The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The University of Washington's Division of Medical Oncology's includes 41 faculty members located at the UW Medical Center, the Fred Hutchinson Cancer Research 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 Tumor Vaccine Group (TVG) has an outstanding opportunity for a Program Coordinator. The Program Coordinator will exercise independent judgment and decision making to perform professional level program administration and management of daily operations, facilitate administrative processes and work flow, and promote a collaborative work environment between faculty, staff, students and volunteers in the pre-clinical laboratory, the immune monitoring laboratory, and the clinical trials team within the group. In addition, the incumbent will serve as a liaison between the program faculty and staff and a variety of UW departments, external research groups and funding sponsors.
This position reports to the TVG Administrator. This position provides program coordination and administrative support for the clinical, academic and research activities of faculty and the program.
This position requires the ability to independently coordinate program operations with minimal supervision. Excellent judgment, appropriate discretion, and skill in prioritizing multiple competing deadlines are needed to successfully integrate the various aspects of research administration and program control. The Program Coordinator will serve as the Program liaison to UW administrative departments, scientific research collaborators, and outside funding agencies to assure successful submission of grant proposals, publications, and to organize meetings and scientific symposia. S/he will rely on excellent verbal and written communication skills and the ability to prioritize a variety of tasks and timelines in order to serve as the group representative to vendors, advocacy groups, scientists, and the general public.
Duties and Responsibilities:
Program Coordination and Administration
Plan and manage complex faculty schedules/calendars, travel, collaborative research meetings, and education symposia on a local, regional, and international basis
Answer phones, emails, and coordinate meetings, conferences and staff events, including assisting with agendas/announcements, arranging conference rooms, audiovisual equipment, food/beverages
Coordinate office moves, update and develop office policies and procedures, and establish quality controls for office operations to ensure efficiency
Manage staff on-boarding process; including new hire orientation and training coordination for laboratory and clinical research staff, volunteers and students
Advise staff and students on administrative issues pertaining to facility and program resources, and required training to meet federal, state, and University compliance needs
Develop and implement administrative standard operating procedures specific to the program
Develop and maintain detailed audit records in support of program specific policy and procedures
Serve as liaison for Dept. of Medicine IT Help Desk, for staff and faculty IT support; including computer troubleshooting, software installation, etc.
Publications, Communications, Special Projects
Maintain Tumor Vaccine Group web site including development of specialized sections and management of TVG intranet and other internal and electronic communications
Work collaboratively with investigators to publish research findings in a variety of formats, including posters, abstracts, manuscripts, and oral seminars.
Edit and format publications, maintain publication timelines and databases, and communicate directly with publishers to facilitate submissions
Coordinate community outreach events
Other duties as assigned by supervisor related to the office and program operations
Grant and Contract Management
Assist with grant and contract pre-award proposal coordination and submission to ensure grant proposals and grant-related documentation is submitted on time and in compliance with institution and sponsor requirements
Format documents, obtain signatures and biosketches, compile grant documents, and ship via FedEx when needed
In coordination with the TVG Administrator, assist with grant and contract post-award reporting activities
Assist the TVG fiscal specialist in initiating standing purchase orders, negotiating sole source specifications
Develop, modify and maintain data for multiple record keeping and reporting tasks for varied and complex research projects using existing MS Access Database
For detailed information on Benefits for this position click here.
High school graduation or equivalent AND two years of experience in experience in the university administrative environment OR equivalent education/experience.
A high level of proficiency with PC computer environments and expertise in office software including MS Outlook, Word, Excel, and PowerPoint
Strong organizational skills and attention to detail
Excellent professional written, verbal, and interpersonal communication skills
Ability to effectively manage work under competing deadlines
Ability to independently problem-solve and make decisions within scope of position
Experience working directly with faculty members and scientific staff on grant applications and publications
Demonstrated ability to collaborate effectively and diplomatically with internal and external collaborators and be flexible in a multitude of professional situations
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Experience working with UW fiscal and administrative systems and departments.
Experience with EndNote and Adobe Suite
Experience developing and maintaining web sites
CONDITION OF EMPLOYMENT:
The Tumor Vaccine Group is located at the UW Medicine at South Lake Union campus in a translational research environment that includes laboratory, clinical research and administrative office areas. Work is typically deadline driven and requires a high level of accuracy, extensive communication with scientists, staff and external collaborators from diverse backgrounds. Work week occasionally exceeds 40 hours in order to complete projects or meet deadlines.
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, Criminal Conviction History, 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.