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 four 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 Oncology in the Department of Medicine has an outstanding opportunity for a full-time Program Coordinator. The Program Coordinator will 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. Prepare and process grant and contract budgets and proposals, manuscripts, and slides. Support clinical protocol development and preparation. Manage grant, contract and gift accounts within the guidelines of the University. Coordinate travel, meetings and speaking engagements. Serve as liaison between faculty and clinic staff, and coordinate 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.
Maintain record keeping systems to track and monitor budget expenditures for 50+ program budgets.
Maintain processes to monitor expenditures for research and gift budgets totaling approximately 2.5 million dollars. Responsibilities include:
Budget reconciliation in My Financial Desktop or Excel
Collaborate with Manager of Program Operations in order to generate monthly financial reports
Approve expenditures and redirect them to the proper budgets according to program and UW policies.
Collaborates with GI Research Team to track patients on clinical trials.
Monitor all program and research budgets for accuracy and compliance with UW and NIH policies.
Grants and Research
Help process grant materials: format, obtain signatures and biosketches, compile total grant documents, submit to Office of Sponsored Programs via eGC1, revise grant documents, and assist in final submission to sponsor.
Obtain faculty signatures for important clinical trial documents
Process Program Gift donations and send thank you notes
Work with Division fiscal staff and Program research staff to ensure timely execution of clinical trial invoices, payments, and deposits
Organize and conduct grant conferences
Represent the GI Oncology program at internal and external meetings
Update and maintain CVs and Biosketches for grant submissions
Submit CVs to Division for website updates and to funding sources
Meeting and Presentations
Coordinate presentation slides for physicians
Coordinate meetings and conferences: including agendas/announcements, arranging for conference rooms, audiovisual equipment, food/beverages
Prepare and distribute meeting agendas/minutes
Assist with preparation of manuscripts
Attend weekly GI Team meetings; prepare and distribute meeting minutes to entire team immediately after weekly meeting.
Meet weekly with individual physicians to keep projects moving forward and start new projects
Coordinate bi-weekly GI Tumor Board meetings and monthly Esophageal Cancer meetings
Take minutes at various meetings and communicate relevant information to the team
Coordinate travel arrangements; prepare itineraries, make travel and housing reservations, arrange transportation
Process travel reimbursement paperwork including University of Washington Travel Expense Vouchers and track reimbursements
Faxing, Copying and Filing
Copy, scan, and fax appropriate documents as requested
Maintain faculty files
Supplies and Maintenance
Maintain adequate supplies and equipment for successful functioning of the Program: find best price, use appropriate budget, maintain lists of toner and preferred supplies, enter purchases in UW purchasing and tracking software (eProcurement).
Maintain lab coats.
Mail, Phone and Correspondence
Handle incoming and outgoing mail (USPS and FedEx): distribute, secure signatures, file copies, prepare FedEx labels, take lab results to nurses
Handle email correspondence: answer when appropriate, draft letters as assigned, write thank yous for donations
Handle calls: redirect to appropriate department/person as needed, maintain updated phone list for department and front desk
Maintain and track faculty surveys, invitations, and promotional packages
Submit abstracts, manuscripts, and revisions of manuscripts, and file appropriately
Manage faculty members' calendars/schedules using Epic, MS Outlook, Google Calendar, or other standard calendar application
Coordinate faculty schedules with clinic staff
Greet and assist guests
Coordinate GI Program faculty/staff interviews schedule candidate presentations, secure conference room; escort candidates during interview dates, collaborate with Medical Oncology central admin team to schedule the candidate to meet with all of the GI physicians, Executive Director and President of Seattle Cancer Care Alliance, research staff, surgeons, and various physicians at University of Washington Medical Center; distribute all interview documents to interview team members; pay close attention to detail to insure seamlessness of interview process for all candidates.
Maintenance and Archiving
Maintain doctors' offices, common area and workroom; including restock prescription forms in doctors' offices, take out patient CDs for upload, etc
Contact HelpDesk for IT support; including computer troubleshooting, software installation, etc
Contact Facilities Office for facility upkeep and improvements
Archive all old research documentation, etc, keeping a running record of all off site materials.
Maintain archive log for program
Work to help identify items that can be archived, as well as items that should be destroyed.
Prepare and coordinate Visa application process and on-boarding for visiting GI Program scholars
Work closely with the GI Manager of Program Operations during faculty onboarding process. Schedule numerous training sessions for new faculty, order labcoats, pager, computer, phone, keys, set up mailboxes, make introductions, and set up welcome reception.
Other duties as assigned
For detailed information on Benefits for this position, click here.
High school graduation or equivalent AND two years of experience in support of clinical research programs, OR equivalent education/experience.
Experience with grant submissions
Familiar with medical terminology
Microsoft Word, including mail merges, merging documents, integrating text with graphics, spreadsheet and database files, creating footnotes, bibliographies and outlines
Experience using Excel including ability to create spreadsheets using formulas and functions. Ability to use spreadsheets to develop and maintain records and create reports
Experience with Endnote.
Effective organizational, written communication and problem-solving skills.
Ability to work concurrently on multiple projects and work independently with minimal supervision.
Strong interpersonal, teamwork, and customer service skills
Experience with PC desktop computers and with electronic mail and downloading of email attachments.
Familiar with University of Washington Medical School/Seattle Cancer Care Alliance clinic scheduling systems Epic and ORCA
Experience with direct program support for faculty physicians
Experience with University of Washington purchasing and travel procedures and with UW on-line order entry for supplies via eProcurement/Ariba.
Advanced degree, i.e. BA
Experience with University of Washington purchasing and travel procedures and with on-line order entry for supplies.
Familiar with UW systems (My Financial Desk Top, SAGE, Ariba, Epic)
Experience with Adobe Acrobat
Understanding of clinical trial research processes
Familiarity with NIH grant submission processes
CONDITIONS OF EMPLOYMENT
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
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, Criminal Conviction History, 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.
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 undergra...duate 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.