Salary is commensurate with experience and education
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 Medical Oncology in the Department of Medicine has an outstanding opportunity for a full-time Clinical Research Budgeting Specialist. The purpose of this position is to develop, implement, and manage the clinical research budgeting, finance, and revenue cycle strategy for the Thoracic (THOR) Oncology Research Program in the Division of Oncology. This position reports to the faculty director of the program and will oversee and negotiate optimal pricing and payment terms with industry sponsors, ensures regulatory compliance and fiscal accountability for industry-sponsored clinical trials, oversees all post award clinical trial financial management and accountability. At any given time, there are over 40 clinical trial research projects in various phases of start-up, active enrollment, and close out. This position requires excellent skills, knowledge, and experience in clinical research coordination, revenue cycle development, budgeting, compliance, and regulations. This position reports to the Associate Professor and works closely with the research manager and research staff and faculty leadership in the Division of Medical Oncology. Job performance will be evaluated in terms of leadership, productivity, appropriateness and effectiveness of decision making, and overall success of THOR program operations.
A key mission of the THOR program at SCCA is to conduct research that advances the field of THOR cancer, improving the lives of patients in the Pacific Northwest. The THOR Research Program is continually working towards this mission by conducting high-quality, state-of-the-art clinical trials to test exciting new treatment options for thoracic cancer patients. We have a tremendous, diverse faculty focused on studying all aspects of THOR cancer, including risk factors and prevention, early detection and diagnosis, treatment, survivorship and wellness. Our research teams include medical oncologists, radiation oncologists, surgeons and radiologists from our Seattle campus and satellite sites at Evergreen Health in Kirkland and at Northwest Hospital & Medical Center. At any given time, dozens of state-of-the art clinical trials offer exciting new treatment options for THOR cancer patients at SCCA. Ultimately, our goal is to make the latest leading-edge treatments available through effective clinical trials. These trials also provide faculty with the opportunity to publish and present findings from these studies, essential to the advancement of their academic careers.
Requires management, facilitation, and gaining consensus on program operations among 7 physician faculty members,2 Advanced Practice Provider faculty members, and 6+ research staff. Requires independent decision making on all aspects of the program operations including budget and finance, purchasing, scheduling, presentations, and compliance. Requires coordination of 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 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 THOR Oncology Program.
I. Clinical trial pre and post award management (45%) II. Budget and Fiscal Management (25%) III. Strategic Planning (20%) IV. Supervising, Advising and Mentoring (10%)
I. Clinical trial pre and post award management
Perform comprehensive and independent review of all documents and information related to the research study funding, including study budget, protocol, consent form, contract, and other supporting documentation.
Exercise independent judgment and discretion in interpreting complex oncology clinical trial protocols to develop study-specific budgets that account for all procedural and resource costs. Ensure all regulatory and contractual documents are appropriately reflected and ambiguities are recognized and addressed.
Independently negotiate successful clinical trial budgets and payment terms with study sponsors.
Assess and analyze opportunities and lead changes to enhance the clinical research revenue cycle process by eliminating bottlenecks, streamlining processes, and improving efficiencies.
Provide effective strategic, intellectual, and technical assistance to faculty and staff on clinical research revenue cycle policies, compliance, and regulatory matters.
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; act as Division expert on such polices.
Partner with THOR Research Manager and faculty to strengthen 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.
Coordinate with research staff to ensure each study's consent form delineates research care and standard of care.
Forecast, track and report study start-up timelines.
Develop and track study start-up pieces and report progress to Research Manager, faculty, and study team members.
Produce monthly and quarterly study start-up metric reports using established formats.
Forecast future earnings and expenditures advising Research Manager on funding levels for staffing needs
Develop and maintain processes to ensure invoicing of all patient related activity, including prior approvals for activity outside of protocol.
Develop and maintain processes to ensure invoices are allowable and allocable to the study.
Refute disputed invoices within reasonable time
Produce monthly and quarterly study start-up metric reports using established formats.
Prepare study for closeout including requesting and paying outstanding charges and performing full financial review of entire trial. Close in accordance with OSP and GCA policies and procedures.
II. Budgeting and Fiscal Management
Independently responsible for overall budget management in THnOR Program funding portfolio including gift, surplus, discretionary etc.
Oversee and approve payroll allocations for faculty and staff across appropriate THOR budgets, develop tools to estimate level of effort on clinical trials. Understand UW GIM's with regard to salary distributions. Reconcile against GCCRs and eFECs and submit within UW deadlines.
Communicate budget guidelines and restrictions to THOR faculty and staff to ensure overall fiscal compliance with budgets.
Create forecast tools to project all expenses and revenue for trials and present to faculty
Attend and contribute to monthly Division fiscal leadership meetings
III. Strategic Planning and Research Development
Create Policies and Procedures for Clinical Trial Start Up Process, Post Award Management and other aspects of duties, including how to navigate processes required by CRBB, OSP, GCA etc.
Execute and ensure compliance with those policies, performing random audits and other policy adherence procedures.
Be a resource for THOR faculty and staff for clinical trial fiscal questions.
Oversee day-to-day operations, coordinate and attend staff and faculty meetings, purchasing, travel, invoicing, records management and retention, and surplus.
Oversee all space and equipment allocations for the research program
Collaborate with THOR faculty and staff to develop overall program goals for the Program.
Manage business plans and feasibility studies. Identify needs, develop plan and implement strategy.
Identify and respond to key funding opportunities and study proposals that support program goals.
Lead operations working groups to ensure successful implementation of program projects.
IV. Supervising, Advising and Mentoring
Supervise 1 FTE, Budget/Fiscal Analyst.
Develop training plan, including identifying appropriate classes across campus.
Oversee training on all internal process, including policy and procedure manual
Evaluate employees performance, including Performance Development Plan, Corrective Action, In grade increases and other management
Assist THOR Program faculty and staff in submission of grants, applications for funding small-term projects and conferences and establishing a system of reconciliation for overlapping budgets.
Advise THOR faculty and staff on logistics of budget management, opening, closing etc.
Be a resource for THOR faculty and staff for fiscal questions.
Primary clinical trial budget and revenue cycle expert for large oncology research program, with 7 physician faculty, 2APP faculty, and a team of 6+ research staff.
Direct supervision of a Budget Fiscal Analyst
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 Business, science or health related field
3 years or more experience working in a research, hospital, or clinic area. Familiar with UW policies and procedures and GIM's
Experience using My Financial Desktop, SAGE, ARIBA, Grant tracker. Ability to learn complex processes
Advanced computer skills, particularly in Excel.
Excellent written, verbal and interpersonal communication skills. Strong collaborative and leadership skills.
Excellent organizational skills and attention to detail, flexible and resourceful.
Ability to prioritize competing demands to successfully meet deadlines and project milestones. Ability to work independently and make decisions as necessary.
Previous experience with UW budget and finance systems.
Experience in an academic medical center Experience as a research study coordinator
Experience in oncology clinical research
Familiarity with interpreting regulatory and contractual documents, identifying and resolving ambiguities, negotiating pricing and payment terms, and interpreting complex implications of research protocols.
Knowledge of the Medicare Clinical Trials Policy and other federal, state and institutional clinical research regulations
Experience with using International Classification of Diseases, 10th Revision (ICD- 10), Current Procedural Terminology (CPT), and Healthcare Common Procedure Coding System (HCPCS) billing codes in a clinical research environment
Strong working knowledge Microsoft Office Suite.
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.
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