PROGRAM COORDINATOR Job University of Washington Seattle

by admin on more than 30 days

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

Description :
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 ( 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

  • Travel
  • 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.

  • Supplies maintenance
  • 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

  • CVs
  • 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

    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.

  • 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 :

    Apply Now »

    Notes :
    • All applications are appreciated and will be treated confidentially.
    • Only candidates that meet the above qualification will be shortlisted.

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