Program Operations Specialist University of Washington, Division of Medical Oncology United States

Req #: 167924
Department: DIVISION OF MEDICAL ONCOLOGY
Job Location: South Lake Union
Posting Date: 05/28/2019
Closing Info: Open Until Filled
Salary: Salary is commensurate with education and experience.
Shift: First Shift

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 build 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 diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for five consecutive years.


The University of Washington's Division of Medical Oncology's includes 41 faculty members located at the UW Medical Center, the Fred Hutchinson Cancer Research Center, the Seattle Cancer Care Alliance, and the VA Puget Sound Health Care System. Over the past 25 years, members of the Division have developed the world's leading bone marrow transplant program. In addition, members of the Division have made substantial contributions to many other areas of cancer treatment, including the use of tumor vaccines, cellular therapy for cancer, antibody-based treatments, and novel forms of chemotherapy and hormonal therapy. Our Division is deeply committed to maintaining its position as one of the leading centers for research and treatment of cancer in the world.


The Division of Medical Oncology has an outstanding opportunity for a Program Operations Specialist based at Seattle Cancer Care Alliance. This position supervises administrative support staff, coordinates program operations, acts as a liaison between the program and outside organizations, and is responsible for faculty and staff administrative needs.


This position will provide broad range of high-level faculty support to the FH CRS Medical Director and 4 GUMO faculty using independent judgment; oversee and help coordinate program support activities; assist the Program Operations Specialist in setting and prioritizing goals for the department; coordinate, schedule and monitor program activities to determine consistency with program goals; direct work flow and training of admin support personnel ensuring sufficient administrative coverage is provided; monitor admin staff activities to ensure that standards of timeliness, accuracy and professionalism are maintained; prepare reports; act as a liaison between the program and outside organizations; assist in preparation and editing of external communications


The Department of Medicine is committed to the goals and mission of the School of Medicine and the University. This position supports the teaching and research activities by assisting the GUMO Program.


The mission statement of the University of Washington Medical Center states that the Medical Center serves as a research resource, providing an environment in which clinical research may be conducted. This position is essential to that mission. This position provides significant contributions to the necessary fiscal and administrative support to enable research development, implementation and compliance for clinical trials and research studies for the UW GUMO Research Program in the Division of Medical Oncology. This individual will be responsible for overseeing the financial and administrative operations of the Program.


Responsibilities:


PROGRAM OPERATIONS


• Oversee the day-to-day operations of a highly complex research and clinical oncology team.

• Participate in grant applications (non clinical trial) including document gathering, document preparation, checklist creation and verification based on RFP and submission to OSP/appropriate office for review.

• Participates in project work either as lead or assistant. Drafts project workflows, develops databases, gathers and inputs data, coordinates with IT and others on electronic aspects of work projects as required, and identifies efficiencies and process improvements, in areas including physician contracts, business contracts, regulatory compliance, and conflict of interest. Participates in meetings of workgroups developing procedures and processes.

• Coordinate monthly tumor board meeting including food, invite and attendance verification and presentation materials. Prepares or edits meeting agendas and minutes for team meetings. Coordinate monthly tumor board meeting including food and presentation materials.

• Lead/Coordinate visiting faculty/fellows/medical students including visas, space and any necessary clearance from each institution in the consortium.

• Contributes to development and implementation of program policies and procedures and standards of work, using a high degree of independent judgment. Directs and oversees program SOP preparation.

• Directs and monitors data integrity, tracking, filing, and archiving activities. Assist the program and research staff with archiving materials. Notify staff/faculty of retention requirements prior to archiving. Maintain archive record to ensure retrieval.

• Lead faculty recruitment including job posting, candidate travel and speaking arrangements, and any other related duties involved in faculty recruitment.

• Direct/Perform invoice payments (non PO and BPO), purchasing, patient reimbursements, MFD reconciliations and orders on behalf of the research and program staff.

• Provide extensive support for staff and faculty as needed.

• Other duties of the PSS position that may not be explicitly stated in this job description but are within the scope of the PSS job duties at the University of Washington.

• Directly responsible for the administrative and program support for 6 faculty in the team.

• Manage/Supervise calendar for 6 faculty, travel coordination, itinerary creation, meeting coordination when traveling to conferences such as ASCO.

• Assist FH CRS Medical Director in coordination of meetings, travel etc. which involves coordinating extensively with different departments, outside organizations (Cancer Consortium and Sponsors), research staff and faculty in many institutions.

• Assists in manuscript preparation for publication; submit manuscripts to journals and track citations

• Maintain NIH Biosketch, CV's and similar professional documents including creating a method of recording publications, citations, abstracts and recognitions. Record and maintain outside work information and notify faculty of regulations surrounding SFI. Coordinate with Division and regulatory offices to regarding faculty with FCOI

• Creates and edit presentations, manuscripts, and external correspondence on behalf of faculty, using a high degree of independent judgment


STAFF SUPERVISION


• Supervision of Admin Assistant 3 Identifies staff development needs in accordance with program goals and growth.
• Informs staff members of department, division, and program policies, rules and regulations,
• Coordinates staff trainings and directs workflow and volume to Admin Assistant 3.
• Setting work hours, timesheet and time off approval, performance evaluation and corrective action for employees reporting to the position.
• Responsible for the quality, accuracy and adherence to compliance of staff in direct supervision.
• Other duties of the PSS position that may not be explicitly stated in this job description but are within the scope of the PSS job duties at the University of Washington


FISCAL MANAGEMENT


• Advise faculty PIs on sponsor requirements particularly for NIH and specialized program announcements.
• Prepare administrative sections of proposals for grants and contracts and clinical trials based on knowledge of sponsor requirements and program objectives.
• Conduct literature review, synthesize information gathered, manage citations Assists in manuscript preparation for publication; submit manuscripts to journals and track citations
• Assist Research Coordinator with clinical trial start up process including but not limited to CDA's, pricing, DBT completion, sRAMP submissions and contract negotiation. Creates and edit presentations, manuscripts, and external correspondence on behalf of faculty, using a high degree of independent judgment
• Understand appropriate allocation of expenses adhering to UW policies.
• Monitor funding opportunities (program announcements, requests for proposals, request for application) and distribute to faculty.


As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.


Minimum Requirements:


• Bachelor's Degree in Business Administration or related field and one year of experience. Equivalent experience may substitute for degree requirement.
• High level of tact, discretion, diplomacy, and initiative.
• Ability to handle senior-level confidential information.
• Demonstrated ability to prioritize multiple projects and tasks.
• Collaborative and collegial, with consistent adherence to accepted professional standards.
• High degree of organizational skills, as well as attention to detail.
• Able to work under pressure and frequent deadlines and changing priorities in a high-volume academic setting.
• Excellent oral and written communication skills, including demonstrated competency in preparation of correspondence, written reports, and minute taking.
• Excellent grammar and proofreading skills.
• Advanced skills with Microsoft Office Suite.


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


Desired:


• Minimum of 3 years experience as a program coordinator or equivalent.
• Experience supporting an active research program at the University of Washington
• Knowledge or UW systems and policies particularly: pro card; ARIBA; My Financial Desktop; Purchasing and Travel policies and policies related to FCOI.
• Experience working with staff from UW operations (OSP, GCA, CRBB, etc.).


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 Workforce 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.
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral. The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.


The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.

Req #: 167924
Department: DIVISION OF MEDICAL ONCOLOGY
Job Location: South Lake Union
Posting Date: 05/28/2019 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with education and experience. 
Shift: First Shift 

 

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 build 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 diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years. 

The University of Washington's Division of Medical Oncology's includes 41 faculty members located at the UW Medical Center, the Fred Hutchinson Cancer Research Center, the Seattle Cancer Care Alliance, and the VA Puget Sound Health Care System. Over the past 25 years, members of the Division have developed the world's leading bone marrow transplant program. In addition, members of the Division have made substantial contributions to many other areas of cancer treatment, including the use of tumor vaccines, cellular therapy for cancer, antibody-based treatments, and novel forms of chemotherapy and hormonal therapy.  Our Division is deeply committed to maintaining its position as one of the leading centers for research and treatment of cancer in the world. 

The Division of Medical Oncology has an outstanding opportunity for a Program Operations Specialistbased at Seattle Cancer Care Alliance. This position supervises administrative support staff, coordinates program operations, acts as a liaison between the program and outside organizations, and is responsible for faculty and staff administrative needs. 

This position will provide broad range of high-level faculty support to the FH CRS Medical Director and 4 GUMO faculty using independent judgment; oversee and help coordinate program support activities; assist the Program Operations Specialist in setting and prioritizing goals for the department; coordinate, schedule and monitor program activities to determine consistency with program goals; direct work flow and training of admin support personnel ensuring sufficient administrative coverage is provided; monitor admin staff activities to ensure that standards of timeliness, accuracy and professionalism are maintained; prepare reports; act as a liaison between the program and outside organizations; assist in preparation and editing of external communications 

The Department of Medicine is committed to the goals and mission of the School of Medicine and the University. This position supports the teaching and research activities by assisting the GUMO Program. 

The mission statement of the University of Washington Medical Center states that the Medical Center serves as a research resource, providing an environment in which clinical research may be conducted.  This position is essential to that mission.  This position provides significant contributions to the necessary fiscal and administrative support to enable research development, implementation and compliance for clinical trials and research studies for the UW GUMO Research Program in the Division of Medical Oncology.  This individual will be responsible for overseeing the financial and administrative operations of the Program. 

Responsibilities: 

PROGRAM OPERATIONS 

•           Oversee the day-to-day operations of a highly complex research and clinical oncology team. 

•           Participate in grant applications (non clinical trial) including document gathering, document preparation, checklist creation and verification based on RFP and submission to OSP/appropriate office for review. 

•           Participates in project work either as lead or assistant.  Drafts project workflows, develops databases, gathers and inputs data, coordinates with IT and others on electronic aspects of work projects as required, and identifies efficiencies and process improvements, in areas including physician contracts, business contracts, regulatory compliance, and conflict of interest. Participates in meetings of workgroups developing procedures and processes. 

•           Coordinate monthly tumor board meeting including food, invite and attendance verification and presentation materials. Prepares or edits meeting agendas and minutes for team meetings. Coordinate monthly tumor board meeting including food and presentation materials. 

•           Lead/Coordinate visiting faculty/fellows/medical students including visas, space and any necessary clearance from each institution in the consortium. 

•           Contributes to development and implementation of program policies and procedures and standards of work, using a high degree of independent judgment. Directs and oversees program SOP preparation. 

•           Directs and monitors data integrity, tracking, filing, and archiving activities. Assist the program and research staff with archiving materials. Notify staff/faculty of retention requirements prior to archiving. Maintain archive record to ensure retrieval. 

•           Lead faculty recruitment including job posting, candidate travel and speaking arrangements, and any other related duties involved in faculty recruitment. 

•           Direct/Perform invoice payments (non PO and BPO), purchasing, patient reimbursements, MFD reconciliations and orders on behalf of the research and program staff. 

•           Provide extensive support for staff and faculty as needed. 

•           Other duties of the PSS position that may not be explicitly stated in this job description but are within the scope of the PSS job duties at the University of Washington. 

•           Directly responsible for the administrative and program support for 6 faculty in the team. 

•           Manage/Supervise calendar for 6 faculty, travel coordination, itinerary creation, meeting coordination when traveling to conferences such as ASCO. 

•           Assist FH CRS Medical Director in coordination of meetings, travel etc. which involves coordinating extensively with different departments, outside organizations (Cancer Consortium and Sponsors), research staff and faculty in many institutions. 

•           Assists in manuscript preparation for publication; submit manuscripts to journals and track citations 

•           Maintain NIH Biosketch, CV’s and similar professional documents including creating a method of recording publications, citations, abstracts and recognitions. Record and maintain outside work information and notify faculty of regulations surrounding SFI. Coordinate with Division and regulatory offices to regarding faculty with FCOI 

•           Creates and edit presentations, manuscripts, and external correspondence on behalf of faculty, using a high degree of independent judgment 


STAFF SUPERVISION 

•           Supervision of Admin Assistant 3 Identifies staff development needs in accordance with program goals and growth. 
•           Informs staff members of department, division, and program policies, rules and regulations, 
•           Coordinates staff trainings and directs workflow and volume to Admin Assistant 3. 
•           Setting work hours, timesheet and time off approval, performance evaluation and corrective action for employees reporting to the position. 
•           Responsible for the quality, accuracy and adherence to compliance of staff in direct supervision. 
•           Other duties of the PSS position that may not be explicitly stated in this job description but are within the scope of the PSS job duties at the University of Washington 


FISCAL MANAGEMENT 

•           Advise faculty PIs on sponsor requirements particularly for NIH and specialized program announcements. 
•           Prepare administrative sections of proposals for grants and contracts and clinical trials based on knowledge of sponsor requirements and program objectives. 
•           Conduct literature review, synthesize information gathered, manage citations Assists in manuscript preparation for publication; submit manuscripts to journals and track citations 
•           Assist Research Coordinator with clinical trial start up process including but not limited to CDA’s, pricing, DBT completion, sRAMP submissions and contract negotiation. Creates and edit presentations, manuscripts, and external correspondence on behalf of faculty, using a high degree of independent judgment 
•           Understand appropriate allocation of expenses adhering to UW policies. 
•           Monitor funding opportunities (program announcements, requests for proposals, request for application) and distribute to faculty. 

As a UW employee, you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, click here. 

Minimum Requirements: 

•    Bachelor's Degree in Business Administration or related field and one year of experience. Equivalent experience may substitute for degree requirement. 
•    High level of tact, discretion, diplomacy, and initiative. 
•    Ability to handle senior-level confidential information. 
•    Demonstrated ability to prioritize multiple projects and tasks. 
•    Collaborative and collegial, with consistent adherence to accepted professional standards. 
•    High degree of organizational skills, as well as attention to detail. 
•    Able to work under pressure and frequent deadlines and changing priorities in a high-volume academic setting. 
•    Excellent oral and written communication skills, including demonstrated competency in preparation of correspondence, written reports, and minute taking. 
•    Excellent grammar and proofreading skills. 
•   Advanced skills with Microsoft Office Suite. 

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

Desired: 

•           Minimum of 3 years experience as a program coordinator or equivalent. 
•           Experience supporting an active research program at the University of Washington 
•           Knowledge or UW systems and policies particularly: pro card; ARIBA; My Financial Desktop; Purchasing and Travel policies and policies related to FCOI. 
•           Experience working with staff from UW operations (OSP, GCA, CRBB, etc.). 

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 Workforce 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.

The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.


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