PROGRAM COORDINATOR
Req #: | 175347 |
Department: | ONCOLOGY |
Job Location: | South Lake Union |
Posting Date: | 02/11/2020 |
Closing Info: | Closes On 02/25/2020 |
Salary: | $3,331.00 - $4,452.00/month |
Union Position: | Yes |
Shift: | First Shift |
Notes: | Please note that this position has been re-posted. If you have already submitted your application, you need not submit it again, as it has already been received. |
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 Coordinator in the Medical Oncology Melanoma/Renal Program under the direction of the Program Manager.
This position exercises independent judgment in interpreting and applying Melanoma/Renal Oncology program rules and regulations; independently advises Melanoma/Renal program participants regarding program content, policies, procedures, and activities; and coordinates, schedules, and monitors program activities to determine consistency with program goals.
Duties include:
Coordinates Melanoma/Renal 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. Manage gift accounts within the guidelines of the University. 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, computer/fax machine maintenance and repair, and supply ordering. Provide office phone coverage and faculty calendar maintenance. Provide assistance to fellows and program patient care personnel as needed.
- Manage faculty members’ calendars/schedules using Epic, MS Outlook, iCal or other standard calendar applications
- Coordinate faculty schedules with clinic staff, program staff, and industry partners
- Communicate compassionately and sensitively with very ill patients and family members of very ill patients.
- Facilitate Melanoma/Renal Program faculty/staff interviews
- Reserve meeting rooms as needed
- 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 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
- Track expiration dates on medical and DEA licenses. Renew when appropriate.
- Track memberships and renew when appropriate.
- Handle incoming and outgoing mail: 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 contact list for program
- Route phone calls to the appropriate Faculty/Division group by type of disease if not Melanoma/Renal-related
- Maintain and track faculty surveys, invitations, and promotional packages
- Manage pager coverage for program faculty
- Coordinate 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.
- Track Gift Budgets and provide monthly reports notifying program manager of budget changes.
- Process Program Gift donations, send thank you notes, and maintain related tracking sheet
- Copy, fax, and scan appropriate documents as requested/required.
- Sort faxes by provider and route in a timely manner.
- Maintain faculty/PI files.
- 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.
- Update PIs’ CV’s, Biosketches and Other Support documents
- Submit CVs to Division for website updates as needed
- Help process grant materials: format documents, obtain signatures and biosketches, compile total grant documents, and ship via FedEx when needed
- Schedule monitor visits
- Obtain faculty/PI signatures for important clinical trial documents
- Assist with budget and billing reconciliation processes
- Assist in preparation of reports
- Contact HelpDesk or division for IT support; including computer troubleshooting, software installation, etc
- Contact Facilities Office 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
As a UW employee, you will enjoy generous benefits and work/life programs.
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.
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 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.