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PROGRAM OPERATIONS SPECIALIST

University of Washington


Location:
Seattle, WA 98104
Date:
02/27/2020
2020-02-272020-11-28
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Job Details

PROGRAM OPERATIONS SPECIALIST

Req #: 177419
Department: ONCOLOGY
Job Location: South Lake Union
Posting Date: 06/05/2020 
Closing Info: Open Until Filled 
Salary: Salary is commensurate with experience and education 
Shift: First Shift 

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 six consecutive years. 

The Division of Medical Oncology in the Department of Medicine has an outstanding opportunity for a full-time Program Operations Specialist.

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 the Associate Professor and Clinical Research Director of GUMO 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 GUMO 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 and University of Washington Medical Center.

The UW GUMO 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 GUMO 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 GUMO Research Program in the Division of Medical Oncology.  This individual will be responsible for overseeing the financial and administrative operations of the Program.

I.  Program Operations Management
II.  Fiscal Management
III.  Other Projects

Program Operations Management

Management of the GUMO Medical Oncology program requires excellent verbal and written communication skills and the ability to independently assess projects and workload in order to prioritize and manage tasks and timelines.  Responsibilities include:

  • Supervision and responsibility for the duties of a Fiscal Specialist 1. Provide mentorship, training and opportunities for growth within the fiscal specialist 1 parameters. Identify need for additional fiscal/administrative staff and present to team leadership proposals for staffing needs.
  • Business planning and performance reporting.  Provides reports and analyses during weekly program meetings to support program decision making.  Identifies risks and opportunities and makes recommendations to faculty and the Program Director that support operating goals.
  • Organize and contribute to strategic planning initiatives.  Prepares and presents information to and on behalf of the program.
  • Identify bottlenecks and other opportunities in program to streamline program processes; implement corrective action as appropriate
  • Develop and maintain operational policies and procedures for GUMO Medical Oncology Program
  • Work 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 GUMO Medical Oncology Program with the Alliance.
  • Manage the physical space for the program.  This includes assigning space and making sure equipment needs are met.  Plans for future expansion and works closely with the SCCA space planner to ensure group needs are met.
  • Draft and compose internal and external communications about the program on behalf of the Section Head.
  • Ensures compliance with University, Seattle Cancer Care Alliance and Fred Hutchinson Cancer Research Center regulations that govern the activities of the GUMO Medical Oncology.  Advise faculty and other staff on compliance matters.

    Fiscal Management

    Establish and maintain processes to approve and monitor expenditures for GUMO Oncology research and gift budgets totaling approximately $1 million dollars and reside at both the University of Washington and Fred Hutchinson Cancer Research Center.  Responsibilities include:

  • Establish budgets for clinical trials.  Ensure that budget proposals are adequate to meet the financial operating needs of the program. Work with research staff to interpret complex oncology clinical trial protocols and assist in developing study-specific budgets that account for all procedural and resource costs.
  • Interpret, analyze, and implement all institutional, state, and federal policies related to research revenue cycle administration.
  • Establish and monitor complex faculty and staff salary allocations.  Ensures salary allocations are in compliance with University and other granting organizations regulations.
  • Establish and maintain record keeping systems to track and monitor budget expenditures for 40+ program budgets.
  • Provide complex salary, expenditure, and revenue projections based on research study accrual and contract terms.
  • Understand clinical research contract terms and conditions, and work with research staff to identify when study milestones have been met for invoicing.

    Other Projects

    Assist Principal Investigators with other projects and assignments, including but not limited to:

  • Organize information in physical or electronic format to facilitate workflow within the program.  Analyze and improve program workflow to facilitate effective and efficient operations.
  • Prepare materials such as PowerPoint presentations for public speaking engagements.
  • Serve 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 program managers.
  • Participates in Division-wide projects as required.

    As a UW employee, you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, click here.

    REQUIREMENTS:

  • Bachelors Degree in business administration, accounting, or finance plus a minimum of two years of experience in research and/or healthcare administration in a university or non-profit setting.

    Additional Requirements:
  • Basic Accounting.
  • Experience using My Financial Desktop, SAGE, ARIBA, Grant tracker.
  • Experience supervising 2 or more positions.
  • Ability to learn complex processes 
  • 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.

    Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

    DESIRED

  • Experience working with UW fiscal and administrative systems and departments
  • Experience with Oncology research administration 
  • Three or more years of experience in research and/or healthcare administration in a university, non-profit or private sector setting.

    CONDITIONS OF EMPLOYMENT

    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.

  • 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.

    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 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.


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