Experience Inc. Jobs

Req #: 238790

Department: DEPARTMENT OF MEDICINE: HEMATOLOGY & ONCOLOGY

Appointing Department Web Address: https://hemonc.uw.edu/

Job Location Detail: Located at the Fred Hutchinson Cancer Center Campus. This is a hybrid role.

Posting Date: 09/12/2024

Closing Info: Open Until Filled

Salary: $6,107 - $6,776 per month

Limited Recruitment: Open to Department employees only

Shift: First Shift

Notes: 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf )

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 University of Washington's Division of Hematology and Oncology's includes 41 faculty members located at the UW Medical Center, the Fred Hutchinson Cancer Center, the Seattle Cancer Care Alliance, and the VA Puget Sound Health Care System. Over the past 25 years, members of the Division have developed the world's leading bone marrow transplant program. In addition, members of the Division have made substantial contributions to many other areas of cancer treatment, including the use of tumor vaccines, cellular therapy for cancer, antibody-based treatments, and novel forms of chemotherapy and hormonal therapy. Our Division is deeply committed to maintaining its position as one of the leading centers for research and treatment of cancer in the world.

The Division of Hematology and Oncology Hematologic Malignancies Program has an outstanding opportunity for a full-time Program Operations Specialist. This position works with faculty and staff to manage, administer, and assist with program operations of the Hematologic Malignancies Program. This position is responsible for independently implementing and managing aspects of multiple projects, program coordination, program operations, and other projects as assigned.

The Program Operations Specialist will work with the faculty, clinical, and research teams to effectively facilitate work flow and promote a collaborative work environment. They will work closely with faculty, clinical, and research teams to provide administrative, financial management, and technical support for program operations, research projects, business operations, data collection and management, and administrative operations.

This position is required to use independent judgment, critical thinking, and expert knowledge of the academic clinical trial healthcare operations to effectively facilitate the work flow and support a robust clinical and research program. It is critical that this position be able to prioritize numerous concurrent tasks and manage both short term and long term multi-step tasks. The position will maintain dynamic communication with the faculty, research program manager, clinical team, research staff, numerous UW, and FHCC departments, federal agencies and industry partners.

This position is supervised by and reports to the Hematologic Malignancies Research Program Manager and the Director of the Hematologic Malignancies 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 program operations, administrative management, and fiscal management for the Hematologic Malignancies Program in the Division of Hematology and Oncology.

This position must be able to work independently under administrative direction on multiple research projects without benefit of written policies or procedures. This position requires daily interaction with team members, and may require interaction with pharmaceutical sponsors, contract research organizations, the U.S. Food and Drug Administration, health care personnel, clinical team, faculty, and patients as needed.

DUTIES AND RESPONSIBILITIES Program Operations (50%)

• Participate in business planning and performance reporting with program head and research program manager. Provide reports and analyses during regular program meetings to support program decision making. Identify risks and opportunities and make recommendations to leadership that support operating goals.

• Organize and contribute to strategic planning initiatives. Prepare and present information on behalf of the program.

• Provide input on development and maintenance of operational and fiscal policies and procedures.

• Interface closely with other UW Hematology Oncology, UWMC, Seattle Cancer Care Clinics, and Fred Hutchinson Cancer Center partners to ensure successful and smooth functioning of the Hematologic Malignancies Program.

• Manage and sure that equipment needs are met.

• Oversight of planning and management of complex travel, faculty calendars, and collaborative research meetings on a local, regional, and international basis.

• Plans and coordinates faculty recruitment, visas, travel, itineraries, and documents.

• Drafts and composes internal and external program communications on behalf of leadership.

• Oversight of program level event coordination and logistics related to these events, including organization of guest speakers, lodging, scheduling, and day-of logistics

• Ensures compliance with the University, Seattle Cancer Care Alliance, and Fred Hutchinson Cancer Center regulations that govern the activities of the Hematologic Malignancies Program. Advise faculty and staff on compliance matters.

• Obtains, abstracts, and codes complex clinical information from multiple sources (medical records, research records, publications, etc.). Code and record said information into various data-capture systems.

• Participates in faculty and staff procurement, preparation, and analysis of study data for publication and grant preparation

• Collaborate with clinical research leadership and staff to ensure proper billing and allocation of clinical research charges

• Principally responsible for maintaining spreadsheets, databases, and tracking tools related to clinical research billing, accounts receivable, and accounts payable

• Review and understand protocol design, clinical research contract agreements, regulatory agreements, and clinical trial operations

• Participates in grant preparation, review, and submission, as well as post-award grant management and reportingFiscal Management (45%)

• Establish and maintain well-organized processes for the approval and monitoring of expenditures for the Hematologic Malignancies Program budgets

• Review and understand clinical research budget design, financial operating needs, and contract language for research agreements.

• Establish and monitor complex faculty and staff salary allocations, as directed. Ensure salary allocations are in compliance with University and other granting organization requirements. Ensure staff allocations are appropriately distributed regarding subject enrollment and workload.

• Establish and maintain record keeping systems to track and monitor budget expenditures for 20+ program budgets.

• Provide complex salary, expenditure, and revenue reconciliations, reviews, and projections.

• Understand clinical research contract terms and conditions, to identify when payment terms have been met.

• Generate, review, issue, receive, and reconcile all aspects of accounts receivable invoicing for clinical trial project management, including review of clinical billing charges, patient reimbursement, billing compliance, invoice generation and issuance, follow-up and collection on overdue payments, review of received payments, reconciliation and depositing of funds.

• Oversight of monthly budget reconciliations, including detailed review of all financial transactions. Utilize independent judgement to ensure charges are appropriately allocated and conform to all compliance guidelines.

• Pre and post-award financial management for clinical trials, research agreements, and grants. This may include funding from public, private, or government sources.

• Provide other fiscal management and support as directed.Other Projects (5%)

• Organize and format information in physical or electronic format to facilitate workflows within the program.

• Assist Research Program Manager with projects

• Prepare materials such as PowerPoint presentations, slides, posters, or other items for public speaking engagements, conferences, or meetings.

• Participate in Division-wide projects, as required.

• Mentor, assist with assigning work and training for Program Assistant.

• Other duties as assigned.Lead Responsibilities:This position has program leadership responsibilities for the electronic, written, and verbal communications with a variety of sponsors, faculty, staff, professional organizations, patients, and with the general public. MINIMUM REQUIREMENTS

• Bachelor's Degree and one year or less of experience. Equivalent experience can substitute for education. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Strong computer skills and competency with Microsoft Office software. Strong attention to detail and ability to multi-task, organize and prioritize multiple projects. Familiarity with clinical research. Excellent written and verbal communication skills.

• Knowledge of administrative requirements of clinical research projects.

• Demonstrated ability to work independently, under supervision, and be a team player. Should be highly motivated and flexible, with the ability to adjust to rapidly changing priorities and new projects. Maintain positive vision, sense of humor, and professional demeanor under potentially stressful situations.

• Applicants selected for this position who have not already completed the training for clinical research involving human subjects will be required to complete this training. DESIRED QUALIFICATIONS

• Three or more years of experience in research and/or healthcare administration in a university or non-profit setting.

• Knowledge of oncology practice and terminology, clinical research practices, and grant and contract administration.

• Experience working with UW fiscal and administrative systems and departments.

• Knowledge of University of Washington/Fred Hutchinson Cancer Center processes CONDITITONS OF EMPLOYMENT

• The ability to multi-task and be flexible while maintaining a professional demeanor is crucial as priorities change throughout each day.

• May have to respond to multiple requests for information (e-mail, voicemail, fax, verbal), determining priorities.

• There may be meetings or appointments over which an individual has no control that require a flexible schedule in order to accommodate, such as patient coordination needs, study sponsor deadlines, research program needs, grant deadlines, and faculty needs.

• This position is located in a clinical and research environment that is located at the Seattle Cancer Care Alliance on the Fred Hutchinson Cancer Center campus.

• This position may include travel between affiliate sites such as UW Medical Center and Harborview Medical Center. Application Process: The application process 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 access 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.

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