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The Division of Medical Oncology in the Department of Medicine has an outstanding opportunity for a full-time Program Operations Specialist.
The purpose of this position is to manage and administer program operations for the Head and Neck Medical Oncology program. The Program is composed of 8 physician faculty Principal Investigators, 4 Advanced Practice Providers, and 11 research and administrative staff.
The Program Operations Specialist is required to use independent judgment, strong leadership skills, good communication and knowledge of academic clinical trial healthcare business operations, data collection and regulatory affairs to effectively facilitate work flow and promote a collaborative work environment. This position will maintain dynamic communication with principal investigators, trainees, steering committees, search committees and applicants, numerous university departments, the Alliance partners and federal agencies. By applying the knowledge of program leadership's work commitments, status of projects, and nature of contacts will act independently and on behalf of leadership. Advises faculty of rules and regulations of the University of Washington and various granting agencies and ensures compliance with those rules.
This position is supervised by and reports to the Head and Neck Medical Oncology Program Faculty Director and Finance Manager. Functional areas include operational and project management, clinical research financial operations and contract management, and independent coordination of special projects.
The Program Operations Specialist job performance is evaluated in terms of independence, leadership, appropriateness and effectiveness of communications, timeliness and accuracy of work, knowledge of clinical research regulations and policies, and overall progress of Head and Neck Medical Oncology program goals.
The Head and Neck Medical Oncology program is committed to the goals and priorities of the Division of Oncology and the School of Medicine to conduct research and develop new therapeutic models for the treatment of solid tumors. This position will provide program management support to these efforts.
I. Program Operations Management (50%) II. Fiscal Management (40%) III. Manuscript Preparation and Submission/Other Projects (10%)
Program Operations Management Management of the Head and Neck Medical Oncology program requires excellent verbal and written communication skills and the ability to independently assess projects and workload in order to prioritize and manage tasks and timelines. Responsibilities include:
Business planning and performance reporting. Provides reports and analyses during weekly program meetings to support program decision making. Identifies risks and opportunities, and makes recommendations to faculty and the Program Director that support operating goals.
Organize and contribute to strategic planning initiatives. Prepares and presents information to and on behalf of the program.
Identify bottlenecks and other opportunities in program to streamline program processes; implement corrective action as appropriate
Develop and maintain operational policies and procedures for Head & Neck Medical Oncology Program
Work closely with other UW Medical Oncology, UWMC, Seattle Cancer Care Clinics, and Fred Hutchinson Cancer Research Center partners to ensure successful and smooth functioning of the Thoracic, Head and Neck Medical Oncology Program with the Alliance.
Manage the physical space for the program. This includes assigning space and making sure equipment needs are met. Plans for future expansion and works closely with the SCCA space planner to ensure group needs are met.
Draft and compose internal and external communications about the program on behalf of the Section Head.
Ensures compliance with University, Seattle Cancer Care Alliance and Fred Hutchinson Cancer Research Center regulations that govern the activities of the Head and Neck Medical Oncology. Advise faculty and other staff on compliance matters.
Fiscal Management Establish and maintain processes to approve and monitor expenditures for Head and Neck Oncology research and gift budgets totaling approximately $1 million dollars and reside at both the University of Washington and Fred Hutchinson Cancer Research Center. Responsibilities include:
Establish budgets for clinical trials. Ensure that budget proposals are adequate to meet the financial operating needs of the program. Work with research staff to interpret complex oncology clinical trial protocols and assist in developing study-specific budgets that account for all procedural and resource costs.
Interpret, analyze, and implement all institutional, state, and federal policies related to research revenue cycle administration.
Establish and monitor complex faculty and staff salary allocations. Ensures salary allocations are in compliance with University and other granting organizations regulations.
Establish and maintain record keeping systems to track and monitor budget expenditures for 20+ program budgets.
Provide complex salary, expenditure, and revenue projections based on research study accrual and contract terms.
Understand clinical research contract terms and conditions, and work with research staff to identify when study milestones have been met for invoicing.
Assist Principal Investigators with other projects and assignments, including but not limited to:
Organize information in physical or electronic format to facilitate workflow within the program. Analyze and improve program workflow to facilitate effective and efficient operations.
Prepare materials such as PowerPoint presentations for public speaking engagements.
Serve as an essential member of the Division Leadership group, contributing to Division policies and procedures, operational decision making, and as a peer resource for other program managers.
Participates in Division-wide projects as required.
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.
Bachelor's degree in science or health-related field OR equivalent experience plus three or more years of experience in research and/or healthcare administration in a university or non-profit setting.
Experience using My Financial Desktop, SAGE, ARIBA, Grant tracker. Ability to learn complex processes
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.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience working with UW fiscal and administrative systems and departments
Experience with Oncology research administration
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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