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The Department of Medcine's Division of Oncology has an outstanding opportunity open for a Temporary Manager of Program Operations.
Position Purpose: The purpose of this position is to develop, implement, and manage the overall operating plan for the Breast Cancer Research Program (BCRP) in the Division of Oncology.
This position reports to the Director of Clinical Research, and functional areas include: Project-specific and overall program business development and management, managing staffing levels based on available funding, the entire BCRP financial portfolio and administrative staff supervision. Maintains direct communication with faculty members, UW departments, consortium institutions, funding sponsors in support of the BCRP. Serves an advisory role to faculty members, post-doctoral fellows, staff on personnel and promotion matters, regulatory and compliance issues, grants, contracts, salaries, and UW administrative processes. Job performance is evaluated in terms of leadership, productivity, appropriateness and effectiveness of decision making, and overall success of BCRP operations. The successful candidate will be expected to immediately to immerse themselves in the finances and program management, candidate is expected to demonstrate high level leadership and experience, accepting complete and full responsibility for the program from day one, including past transactions and making decisions based on direction of the BCRP. Training in UW systems will be provided if necessary, but the candidate is expected to come to the position with relevant education, experience, ability and desire to perform the duties listed below. The duties listed below are intended as high level view, it is not possible to list all duties, this position is solely and wholly responsible for all financial transactions and program operations in the BCRP.
Position Complexities: This is a fast-paced environment and this position is expected to operate at the highest level, without close supervision or oversight. The successful candidate is expected to be independent, knowledgeable, responsible, organized, detailed and conduct all business in a manner of the upmost professionalism and respect. This position is constantly required to integrate information from multiple sources to ensure that all grant and contract proposals meet the requirements of the University of Washington and external agencies, institutions, and industry. This position requires independent decision making on all aspects of the program operations including budget and finance, purchasing, scheduling, and compliance. This position is required to develop an understanding and coordinate efforts across the Alliance partners including Fred Hutchinson Cancer Research Center, Seattle Cancer Care Alliance, University of Washington Medical Center and Harborview Medical Center.
The Clinical Director and Clinical Research Director for the BCRP and the Administrator for the Division will rely on a strong partnership with this position to ensure program sustainability and growth.
Position Dimensions and Impact to the University: The Division of Medical Oncology has an annual operating budget of $25 million, is made up of 10 oncology disease programs, and has over 50 faculty and over 90 research and administrative staff. Research and teaching faculty extend across five major locations (SCCA, UWMC, HMC, VA and South Lake Union Research Facility), conducting basic, translational, and clinical research. Clinical research is the primary research modality for the majority of Division faculty - in 2010, 37% of all clinical research at the University of Washington originated from the Division of Medical Oncology. In addition, at any given time the Division has over 150 open studies with over 2,300 enrollees, which generates critical research funding and discovery mechanisms as well as bringing much-needed investigational treatments to oncology patients.
Duties & Responsibilities: I. Budgeting and Fiscal Management (30%) II. Staff Supervision/Human Resource Issues (20%) III. Strategic Planning and Research Development (20%) III. Grant and Contract Management (30%)
I. Budgeting and Fiscal Management
•Manage all budgets (90) in the BCRP funding portfolio - including clinical trial budgets with complex funding and financial issues affecting patients •Oversee, calculate, submit and approve payroll allocations for faculty and staff across appropriate budgets •Ensure accurate faculty effort certification data •Communicate budget guidelines and restrictions to program faculty and staff to ensure overall fiscal compliance with budgets
II. Staff Supervision/Human Resource Issues
•Supervise administrative staff •Hire new staff based on funding availability, workload, and program focus areas •Conduct annual performance reviews and maintain inter-program equity across job categories •Manage employee performance issues and leave requests •Assist with faculty, promotions, understand clinical templates, faculty productivity and promotion criteria to advise faculty •Oversee faculty hiring process, including coordination of visits and onboarding process for new faculty •Prepare and submit Visa and Green Card applications for new faculty and visiting scholars
III. Strategic Planning and Research Development
•Oversee day-to-day operations, coordinate and attend staff and faculty meetings, purchasing, travel, invoicing, records management and retention, and surplus •Assign space and make decisions on acquisition and maintenance of computers •Collaborate with Breast faculty and staff to develop program and project goals. Navigate and communicate UW processes to faculty in order to embark on new projects. Identify needs, develop plans and implement strategies for new processes and procedures •Attend leadership and finance meetings in order to advise faculty of Division changes, decisions, and processes •Identify and respond to key funding opportunities and study proposals that support program goals •Lead operations working groups to ensure successful implementation of program projects
IV. Grant and Contract Management
•Prepare and oversee all BCRP grant and subcontract submissions from RFA to submission. This is a robust, growing program, applying for funding with short turnaround times and complex application processes is a regular occurrence, successful candidate will be expected to manage workload to accommodate all applications and be entirely responsible for ensuring deadlines are met and applications are submitted comprehensively and successfully. •Post-award management of all BCRP budgets, including grants, clinical trials, gifts, endowments, surplus and other types of budgets. Responsible for post-award management (including invoicing) and reporting requirements on grants, grant subcontracts, and clinical trial contracts. •Preparation of all grant progress reports and financial reports to sponsors, faculty and other interested parties •Collaborate with research team to assist in clinical trial start up process
Supervisory Responsibilities: •Supervises 3 Direct Reports
Required Qualifications: - Bachelor's Degree in Finance, Accounting, Management, Business or other related field - Four to five years of experience as follows: •Experience working in a research, hospital, or clinic area •Advanced skills and work experience, particularly with Excel but also with Microsoft Word, PowerPoint and scheduling software •Excellent written, verbal and interpersonal communication skills •Strong collaborative and leadership skills •Excellent organizational skills and attention to detail, flexible and resourceful •Ability to prioritize competing demands to successfully meet deadlines and project milestones •Ability to work independently and make decisions as necessary
Desired Qualifications: •MBA, MPH or MHA •Previous experience with UW budget and finance systems •Management of complex groups
Working Environmental Conditions: This position is located in the 617 Eastlake building on/near the SCCA and FHCRC campuses. Work hours frequently exceed 40 hours a week and may be deadline dependent.
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“Onsite work” in the interim will vary for units and for specific positions and will be discussed with candidates during the interview process.
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