Job posted by Compass Housing Alliance has flagged the Program Coordinator job as unavailable. Let’s keep looking.

PROGRAM COORDINATOR (FIXED DURATION/TEMPORARY)

UW Medicine

PROGRAM COORDINATOR (Fixed Duration/Temporary)

Req #: 225663 Department: SCHOOL OF MEDICINE:HEMATOLOGY & ONCOLOGY Appointing Department Web Address: https://hemonc.uw.edu/ Job Location: Seattle - South Lake Union Job Location Detail: Fred Hutchinson Cancer Research Center Posting Date: 08/14/2023 Closing Info: Open Until Filled Salary: $3640 - $4864 per month Other Compensation: Union Position: Yes Shift: First Shift Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. 

Req #: 225663 Department: SCHOOL OF MEDICINE:HEMATOLOGY & ONCOLOGY Appointing Department Web Address: https://hemonc.uw.edu/ Job Location: Seattle - South Lake Union Job Location Detail: Fred Hutchinson Cancer Research Center Posting Date: 08/14/2023 Closing Info: Open Until Filled Salary: $3640 - $4864 per month Other Compensation: Union Position: Yes Shift: First Shift Benefits: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. 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.

The UW School of Medicine’s Division of Hematology & Oncology is seeking a Temporary, Full-Time Program Coordinator, based at the Fred Hutchinson Cancer Center, for the Thoracic, Head & Neck and Neuro Oncology program. This position reports to the Senior Research Implementation Manager.

This position exercises independent judgment in interpreting and applying Thoracic, Head & Neck and Neuro Oncology program rules and regulations. This position independently advises program participants regarding program content, policies, procedures, and activities, as well as coordinates, schedules, and monitors program activities to support program goals.

Duties and Responsibilities

The Program Coordinator is responsible for coordinating all Thoracic, Head & Neck and Neuro Oncology program activities within the Division of Hematology/Oncology. This position provides administrative support for the clinical, academic and research activities of faculty within the Program; these responsibilities include: managing schedules and coordinating meetings, providing administrative support for clinical research activities, assisting with the preparation and processing of grant and contract proposals, preparing and processing manuscripts and slides, supporting clinical protocol development and preparation, coordinating travel, meetings and speaking engagements, serving as liaison between faculty and clinic staff, and coordinating faculty scheduling with clinic staff, managing daily office functions of mail, computer/fax machine maintenance and repair, and supply ordering. Providing office phone coverage and faculty calendar maintenance, as well as providing assistance to fellows and program patient care personnel as needed.

Scheduling / Communication

  • Manage faculty members’ calendars/schedules using Epic, MS Outlook, iCal or other standard calendar applications
  • Coordinate faculty schedules with clinic staff, program staff, consortium collaborators, and industry partners
  • Schedule program-related meetings using MS Outlook and other standard applications
  • Communicate compassionately and sensitively with oncology patients and family members
  • Facilitate program faculty/staff interviews
  • Reserve meeting rooms as needed

Meetings / Presentations / Publications

  • Coordinate talks and work with physicians to track honorariums
  • Coordinate meetings and conferences: including agendas/announcements, arranging for conference rooms, audiovisual equipment, food/beverages, and producing meeting minutes
  • Create and assist with preparation of slide presentations and manuscripts via PowerPoint or other applications
  • Prepare manuscripts for publication
  • Submit abstracts, manuscripts, and revisions of manuscripts as appropriate

Licensing / Memberships

  • 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: distribute, secure signatures, file copies, prepare FedEx labels as needed
  • Handle email correspondence: answer when appropriate, draft letters as assigned
  • Handle calls: address inquires or redirect to appropriate person as needed; maintain updated contact list for program
  • Route phone calls to the appropriate Faculty/Division group by type of disease if not program-related
  • Maintain and track faculty surveys, invitations, and promotional packages
  • Manage and coordinate pager coverage for program faculty

Travel

  • Coordinate travel arrangements: prepare detailed itineraries, make travel and lodging reservations
  • Process travel reimbursement paperwork utilizing institutional systems 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

  • Maintain and purchase supplies and equipment for successful functioning of the Program: find best price, use appropriate budget and vendor and maintain supplies tracker
  • Maintain lab coats for group faculty/PIs

CVs

  • Update PIs’ CV’s, Biosketches and Other Support documents
  • Submit CVs to Division for website updates as needed

Grants and Research

  • Help process grant materials: format documents, obtain signatures and biosketches, and compile total grant documents
  • Obtain faculty/PI signatures for important clinical trial documents
  • Assist with budget and billing reconciliation processes
  • Assist in preparation of reports

Maintenance and Archiving

  • Manage administration internal filing and documentation
  • Contact HelpDesk or division for IT support; including computer troubleshooting, software installation, etc
  • Coordinate with appropriate departments for facility upkeep and improvements
  • Archive all old research documentation, etc, maintain a running record of all off site materials
  • Maintain archive log for program

Coordinate and manage faculty recruitment process

Other duties as assigned

Required

  • High School graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience

Desired

  • BA or BS
  • Experience with EndNote and Adobe Acrobat
  • Familiar with UW systems and policies
  • Understanding of clinical trials research processes
  • Experience in a Medical Oncology setting
  • Extensive experience using Microsoft Word, including mail merge, merging documents, tables, integrating text with graphics; creating footnotes, bibliographies, and outlines
  • 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
  • Experience using Microsoft PowerPoint
  • Experience with PC desktop computers and with electronic mail and downloading of email attachments
  • Experience with UW purchasing and travel procedures and on-line order entry for supplies via eProcurement/Ariba
  • Familiar with UWMC clinic 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.

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 Work 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 an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

Apply for this job

Read Full Description
Confirmed 6 hours ago. Posted 30+ days ago.

Discover Similar Jobs

Suggested Articles