Program Coordinator

Job Description 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 Division of Hematology and Oncology has an outstanding opportunity for a Program Coordinator to join their team. POSITION PURPOSE The Renal Melanoma Program within the Division of Hematology and Oncology has an outstanding opportunity for a full-time Program Coordinator based on the Fred Hutchinson Cancer Center (FHCC) campus. This position coordinates the operations of this disease-specific oncology research initiative. Under the general direction, this role applies independent judgment to coordinate research activities, advise faculty and staff on program policies, and monitor compliance with institutional and sponsor guidelines. This position reports to the Program Manager in the Renal Melanoma Oncology Program. The Program Coordinator is responsible for coordinating the day-to-day operations of the Renal Melanoma Research Program, ensuring alignment with program goals through coordination of clinical research activities and grant submissions; independent interpretation of program policies such as clinical trial protocols; budget monitoring and financial oversight for research-related expenditures; and stakeholders engagement with faculty, sponsors, and consortium partners. DUTIES AND RESPONSIBILITIES Grants and Clinical Trials Research Coordinate grant submissions, ensuring compliance with sponsor or funding agency requirements. Format and compile grant documents, biosketches, and other support materials that comply with grant application guidelines. Serve as primary liaison for faculty/PIs during grant submission, securing approvals and resolving compliance issues. Initiates the preparation of reports, ensuring compliance with grant agency. Track grant expenditures and assist in financial reporting to sponsors. Program Events and Stakeholder Engagement Lead the planning and execution of program events (e.g. conferences, research symposia) including venue selection, budget management, content and design, and stakeholder coordination. Represent the program at conferences and meetings, synthesizing key outcomes for faculty and stakeholders. Develop program promotional materials (e.g. websites, newsletters) to enhance visibility. Document and disseminate research meeting outcomes, ensuring adherence to clinical trial protocols. Prepare and submit abstracts, manuscripts and revisions of manuscripts as appropriate for publication. Travel Coordinate travel logistics for faculty and collaborators, ensuring compliance with institutional and sponsor policies. Monitor travel expenditures and reconcile budgets against grant restrictions. Communicate travel policies and procedures to non-UW travelers and faculty. Support non-UW travelers during the reimbursement process. Develop and recommend reimbursement trackers and workflows using Program-specific knowledge and expectations. Coordinate with physician-faculty to track honoraria. Scheduling / Communication Independently manage complex physician-faculty members calendars and schedules using Epic, MS Outlook, iCal, Google, or other standard calendar applications. Utilize best judgement to prioritize the needs of Program clients. Coordinate faculty schedules with clinic staff, Program staff, consortium collaborators, and industry partners. Schedule Program-related meetings using MS Outlook and other standard applications. Communicate compassionately and sensitively with oncology patients and family members. Facilitate Program faculty and staff interviews as needed. Reserve meeting rooms as needed including AV/space needs. Licensing / Memberships Facilitate license renewal and maintain faculty credentials to ensure compliance with DEA, State, and clinical trial principal investigator (PI) requirements. Track memberships and renew when appropriate. CVs / Grant Documents Update and maintain faculty CVs, biosketches, other support documents and biographies. Manage faculty research credentials to ensure compliance with federal regulatory agencies and institutional policies. Submit CVs to division for website updates on an annual basis and as requested. Collect and organize documents for faculty appointments and promotion processes. Faculty Recruitment and Program Development Coordinate faculty recruitment efforts to align with program research priorities and diversity goals Act as program representative with onsite faculty candidate visits. Coordination and Operational Support Contributes to development and implementation of program policies, procedures and standards of work. Participates in writing and editing as needed on a regular basis for all workflows for program administration. Serve as primary program contact for research participants, sponsors, and collaborators, resolving complex inquiries related to trials, grants, or protocols. Promotes the program on campus with outside organizations including industry sponsors, vendors, and cancer research organizations. Route phone calls to the appropriate faculty/division group by type of disease if not program-related Manage and coordinate pager coverage for Program physician-faculty. Serve as program liaison to UW Records & Information Governance. Maintain research record retention per UW guidelines to ensure audit readiness and to abide by state and university policies. Ensure seamless program operations by coordinating IT support, equipment procurement, and resource allocation for program. Maintain physician-faculty files to ensure compliance with state and university policies. Other program operations duties as assigned. MINIMUM REQUIREMENTS High school graduation or equivalent AND two years of experience in the program specialty. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration. DESIRED QUALIFICATIONS Associates Degree Experience with UW and Department of Medicine systems. Familiarity with UW policies related to research subject payments, travel, and procurement, etc. Extensive experience using MS Word: i.e., mail merge, merging documents, tables, integrating text and graphics, creating footnotes, bibliographies, and outlines. Excellent Microsoft Outlook, PowerPoint and Excel skills. Familiar with UWMC clinic scheduling systems Epic Experience with EndNote and Adobe Acrobat. Familiar with medical terminology. Experience with event coordination and management. Strong interpersonal, teamwork and customer service skills. Excellent oral and written communications skills. Outstanding attention to detail. Ability to work independently and prioritize tasks. Maintain a high degree of confidentiality. #UWDeptMedicineJobs Compensation, Benefits and Position Details Pay Range Minimum: $46,332.00 annual Pay Range Maximum: $61,920.00 annual Other Compensation: - Benefits: For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/ Shift: First Shift (United States of America) Temporary or Regular? This is a regular position FTE (Full-Time Equivalent): 100.00% About the UW Working at the University of Washington provides a unique opportunity to change lives on our campuses, in our state and around the world. UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. Our Commitment The University of Washington is proud to be 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. 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. Use the filters or enter keywords in the search box (such as custodian, nursing or manager) to explore available opportunities. To find temporary opportunities, enter temporary in the search box. 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