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The Division of Medical Oncology in the Department of Medicine has an outstanding opportunity for a full-time Program Coordinator in the Medical Oncology Melanoma/Renal Program under the direction of the Program Manager.
This position exercises independent judgment in interpreting and applying Melanoma/Renal Oncology program rules and regulations; independently advises Melanoma/Renal program participants regarding program content, policies, procedures, and activities; and coordinates, schedules, and monitors program activities to determine consistency with program goals.
Coordinates Melanoma/Renal Oncology Program activities within the Division of Medical Oncology. Provide administrative support for the clinical, academic and research activities of faculty within the Division of Medical Oncology. Manage schedules, coordinate meetings. Provide administrative support for clinical research activities. Assist in the preparation and processing of grant and contract proposals. Prepare and process manuscripts and slides. Support clinical protocol development and preparation. Manage gift accounts within the guidelines of the University. Coordinate travel, meetings and speaking engagements. Serve as liaison between faculty and clinic staff, and coordinate faculty scheduling with clinic staff. Manage daily office functions of mail, computer/fax machine maintenance and repair, and supply ordering. Provide office phone coverage and faculty calendar maintenance. Provide assistance to fellows and program patient care personnel as needed.
Scheduling / Reception
- Manage faculty members’ calendars/schedules using Epic, MS Outlook, iCal or other standard calendar applications - Coordinate faculty schedules with clinic staff, program staff, and industry partners - Communicate compassionately and sensitively with very ill patients and family members of very ill patients. - Facilitate Melanoma/Renal Program faculty/staff interviews - Reserve meeting rooms as needed
Meetings / Presentations / Publications - Coordinate talks and work with physicians to track honorariums - Coordinate meetings and conferences: including agendas/announcements, arranging for conference rooms, audiovisual equipment, food/beverages, and meeting minutes - Create and assist with preparation of slide presentations and manuscripts via PowerPoint or other applications - Prepare manuscripts for publication - Submit abstracts, manuscripts, and revisions of manuscripts as appropriate
Licensing /Memberships - Track expiration dates on medical and DEA licenses. Renew when appropriate. - Track memberships and renew when appropriate.
Mail, Phone and Correspondence - Handle incoming and outgoing mail: distribute, secure signatures, file copies, prepare FedEx labels, take patient records (i.e., lab results) to nurses - Handle email correspondence: answer when appropriate, draft letters as assigned - Handle calls: address inquires or redirect to appropriate person as needed; maintain updated contact list for program - Route phone calls to the appropriate Faculty/Division group by type of disease if not Melanoma/Renal-related - Maintain and track faculty surveys, invitations, and promotional packages - Manage pager coverage for program faculty
Travel - Coordinate travel arrangements; prepare detailed itineraries, make travel and housing reservations - Process travel reimbursement paperwork both utilizing eProcurement/Ariba and following UW Travel guidelines as well as following reimbursement procedures of various outside organizations, as appropriate to the specific travel. Process and track reimbursement payments.
Gift Budgets - Track Gift Budgets and provide monthly reports notifying program manager of budget changes. - Process Program Gift donations, send thank you notes, and maintain related tracking sheet
Copying, Faxing, Scanning and Filing - Copy, fax, and scan appropriate documents as requested/required. - Sort faxes by provider and route in a timely manner. - Maintain faculty/PI files.
Supplies maintenance - Maintain and purchase supplies and equipment for successful functioning of the Program: find best price, use appropriate budget and vendor and maintain supplies tracker - Maintain lab coats for group faculty/PIs.
CVs - Update PIs’ CV’s, Biosketches and Other Support documents - Submit CVs to Division for website updates as needed
Grants and Research - Help process grant materials: format documents, obtain signatures and biosketches, compile total grant documents, and ship via FedEx when needed - Schedule monitor visits - Obtain faculty/PI signatures for important clinical trial documents - Assist with budget and billing reconciliation processes - Assist in preparation of reports
Maintenance and Archiving - Contact HelpDesk or division for IT support; including computer troubleshooting, software installation, etc - Contact Facilities Office for facility upkeep and improvements - Archive all old research documentation, etc, maintain a running record of all off site materials. - Maintain archive log for program
Prepare and coordinate Visa application and on-boarding processes for visiting scholars
13. Coordinate and manage faculty recruitment process.
14. Other duties as assigned
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
High school graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience.
Demonstrable extensive experience using Microsoft Word, including mail merge, merging documents, tables, integrating text with graphics; creating footnotes, bibliographies, and outlines
Demonstrable experience using Microsoft Excel including ability to create spreadsheets using basic formulas and functions. Ability to use spreadsheets to develop and maintain records and create reports.
Demonstrable experience using Microsoft PowerPoint.
Experience with PC desktop computers and with electronic mail and downloading of email attachments.
Experience with University of Washington purchasing and travel procedures and with UW on-line order entry for supplies via eProcurement/Ariba.
Familiar with University of Washington Medical School/Seattle Cancer Care Alliance clinic scheduling systems Epic and ORCA
Excellent organizational, English-language written and verbal communication, and resourceful problem-solving skills.
Ability to work productively in a fast-paced, heavily multi-tasking environment with competing priorities, and to work independently with minimal supervision.
Strong interpersonal, teamwork and customer service skills.
Familiar with medical terminology
Experience in medical setting
Experience interacting with patients or family members of patients with serious illnesses
Experience with direct program support for faculty physicians and visiting fellows/residents.
Experience with event coordination/management.
BA or BS
Experience with EndNote and Adobe Acrobat
Familiar with UW financial and grant procedures and systems (My Financial Desk Top, SAGE)
Understanding of clinical trials research processes
Experience in a Medical Oncology setting
Experience at Seattle Cancer Care Alliance
CONDITIONS OF EMPLOYMENT
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.
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