PROGRAM COORDINATOR
University of Washington
Seattle, WA
Full-time
Education
Posted on April 13, 2019
Req #: | 166557 |
Department: | ONCOLOGY |
Job Location: | South Lake Union |
Posting Date: | 04/12/2019 |
Closing Info: | Closes On 04/19/2019 |
Salary: | $3,266.00 - $4,365.00/month |
Union Position: | Yes |
Shift: | First Shift |
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 five consecutive years.
The Division of Medical Oncology in the Department of Medicine has an outstanding opportunity for a full-time Program Coordinator.. The Program Coordinator for the Medical Oncology Sarcoma Program under the direction of the Director.
This position exercises independent judgment in interpreting and applying Sarcoma Oncology program rules and regulations; independently advises Sarcoma program participants regarding program content, policies, procedures, and activities; and coordinates, schedules, and monitors program activities to determine consistency with program goals.
Duties include:
• Coordinating Sarcoma Oncology Program activities within the Division of Medical Oncology.
• Provide administrative support for the clinical, academic and research activities of faculty within the Division of Medical Oncology.
• Manage schedules, coordinate meetings.
• Provide administrative support for clinical research activities.
• Assist in the preparation and processing of grant and contract proposals. Prepare and process manuscripts and slides.
• Support clinical protocol development and preparation.
• Coordinate travel, meetings and speaking engagements.
• Serve as liaison between faculty and clinic staff, and coordinate faculty scheduling with clinic staff.
• Manage daily office functions of mail and supply ordering.
• Provide office phone coverage and faculty calendar maintenance.
• Provide assistance to fellows and program patient care personnel as needed.
Scheduling / Reception
• Manage faculty members’ calendars/schedules using Epic, MS Outlook, iCal or other standard calendar applications
• Coordinate faculty schedules with clinic staff
• Communicate compassionately and sensitively with very ill patients and family members of very ill patients.
• Coordinate Sarcoma Program Meetings
• Reserve meeting rooms as needed
• Forward faculty pagers as needed
Meetings / Presentations / Publications
• Coordinate talks and work with physician to track honorariums
• Coordinate meetings and conferences: including agendas/announcements, arranging for conference rooms, audiovisual equipment, food/beverages
• Prepare agenda and materials for weekly program meeting
• Create and assist with preparation of slide presentations and manuscripts via PowerPoint
• 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 (USPS and FedEx): distribute, secure signatures, file copies, prepare FedEx labels, take patient records (i.e., lab
• results) to nurses
• Handle email correspondence: answer when appropriate, draft letters as assigned
• Handle calls: address inquires or redirect to appropriate person as needed; maintain updated phone list for program
• Route phone calls to the appropriate Faculty/Division group by type of disease if not Sarcoma-related
• Maintain and track faculty surveys, invitations, and promotional packages
Travel
• Coordinate faculty travel arrangements; prepare detailed itineraries, make travel and housing reservations
• Process travel reimbursement paperwork both utilizing eProcurement/Ariba 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 maintenance
• Maintain adequate supplies and equipment for successful functioning of the Program: find best price, use appropriate budget; maintain toner supplies for program printers;
• Enter purchases in UW purchasing systems and tracks software (eProcurement and Purchase Path).
• Maintain lab coats for group faculty/PIs as needed
CVs
• Update PIs’ CV’s, Biosketches and Other Support as needed
• Submit CVs to Division for website updates as needed
Grants and Research
• Help process grant materials: format documents, obtain signatures and biosketches, compile grant documents, and ship via FedEx when needed
• Maintain and track study specific information and patients on clinical trials
• Obtain faculty/PI signatures for important clinical trial documents
Fiscal Support
• Assist in maintaining multiple tracking systems for invoicing, payments, patient travel, etc.
• Assist in invoicing process
• Track and process invoices and bills to vendors
• Assist in reconciliation for all program budgets on a monthly basis
Maintenance and Archiving
• Maintain faculty/PI offices
• Maintain and update documentation for best practices and processes
• Contact HelpDesk for IT support; including computer troubleshooting, software installation, etc
• Contact Facilities Office for facility upkeep and improvements
• Archive all old research documentation, etc, keeping a running record of all off site materials.
• Maintain archive log for program
Prepare and coordinate Visa application and on-boarding processes for visiting scholars
Other duties as assigned
For detailed information on Benefits for this position, click here.
REQUIREMENTS
Additional Requirements:
DESIRED
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.
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.