The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
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 has an outstanding opportunity for a full-time Program Coordinator. This position serves as program coordinator for the Medical Oncology Sarcoma Program under the direction of the Director. This position exercises independent judgment in interpreting and applying Sarcoma Oncology program rules and regulations; independently advises Sarcoma program participants regarding program content, policies, procedures, and activities; and coordinates, schedules, and monitors program activities to determine consistency with program goals.
Coordinating Sarcoma Oncology Program activities within the Division of Medical Oncology.
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.
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.
Provide assistance to fellows and program patient care personnel as needed.
Scheduling / Reception
Manage faculty members' calendars/schedules using Epic, MS Outlook, iCal or other standard calendar applications
Coordinate faculty schedules with clinic staff
Communicate compassionately and sensitively with very ill patients and family members of very ill patients.
Coordinate Sarcoma Program Meetings
Reserve meeting rooms as needed
Forward faculty pagers as needed
Meetings / Presentations / Publications
Coordinate talks and work with physician to track honorariums
Coordinate meetings and conferences: including agendas/announcements, arranging for conference rooms, audiovisual equipment, food/beverages
Prepare agenda and materials for weekly program meeting
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
Track expiration dates on medical and DEA licenses. Renew when appropriate.
Track memberships and renew when appropriate.
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 calls: address inquires or redirect to appropriate person as needed; maintain updated phone list for program
Route phone calls to the appropriate Faculty/Division group by type of disease if not Sarcoma-related
Maintain and track faculty surveys, invitations, and promotional packages
Coordinate faculty 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
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 in maintaining multiple tracking systems for invoicing, payments, patient travel, etc.
Assist in invoicing process
Track and process invoices and bills to vendors
Assist in reconciliation for all program budgets on a monthly basis
Maintenance and Archiving
Maintain faculty/PI offices
Maintain and update documentation for best practices and processes
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
Prepare and coordinate Visa application and on-boarding processes for visiting scholars
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 academic or research programs OR equivalent education/experience.
Demonstrable extensive experience using Microsoft Word, including mail merge, merging documents, tables, integrating text with graphics; creating footnotes, bibliographies, and outlines
Demonstrable experience using Microsoft Excel including ability to create spreadsheets using basic formulas and functions. Ability to use spreadsheets to develop and maintain records and create reports.
Demonstrable experience using Microsoft PowerPoint.
Experience with PC desktop computers and with electronic mail and downloading of email attachments.
Familiar with scheduling systems Epic and ORCA
Excellent organizational, English-language written and verbal communication, and resourceful problem-solving skills.
Ability to work productively in a fast-paced, heavily multi-tasking environment with competing priorities, and to work independently with minimal supervision.
Strong interpersonal, teamwork and customer service skills.
Familiar with medical terminology
Experience in medical setting
Experience interacting with patients or family members of patients with serious illnesses
Experience with direct program support for faculty physicians and visiting fellows/residents.
Experience with event coordination/management.
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
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.