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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.
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.
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.
Bachelor’s 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.
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
CONDITIONS OF EMPLOYMENT
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.
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