Job Information
University of Washington PROGRAM OPERATIONS SPECIALIST in Seattle, Washington
Req #: 240516
Department: DEPARTMENT OF MEDICINE: HEMATOLOGY & ONCOLOGY
Appointing Department Web Address: https://hemonc.uw.edu/
Job Location Detail: This is located at the Fred Hutchinson Cancer Center. This is a hybrid position.
Posting Date: 10/31/2024
Closing Info: Open Until Filled
Salary: $6,000 - $7,000 per month
Limited Recruitment: Open to UW 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 Division of Hematology and Oncology has an outstanding opportunity for a Program Operations Specialist to join their team. POSITION PURPOSE The Division of Hematology and Oncology has a dynamic and innovative opportunity for a full-time Program Operations Specialist within our Central Administration team based at Fred Hutchinson Cancer Center campus. This position will have dual reporting to Associate Administrator for Finance and Grants and the Associate Administrator of HR and Operations for the Division of Medical Oncology, and works closely with leadership in the Division of Medical Oncology, Department of Medicine, School of Medicine, UW Campus, Cancer Care Consortium, Fred Hutchinson Cancer Center, and external community hospitals in an effort to build and grow efficient and effective operations and research processes that are vital to our mission. This position will routinely exercise independent judgment and decision-making skills, set their own work priorities, develop, interpret and implement divisional policies for the Division central administration office, and provide direction, expertise, and assistance to Hematology and Oncology leadership located on all the campuses.
POSITION COMPLEXITIES:
The University of Washington's Division of Hematology and Oncology's includes over 400 faculty members, 250 staff members, and 40 contract workers spread across 12 locations in the Puget Sound Region including the UW Medical Center (Montlake and Northwest), Fred Hutchinson Cancer Center (FHCC), Harborview Medical Center (HMC), the VA Puget Sound Health Care System (VAPSHCS), Evergreen Health in Kirkland, Overlake Hospital in Bellevue, Issaquah, the Peninsula, BloodWorks Northwest, Washington Institute of Coagulation, and the UW South Lake Union campus. The Hematology and Oncology Division has 10 disease programs focusing on cutting edge clinical research to bring new therapies for patients with cancer and hematologic diseases. At any given time, these 10 disease teams conduct more than 350 clinical trials with over 2000 enrollees. In addition, the division has 10 research laboratories conducting critical basic and translational research. Our division is deeply committed to maintaining its position as one of the leading centers for research and treatment of cancer and hematologic disease in the world.
This position requires substantial organizational, problem-solving, and project management skills, as well as individual initiative and excellent communication skills. This position entails frequent and substantive interactions both within and outside Division and involves sensitive and confidential matters; using good judgment, tact, and discretion are a necessity. This position requires accuracy, efficiency, flexibility, and a desire to serve multiple stakeholders, while working within UW regulations.
This position also requires excellent written and oral communication skills, the ability to handle sensitive and confidential information, and project management skills in a multi-task, high-stress environment.
POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY:
The mission statement of the University of Washington Medical Center states that the Medical Center serves as a research resource, providing an environment in which clinical research may be conducted. This position is essential to that mission. This position provides significant contributions to program operations and administrative management for the Division of Hematology and Oncology.
DUTIES AND RESPONSIBILITIES The incumbent assists the Associate Administrators in maintaining a successful and compliant Division Operations program that provides a critical enabling capability to the Division of Hematology and Oncology; this permits our faculty and staff to optimally conduct cancer research that has profound importance to our society. This key position enables the seamless maintenance of the Division’s Operations capability, which permits our staff to successfully receive the highest level of human resources guidance and support.
Fiscal and Grant Management (50%)
Create and submit pre award and after the fact awards and proposals, through the SAGE application, for Staff Assignments, Clinical Trials and Grants.
Create complicated SAGE Budgets for applications, MODs and ASRs.
Create and submit MODs, ASRs and ensure correct documentation and submission process, including extensions and contract amendments.
Calculate Post Award Fiscal Compliance sheets to reconcile Employee Compensation Certification (ECC) for all faculty in the Division
Mentor and coach fiscal leadership on the application of NIH Salary Cap Cost Share in the ECC process.
Division lead for Payroll Accounting Adjustments, reviewing submissions from fiscal staff for accuracy and determining necessity before submitting through Workday.
Serve as division liaison with the School of Medicine’s Administrative Business Center (ABC) to ensure faculty are aware of and fully utilizing the support for applications and proposals for funding.
Manage and work with subrecipients/subcontracts to meet requirements and timelines, for both incoming and outgoing subcontracts, reporting and spending requirements etc.
Prepare quarterly budget variance reports for assigned PIs. Meet with PIs on a regularly scheduled basis to review individual financial portfolios.
Conduct various statistical analyses, modeling, and projections involving fiscal/budget data. Participate in the preparation of biennial budget summaries; analyze and interpret the data for decision-making by the PIs, Lab Managers, and the Associate Administrator for Finance.
Oversee and manage special projects, reports and presentations as requested.
Recommend and initiate improvements for data organization as needed.
Recommend and initiate appropriate internal controls and audit trails to assure proper and appropriate charges to budgets; investigate questionable entries and initiate corrective measures.
Participate and attend MRAM, RAPN, and other research-related events/meetings and provide updates as needed to stakeholders, present updates during staff meetings.
Evaluate, analyze and rebudget line items in accordance with sponsor and institutional polices, communicating requests and justifications to sponsors, including funding and extension requests.
Through UW GCA, ensure all reporting requirements are met within contract stated deadlines. Including reporting requirements for sub awards issued by the Division.Strategic/Program Management, Implementation and IT Support- (40%)
Lead the merging of the Financial Data Model (FDM) for Hematology and Oncology, merging the hierarchies and eliminating redundant cost centers.
Lead the merging of the divisions in operations, SOP revisions, employee management, task flow management etc.
Lead design, creation and implementation of division Intranet as the sole information source, populating the source with up to date and tracked SOP’s, dashboards and information.
Lead change management and orientation of divisional staff to the shared information source. Manage the move away from current IT infrastructure to new platform.
Evaluate and optimize division administrative support infrastructure for over 80 clinically active faculty. Make recommendations and implement changes to standardize operations for greater efficiency, in alignment with division goals and available resources
Responsible for continuity planning and strategic implementation in preparation for division research administration changes and fluctuations in alignment with division and Fred Hutchinson initiatives.
Oversee special projects in research administration and operations as needed
Advise, manage and contribute program management expertise to multiple teams across the UWMC, FHCC and other sites of practiceDiversity, Equity, Inclusion, and Organizational Development (10%)
Partner with Administrator, Associate Administrator, and other DEI team members to develop and implement Division DEI initiatives to further the Division’s efforts of increasing diversity, equity, and inclusion.
Partner with Administrator, Associate Administrator, and other DEI team members on DEI initiatives and training opportunities for Division faculty, staff, and disease programs.
Serve as a division staff member DEI champion
Foster strong working relationships and a place of diversity, equity and inclusion with faculty, staff, program managers and department/school/university leadership to work toward an environment of innovation and change.
Establish and grow division-wide organizational development initiatives and best practices.
Identify opportunities and oversee implementation of team building and employee recognition events MINIMUM REQUIREMENTS
Bachelor's Degree in business or equivalent experience or other related field.
A minimum of three years’ experience in program operations and/or finance at a diverse, multi-faceted organization.Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED QUALIFICATIONS Previous work experience in an academic university, clinic, and/or administrative environment.
Equivalent experience may substitute for degree requirement.
Excellent oral and written skills.
Proven leadership, communication, team-building and problem-solving capability.
Demonstrated ability to work highly efficiently with a high-level of productivity. Application Process: The application process 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 access 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.#UWDeptMedicineJobs
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.