with contingency plans.
• Respond to urgent or last-minute changes to placements as directed.
• Advise students and faculty on clinical placement policies and procedures.
• Support program data entry and configuration in the clinical tracking system.
Clinical Onboarding Documentation and Site-Specific Requirements (30%)
• Support student and faculty clinical compliance and onboarding, including facilitating student- and faculty-facing coordination and communications regarding clinical compliance and onboarding.
• Manage clinical site onboarding processes and requirements.
• Ensure timely and accurate communication with students, faculty, and SoN staff regarding site expectations.
• Maintain up-to-date templates, website content, and onboarding materials.
• Update and manage site-specific requirements within the clinical tracking system.
Affiliation Agreements & Clinical Data Management (30%)
• Support the affiliation agreement lifecycle, including auditing and tracking.
• Maintain and update clinical data and run queries and clinical education reports as needed.
• Input all clinical placements in the clinical tracking database.
• Ensure affiliation agreements are correctly assigned to sites and locations in the clinical tracking database.
• Develop and maintain student tags in the clinical tracking database.
• Develop and maintain process for updating preceptor info in the clinical tracking database.
• Develop and maintain accurate site information in the clinical tracking database.
Administrative Support (10%)
• Coordinate with the Student Compliance Program Specialist to ensure timely submission of compliance materials.
• Collaborate with key stakeholders to plan quarterly timelines for clinical passport reporting and onboarding.
• Support School of Nursing events
• Perform other administrative duties as assigned.
Minimum Requirements
• Bachelor’s degree in business, education, social sciences, communications, healthcare management, or similar
• 2 years of experience supporting academic programs and/or student services
• Demonstrated ability to understand and implement regulated compliance requirements
• Commitment to promoting diversity, equity, and inclusion in academic and workplace settings
• Excellent organizational and time management skills; detail-oriented and adaptable in fast-paced environments.
• Sound judgment and discretion with sensitive or confidential information.
• Ability to work independently and collaboratively
• Proficiency using Microsoft Office suite
• Strong verbal and written communication skills.
• Proficiency with or ability to quickly learn UW-specific systems and technologies.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Desired:
• Familiarity with clinical education processes, especially within Washington state.
• Experience working in nursing or healthcare education settings.
• Experience advising students or coordinating academic curricula.
• Familiarity with tools such as MyClinicalExchange, CastleBranch, Canvas, and Exxat.
Conditions of Employment
• This position is 8-5pm with rare evening work to support programmatic events.
• Hybrid work arrangements may be considered following a successful onboarding period.
Application Process: The application process 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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

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 .

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