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Req #: 238792

Department: DEPARTMENT OF MEDICINE: HEMATOLOGY & ONCOLOGY

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

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

Posting Date: 09/12/2024

Closing Info: Closes On 09/18/2024

Salary: $3,749 - $5,010 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 work bridges the worlds of basic science, clinical diagnosis, and the treatment of cancer. Our clinics cover each cancer type and have a strong focus in clinical trials of new diagnostic and therapeutic approaches. Our work is supported by a portfolio of peer-reviewed grants, industry sponsored projects, and research endowments.

The Hematologic Malignancy Program within the Division of Hematology and Oncology has an outstanding opportunity for a full-time FTE Program Coordinator (NE S SEIU 925 Non Supv) based at the Fred Hutchinson Cancer Center. Under the supervision of the Program Operations Specialist, this position provides administrative support for the clinical, academic, and research activities of the program.

DUTIES AND RESPONSIBILITIES

• Provide administrative and fiscal support for the clinical, academic, and research activities of faculty within the Division of Hematology and Oncology, Hematologic Malignancies group.

• Manage schedules, coordinate meetings, book conference rooms.

• Manage daily office functions including mail, computer/fax machine maintenance and repair, and supply ordering.

• Provide assistance to fellows, volunteers, and program patient care personnel as needed.

• Coordinate faculty travel, speaking engagements, and reimbursements.

• Assist in preparation and submission of grants, proposals, manuscripts, and slides.Administrative Support (75%)

• Provide administrative support for eight faculty including, but not limited to: coordinate and schedule meetings, reserve conference rooms, prepare agenda announcements, collect and prepare information.

• Update and maintain the group’s shared calendar in MS Outlook by adding faculty out of office and attending schedules. Maintain the group’s vacation/out of office calendar using MS Outlook.

• Order supplies, distribute mail, sort faxes, obtain signatures, copy and scan documents as requested.

• Maintain complex filing systems and create new files as needed for research study budgets, gift and surplus budgets.

• Manage the process for archiving closed research studies to include: appropriately boxing subject and study records, completing and processing Records Management inventory documents, coordinating the retrieval of archived material for storage, maintaining inventory of archived research studies and assigned accession numbers, and requesting archived materials from Records Management as needed.

• Maintain mapping system for placement/location of all study binders.

• Handle correspondence, including draft letters as assigned/dictated, prepare acknowledgment letter for gifts and donations, etc.

• Renew medical and DEA licenses, and memberships prior to deadlines.

• Coordinate and facilitate several meetings including the Lymphoma, Myeloma, Leukemia meeting, and Hematologic Malignancies Conference.

• Prepare and maintain Faculty CVs, Other Support, Biosketches, and Bibliographies.

• Coordinate travel arrangements, including conference registration, airline, hotel, and car rental reservations. Process travel reimbursement paperwork and track reimbursements.

• Assist with general IT support, utilizing HelpDesk to troubleshoot computer issues, install software, etc.

• Other duties as assigned.Fiscal Support (25%)

• Assist Clinical Trial Specialist to ensure proper payment of research charges by reviewing and maintaining complex computer spreadsheets or databases to track study-related charges and invoiceable items. This includes tracking patient visits, billing/invoicing sponsors, tracking receivables, depositing checks, and reviewing payment details for accuracy.

• Assist Research Coordinators by processing travel reimbursements for patients on clinical trials by preparing UW reimbursement paperwork for patient signature, submitting documents for reimbursement, tracking receipt of checks, and ensure that the patient is in receipt of his/her full and proper travel reimbursement.

• Maintain adequate supplies and equipment for the Program, including finding best price from preferred suppliers, use appropriate budget, and enter purchases in UW purchasing and tracking system such as eProcurement, ARIBA, PAS and Procard.

• Other duties as assigned. MINIMUM REQUIREMENTS

• High school graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience DESIRED QUALIFICATIONS

• Excellent oral and written communications skills

• Outstanding attention to detail

• Ability to work independently and prioritize tasks

• Maintain a high degree of confidentiality

• Excellent Microsoft Outlook, Word and Excel skills

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.