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University of Washington

Seattle, WA 98104
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Job Details


Req #: 177837
Department: ONCOLOGY
Job Location: South Lake Union
Posting Date: 03/11/2020 
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 Spcialist.

The Prostate Cancer Program includes prostate cancer clinical research, academic activities and responsibilities, and educational programs for both clinicians and patients. The purpose of this position is to provide expertise and overall management of the academic and educational outreach activities of this Program.

This position will be responsible for the development and management of the Program and the overall financial operation of the program ensuring compliance with complex Federal, State and University requirements.

The role of the Program Operations Specialist (POS) is to help manage the program operations of the Program. As such, s/he exercises substantial responsibility, is capable of making independent decisions, and utilizes specialized knowledge of the research education and program objectives of the Program, ensuring strategic goals and extramurally funded award aims are met.  Must work independently, take initiative, prioritize work assignments and other matters, and accomplish a broad spectrum and volume of work.

Ensures Program operations meet objectives of promoting and developing educational, academic, and research goals in the field of prostate cancer and supportive care.

Operations Management

  • Provide expertise and overall management for the research and educational objectives by working with Program Head and Investigators to direct operations ensuring strategic goals and extramurally funded awarded aims are met.
  • Provide overall management of grant portfolio consisting of extramural grants and new grant proposal production.  Prepare grant proposals and contracts.  Prepare monthly budget reports and work with Program Head and Division staff to ensure compliance with proposal activities.  Assure grant commitments and contract agreements of the University of Washington and sponsoring agencies are fulfilled in a timely and accurate manner.
  • Post award budget management/compliance activities will include but are not limited to:  Ensure budgets are monitored and investigators are provided with customized, detailed monthly financial reports. Provide counsel, utilizing multiple financial and record keeping systems to perform analyses of federal, private, industry and research and training budgets; forecasting future needs/expenditures and communicating status and progress directly with Principal Investigators.  Review payroll certifications and BARs/BSRs for compliance and accuracy; distribute and maintain materials according to records retention schedules.  Troubleshoot and prepare RTEs as necessary.  Obtain advance budget numbers and process no-cost extensions.  With purchasing, processing, and coordinating including the use of ProCards.

    Other Duties and Project Work

  • Plans and manages patient outreach and education conferences including the international Pacific Northwest Prostate Cancer Symposium annual meeting.
  • Oversight and management of fundraising activities that provide significant support for Program activities.
  • Assist with the preparation and review of faculty salary and FTE tracking (one-sheets) on an annual basis, ensuring faculty effort is accounted for and projected accurately.
  • Assist with administration of the West Hawaii Cancer Symposium, an annual CME for physicians and other health providers. This program requires flexibility and the ability to organize and manage many ongoing projects simultaneously while attending to competing deadlines. This meeting features lectures from nationally recognized experts from across the country, and on occasion from overseas.
  • Provide programmatic support for the Prostate Cancer Research Meetings, a weekly conference in which Investigators, research staff and oncology fellows discuss on-going research projects.
  • Assist with management of the physical operations.  In conjunction with the Program Head and division staff, assist with assignment of space, coordinate with IT services personnel and ensure appropriate backup and maintenance policies and support.  Assist in providing site-based management of equipment inventory. Attend appropriate building committee meetings, disseminate information and recommend improvements to space and facilities.

    Personnel Administration

  • Coordinate with Division Administrator and Principal Investigators to oversee and assist with payroll and timesheet management of personnel. Oversee funding support for personnel and recommend appropriate funding strategies.  

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


  • Bachelors degree in business administration, project management and or related field plus at least three years of experience in working in an academic, research, hospital, or clinic environment.

    Additional Requirements:
  • Excellent professional, written, verbal and interpersonal communication skills.
  • Experience in the preparation of grant proposals and eGC1s
  • Management of federal grants and contracts
  • Experience with UW Purchasing, Payroll, OWLS and Travel systems
  • Ability to independently prioritize and organize work to meet multiple, and at times, conflicting deadlines
  • Proficiency in the use of Microsoft Office applications
  • Demonstrated attention to detail, accuracy and efficiency in work
  • Proven ability to manage multiple priorities and to coordinate projects in a complex organization.
  • Willingness and ability to learn new systems and to implement new processes in response to changes  

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


  • Aptitude for learning new skills to support changing needs of the Program  


  • Usual work schedule is eight hours a day, Monday thru Friday. Flexibility in the schedule may be required in order to fulfill this position, such as for meeting grant submission or other deadlines.
  • Demonstrates knowledge and understanding of, and maintains confidentiality of employee or patient information, financial information or other sensitive materials and information in printed, electronic or verbal form, which may jeopardize employee rights or HIPAA. Accesses and uses the minimum necessary employee and organization information to perform job responsibilities and duties and only for authorized purposes

    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

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