The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
At the University of Washington, diversity is integral to excellence. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.
The University of Washington Department Of Medical Oncology's work bridges the worlds of basic science, clinical diagnosis, and the treatment of cancer. Our clinics cover each cancer type and have a strong focus in clinical trials of new diagnostic and therapeutic approaches. Our work is supported by a portfolio of peer-reviewed grants, industry sponsored projects, and research endowments.
The Thoracic, Head and Neck Program in the Division of Medical Oncology has an outstanding opportunity for a Temporary, Full-Time Program Coordinator based at the Seattle Cancer Care Alliance in South Lake Union.
Overview of responsibilities:
Provide administrative and fiscal support for the clinical, academic, and research activities of faculty within the Division of Medical Oncology. Manage faculty calendars and schedules, coordinate meetings, book conference rooms. Support fiscal staff with grant, contract, and gift budget management. Manage daily office functions including mail, computer/fax machine maintenance and repair, and supply ordering. Provide assistance to fellows, volunteers, and program patient care personnel as needed. Coordinate travel and speaking engagements. Assist in preparation and submission of grants, proposals, manuscripts, and slides.
This position supports and implements policies, programs, and procedures related to the Program, and job duties include:
•Manage THN Program grant, contract and gift accounts within the guidelines of the university and provide support for faculty in their clinical research activities. •Prepare and process grant and contract budgets and proposals, manuscripts and slides. •Represent the Program to internal and external partners, including but not limited to UW offices and service areas, the Cancer Consortium member institutions, external funding agencies, and oncology patients. •Attend meetings and/or conferences as department representative. •Assist in the preparation, compilation and coordination of reports and records such as faculty productivity, payroll, purchasing, inventory, and personnel. •Oversee and/or execute office operations including: coordinating office moves, orienting and training staff, updating and developing office policies and procedures, and establishing quality controls for office operations to ensure efficiency; •Meet regularly with THN leadership to discuss ongoing operational needs, communicate with other THN staff about upcoming events and client needs •Schedule and coordinate arrangements for Program activities such as meetings, conferences, and banquets; coordinate and arrange travel and meeting logistics for staff for conferences and meetings. •Provide administrative support to the Program faculty leadership including coordinating meeting agendas, scheduling meetings, taking minutes, managing data bases, developing statistical data and/or spreadsheets, and updating CVs on behalf of faculty •Coordinate travel arrangements; prepare itineraries, make travel and housing reservations. Process travel reimbursement paperwork and track check reimbursements. •Maintain adequate supplies and equipment for successful functioning of the Program: find best price from preferred and reliable suppliers, use appropriate budget, an enter purchases in UW purchasing and tracking system (eProcurement and PAS, Procard). •Post Award Support: Reconcile monthly budget report ensuring that all transactions are appropriate and properly documented, assist with tracking patient visits, billing/invoicing sponsors and receiving and depositing check payments. Assist in budget report preparation. •Coordinating processes related to faculty recruitment, appointment and promotion •Other duties as assigned by supervisor related to the operation of the office, including special projects
Required Job Knowledge and Skills:
•Maintain a high degree of confidentiality. •Ability to perform complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheets and data base files, uploading/downloading and creating footnotes and outlines. •Proficiency in using spreadsheets and database software to develop and maintain records. •Familiarity with Clinical Trial finances and billing •Experience working in an oncology setting •Experience with UW and Department of Medicine systems, including EPIC and ORCA. •Excellent oral and written communications skills •Previous experience supporting executive-level leadership in a medical setting. •Some knowledge of Quality, Safety and Value in a Medical Setting •Outstanding attention to detail •Ability to work independently and prioritize tasks •Excellent Microsoft Outlook, Word and Excel skills
High school graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience.
Required Job Knowledge and Skills:
•Excellent oral and written communications skills •Highly collaborative environment requiring team work and effort. •Outstanding attention to detail •Ability to work independently and prioritize tasks •Maintain a high degree of confidentiality. •Excellent Microsoft Outlook, Word and Excel skills
BA or BS Experience with EndNote, Microsoft Applications, and Adobe Acrobat Familiar with UW financial and grant procedures and systems (My Financial Desktop, Ariba, SAGE) Understanding of clinical trials research processes Experience in a Medical Oncology setting Experience at Seattle Cancer Care Alliance.
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 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.
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Work is ordinarily performed in an office environment but may be performed remotely depending on health and safety requirements under the COVID-19 pandemic.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.