Salary is commensurate with experience and education
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 has an outstanding opportunity for a full-time Program Operations Specialist. The purpose of this position is to manage financial and administrative operations for the UW Division of Medical Oncology Hematologic Malignancies Research Program at the Seattle Cancer Care Alliance (SCCA). The UW Heme Malig Research Program as well as groups from the UW Division of Hematology and the Fred Hutchinson Cancer Research Center (FHCRC) Clinical Research Division comprise the larger Hematology/Hematologic Malignancies (HHM) Program at the SCCA. The UW Hematologic Malignancy Research Program's dedicated group will include the Program Director/HHM Clinical Research Director; four Associate Professors; a Research Manager; a Senior Research Coordinator; three Clinical Research Coordinators; three Regulatory Coordinators; two Data Coordinators, and a Program Coordinator. Inter-institutional/interdepartmental faculty and staff partially supported by the UW Heme Malig Research Program include one Associate Professor; three Assistant Professors; one Regulatory Coordinator; one Research Nurse; one Study Coordinator; one Data Coordinator; and up to three Laboratory Technologists.
The Hematologic Malignancies Program provides patient care for Hematologic Malignancy patients and does research through clinical trials at the Seattle Cancer Care Alliance.
The Program Operations Specialist is required to use independent judgment, strong leadership skills and communication, and knowledge of academic clinical trial healthcare business operations 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 work commitments, status of projects, and nature of contacts will act independently and on behalf of the Program. Advises the Program 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 Dr. Ajay Gopal, Professor and Clinical Research Director of Hematologic Malignancies and Hematology Programs at the Seattle Cancer Care Alliance. Functional areas include grant and contract administration, grant and clinical trial post award performance, gift processing, and oversight of the day-to-day administrative operations for the Hematologic Malignancies Program. Work of this position is evaluated in terms of adherence to program goals, budgetary limitations, and compliance with applicable laws, regulations and policies.
This position is constantly required to integrate information from multiple sources to ensure that all grant proposals meet the requirements of the University of Washington and external agencies, institutions and industry. This position requires independent decision making on key aspects of program operations including budget and finance, purchasing, and fiscal compliance. This position is required to coordinate efforts across the Alliance partners including Fred Hutchinson Cancer Research Center, Seattle Cancer Care Alliance, University of Washington Medical Center, Children's Hospital and Medical Center. Coordination with Harborview staff is required from time to time.
The UW Hematologic Malignancies Research Program and the Finance Manager for the Division will rely on a strong partnership with this position to ensure program growth in the future.
The Department of Medicine is committed to the goals and mission of the School of Medicine and the University. This position supports the teaching and research activities by assisting the Hematologic Malignancies Program.
The mission statement of the University of Washington Medical Center states that the Medical Center serves as a research resource, providing an environment in which clinical research may be conducted. This position is essential to that mission. This position provides significant contributions to the necessary fiscal and administrative support to enable research development, implementation and compliance for clinical trials and research studies for the UW Hematologic Malignancies Research Program in the Division of Medical Oncology. This individual will be responsible for overseeing the financial and administrative operations of the Program.
Financial Responsibilities and Strategic Planning Establishes and maintains processes to oversee the fiscal operations of the Program, ensuring financial accountability and compliance, and provide key information and analysis to inform program decision making. Responsibilities include:
Establishing and monitoring complex faculty and staff salary allocations. Ensures salary allocations are in compliance with University and granting organizations' regulations.
Establishing and maintaining record keeping systems to track and monitor budget expenditures for up to 50 budgets. Ensuring expenditures and invoicing are accurate and timely.
Providing complex salary, expenditure, and revenue projections based on research study accrual and contract terms.
Working with research staff to develop investigator-initiated study budgets that account for all procedural and resource costs. Ensure all contractual documents are appropriately reflected and ambiguities are recognized and addressed. Ensures that grant and IIT budget proposals are adequate to meet the financial operating needs of the program.
Assess and analyze opportunities and lead changes to enhance the clinical research revenue cycle process by eliminating bottlenecks, streamlining processes, and improving efficiencies.
Interpret, analyze, and implement all institutional, state, and federal policies related to clinical research fiscal cycle administration including Medicare Clinical Trials Policy and Medicare Secondary Payer Rule.
Providing budget, planning and accounting functions for the Program.
Organizing information in physical or electronic format to facilitate clinical research revenue cycle operations, ensuring smooth functioning with a goal of standardized, efficient, and compliant budget development. Develop tools and metrics to track and analyze implemented process improvements. Business planning and performance reporting. Provides financial reports and salary allocation analyses to support program decision making. Identifies risks and opportunities, and makes recommendations to program leadership that support operating goals.
Organizing and contributing to strategic planning initiatives. Prepares and presents information to and on behalf of the Program.
Working 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 Heme-Malig Program.
Providing financial advice, guidance and counsel for the Program.
Ensuring compliance with University regulations that govern financial activities of the Program. Serving 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 financial managers.
Ensuring day to day administrative operations of the Research Program are met.
Coordination of grant and contract submissions and amendments.
Ensuring space, equipment, supply, and IT needs are met for the Program.
Planning and managing complex group travel, calendars, and collaborative research meetings on a local, regional, and international basis.
Planning and coordinating faculty recruitment visits, visas, travel, and itineraries.
Drafting and composing internal and external communications about the program.
Managing the preparation of manuscripts through submission of final product to meet publisher deadlines.
Preparing materials such as PowerPoint presentations for public speaking engagements.
Supervises 1 FTE administrative support. Assigns work based on the needs of the Program and performs all aspects of supervision including hiring, training and performance evaluation. Makes decisions on best practices while working within FHCRC, UW, Program, and other relevant policies and procedures.
May supervise other positions as needed.
May perform other related duties as needed.
Supervises 1 FTE Program Coordinator. May supervise others as needed.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
Bachelor's Degree in relevant field or equivalent experience AND three years or more experience working in a research, hospital, or clinic area.
Excellent written, verbal and interpersonal communication skills.
Advanced skills and work experience with Microsoft Office suite.
Ability to work independently and make decisions as necessary; ability to manage multiple priorities and to coordinate projects in a complex organization.
Must be highly organized, flexible, and resourceful.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Knowledge of UW and FHCRC financial systems, clinical systems and operations.
Experience with Endnotes (or other publication management system) and financial and scheduling software.
Prior management of multiple complex clinical trial budgets.
Experience working with industry sponsors.
Previous experience working with clinical research budgets/working in a clinical research environment.
Experience working with multiple teams, on multiple projects, and toward multiple deadlines strongly desired.
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.