University of Washington Recruitment 2020 - University of Washington require the best people to fill PROGRAM COORDINATOR that will be placed in Seattle.
University of Washington Job Vacancies 2020
Notes: This position will start in September.
The University of Washington is following physical distancing directives from state and local governments as part of the collective effort to combat the spread of COVID-19. Click here for updates
“Onsite work” in the interim will vary for units and for specific positions and will be discussed with candidates during the interview process.
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
The University of Washington’s Division of Medical Oncology 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 Phase 1 Program (https://www.seattlecca.org/program/phase1/about) within the Division of Medical Oncology has an outstanding opportunity for a 0.8 FTE Program Coordinator based at the Seattle Cancer Care Alliance. This position provides administrative support for the clinical, academic and research activities of faculty and the program. In addition to providing support for the overall Phase 1 Program, this position is responsible for complex administrative support to the Medical Director of quality, safety and value at the Seattle Cancer Care Alliance/Phase 1 Clinical Program Director.
Job Duties include: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.
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 and supply ordering.
Provide office phone coverage and faculty calendar maintenance.
Scheduling / Reception
Manage faculty members’ calendars/schedules using Epic, MS Outlook, iCal or other standard calendar applications
Coordinate faculty schedules with clinic and research staff
Communicate compassionately and sensitively with very ill patients and family members of very ill patients.
Coordinate Phase 1 Program Meeting
Reserve meeting rooms as needed
Answer time-sensitive phone calls/take messages, forward faculty pagers as needed
Assist with scheduling candidate phone screens and interviews.
2. Meetings / Presentations / Publications
Coordinate talks and work with physician to track honorariums
Coordinate meetings, conferences and staff appreciation events, including assisting with agendas/announcements, arranging for conference rooms, audiovisual equipment, food/beverages
Prepare agenda and minutes for program and team meetings
Create and assist with preparation of slide presentations and manuscripts via PowerPoint
Prepare manuscripts for publication
Submit abstracts, manuscripts, and revisions of manuscripts as appropriate
Prepare and email weekly enrollment update for Investigators and departments
3. Licensing /Memberships
Track expiration dates on medical and DEA licenses. Renew when appropriate.
Track memberships and renew when appropriate.
4. Mail, Phone and Correspondence
Handle incoming and outgoing mail (USPS and FedEx): 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 faculty and Phase 1 line calls: address inquires or redirect to appropriate person as needed; maintain updated phone log
Maintain and track faculty surveys, invitations, and promotional packages
Manage Phase 1 Verizon Wireless account and pagers
Coordinate faculty and staff 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.
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.
Maintain adequate supplies and equipment for successful functioning of the Program: find best price, use appropriate budget; maintain toner supplies for program printers;
Enter purchases in UW purchasing systems and tracks software (eProcurement and Purchase Path).
Maintain lab coats for group faculty/PIs as needed
Process business cards
Update PIs’ CV’s, Biosketches and Other Support as needed
Submit CVs to Division for website updates as needed
Grants and Research
Help process grant materials: format documents, obtain signatures and biosketches, compile grant documents, and ship via FedEx when needed
Maintain and track study specific information and patients on clinical trials
Obtain faculty/PI signatures for important clinical trial documents
Assist with projects assigned from program Administrator, Data Manager, Regulatory Manager, Finance Manager and Research Manager
Collaborate with the Data Coordinator team and assist with projects as needed
Maintenance and Archiving
Maintain faculty/PI offices
Maintain distribution lists and Equipment Calibration records
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 the program
Prepare and coordinate Visa application and on-boarding processes for visiting scholars
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.
Required Job Knowledge and Skills:
Excellent oral and written communications skills
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 degree
Experience with EndNote, Microsoft Applications, and Adobe Acrobat
Familiar with UW financial and grant procedures and systems (My Financial Desk Top, Ariba, SAGE)
Understanding of clinical trials research processes
Experience in a Medical Oncology setting
Experience with or the ability to learn CTMS (Clinical Trial Management System), OnCore
Experience with or the ability to learn Florence eBinder Software
Knowledge of quality, safety and value in a medical setting
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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or [email protected]
If you feel that you can meet the qualification and up to the challenge, please send directly through :