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The Department of Medicine’s Division of Medical Oncology has an outstanding opportunity open for a Temporary Program Operations Specialist.
The purpose of this position is to manage and administer program operations of the Division of Medical Oncology program. The Division is composed of 50 physician faculty Principal Investigators, and more than 180 research and administrative staff. This Division is one of the largest in the Department of Medicine, complex in it’s relationship with SCCA and FH, our consortium partners, and have the greatest number of clinical trials in the University of Washington. This is a fast-paced, ever changing environment.
The Program Operations Specialist is required to use independent judgment, strong leadership skills, good communication and knowledge of clinic and hospital administration and academic clinical trial healthcare business operations, to effectively facilitate workflow and promote a collaborative work environment. This position will maintain dynamic communication with principal investigators, trainees, steering committees, search committees and applicants, numerous university departments, the Alliance partners and federal agencies. By applying the knowledge of program leadership's work commitments, status of projects, and nature of contacts will act independently and on behalf of leadership. Advises faculty of rules and regulations of the University of Washington and various granting agencies and ensures compliance with those rules.
This position is supervised by and reports to the Division of Medical Oncology Administrator and Finance Manager. Functional areas include operational and project management, clinical research financial operations and contract management, and independent coordination of special projects.
The Program Operations Specialist job performance is evaluated in terms of independence, leadership, appropriateness and effectiveness of communications, timeliness and accuracy of work, knowledge of clinical research regulations and policies, and overall progress of Division of Medical Oncology goals. The Division of Medical Oncology is committed to the goals and priorities of the School of Medicine to conduct research and develop new therapeutic models for the treatment of solid tumors. This position will provide program management support to these efforts.
I. Program Operations Management (50%) II. Fiscal Management (40%) III. Other Projects (10%)
Program Operations Management (50%)
Management of the program requires excellent verbal and written communication skills and the ability to independently assess projects and workload in order to prioritize and manage tasks and timelines. Responsibilities include but are limited to:
•Interpret and report clinical productivity data to faculty, Medical Directors Office and Division Head. Participate in Clinical Workflow groups to identify opportunities for improvement and participate in incentive planning and interpretation. Identify underperforming clinics and discuss with SCCA administration and Med Oncology Division Admin to understand and recommendations for improvement. •Work with DOM and SOM revenue cycle, finance and clinical operations office to ensure compliance, data availability and troubleshooting. •Develop and maintain operational policies and procedures for the Division of Medical Oncology •Train and provide orientation to the Division policies to new and established staff. Including regular revisions of policy and review with the Fiscal Leadership Team •Provide training in areas of Salary Distribution, BPO functions, and other standard processes to all employees •Work closely with disease teams in Med Onc, providing complete or partial assistance with post award finances, gifts, surplus and navigating the consortium. •Draft and compose internal and external communications on behalf of the Division, liase with the DOM and SOM when necessary, including sitting on Process Improvement panels. •Attend and participate in the Clinical Workflow group at SCCA to standardize clinical practices and effort •Ensure compliance with University, Seattle Cancer Care Alliance and Fred Hutchinson Cancer Research Center regulations that govern the activities of the Division of Medical Oncology. Advise faculty and other staff on compliance matters. •Identify bottlenecks and other opportunities in program to streamline program processes; implement corrective action as appropriate
Fiscal Management (40%)
This position requires a comprehensive understanding of UW GIM’s and financial policies with regard to clinical and research financing.
•Determine, submit and reconcile faculty and staff distributions. This includes a comprehensive understanding of eFECs, GCCR’s and an ability to interpret and adapt the UW policies to the Division. •Analyze funding to ensure faculty and staff will be adequately funded. Meet with faculty/program managers to discuss areas of concern. •Establish and maintain process to approve and monitor expenditures, including patient care from various institutions including SCCA, FH, Evergreen and Northwest hospitals among others. •Develop and submit detailed staff assignments, transfer price agreements and subcontracts with FH •Accounts payable and receivable on clinical trials, including invoicing sponsors and partners, allocating payments and receipts to activity and ensuring billing is current. •Provide complex salary, expenditure, and revenue projections based on research study accrual and contract terms. •Review and approve all ARIBA, procurement, procard and other purchases using UW methods for the entire division. This includes upwards of 100 BPO’s and complicated patient travel reimbursement. Assist staff with procurement/payment questions related to allowable, allocable, reasonable. •Assist Division Finance Manager in preparing annual division budget for presentation to the Dept. of Medicine. Understand the clinical cash flows, and other revenue streams of the Division. Identify areas of necessity and consult with Division team to plan for future expenditures. •Control R&T and RCR budgets – ensuring coverage for salary cap cost share, physician admin support, central admin salaries. Reconcile funding from Dept. to the allocation reports to ensure correct allocation •Calculate and participate in End of Year Budget Closeout with Dept. of Medicine, explaining variances in spending and other issues.
Other Projects (10%)
• Assist Clinical Research Budget Manager and Clinical Research Program Manager with projects
• Organize information in physical or electronic format to facilitate workflow within the program. Analyze and improve program workflow to facilitate effective and efficient operations.
• Prepare materials such as PowerPoint presentations for public speaking engagements.
• Contribute to Division policies and procedures, operational decision making, and as a peer resource for other program managers.
•Bachelor's degree in science or health-related field OR equivalent experience
•Two or more years of experience in research and/or healthcare administration in a university or non-profit setting.
•Experience using My Financial Desktop, SAGE, ARIBA, Grant tracker. Ability to learn complex processes
•Excellent written, verbal and interpersonal communication skills. Strong collaborative and leadership skills.
•Excellent organizational skills and attention to detail, flexible and resourceful.
•Ability to prioritize competing demands to successfully meet deadlines and project milestones. Ability to work independently and make decisions as necessary.
• Experience working with UW fiscal and administrative systems and departments
• Experience with Oncology research administration
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 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 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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