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Job Details

CTO ADMINISTRATIVE PROGRAM OPERATIONS SPECIALIST

Salary
Salary is commensurate with ex

Location
Seattle, WA

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Shift:
First Shift
Notes:
As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, click here
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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years.

UW Medicine works to improve the health of the public by advancing medical knowledge, providing outstanding primary and specialty medical care to people of the region, and preparing tomorrow’s physicians, scientists and other health professionals. Within the large UW Medicine health system, the School of Medicine (SOM) is a world leader in biomedical research, with the largest biomedical research program at a public university based on National Institutes of Health funding and ranking among the top research universities internationally.

The Clinical Trials Office (CTO) supports the clinical research mission of UW Medicine. The CTO is an operational unit within the SOM’s Office of Research and Graduate Education charged with providing multi-service support to clinical researchers bringing important new therapies to our patients in compliance with evolving regulatory requirements, and ensuring that research budgets and billing plans be fiscally sound. Administrative Program within the CTO provides full administrative and operational support to the CTO Director and the CTO team across all lines of service.

The Clinical Trials Office has an outstanding opportunity for an Administrative Program Operations Specialist.
The CTO Administrative Program Operations Specialist is the face of the operation since it is often the very first and most important contact with:

- Numerous clinical research faculty, research staff, SOM Division heads and managers, SOM Department chairs and administrators, Dean’s office leadership and staff, Compliance and Research IT leadership, Human Subjects Division and Office of Sponsored Programs leadership, Institute of Translational Health Sciences (ITHS) leadership;
- Tri-institutional Clinical Trial Management System (CTMS) Program Office;
- Executive and other leadership in our partner institutions – Fred Hutchinson Cancer Research Center (Fred Hutch), Seattle Cancer Care Alliance (SCCA), and Seattle Children’s;
- Site liaisons and leadership from global biopharmaceutical and biotech corporation sponsors.

In addition to facilitating and structuring CTO daily operations in close collaboration with the Director, this position is responsible for a wide range of high-level projects designed to expand and enhance CTO services and multi-institutional support.

Aside from standard administrative responsibilities, the incumbent will have the working knowledge of all lines of service within the CTO and will assess, prioritize and independently organize multiple CTO trial start-up, budgeting, regulatory, administrative, and other projects, and triage the numerous queries from clients, sponsors, and partners.

This position will have supervisory responsibilities over student staff and will report to the CTO Director.


Responsibilities
CTO Leadership Team Support
Manage and prioritize CTO Director’s complex meeting schedule with UW institutional and SOM departmental leaderships, C-Suite executives and directors at the partner organizations, leadership of global biotech and biopharma sponsors, as well as, clinical research investigators and research managers across UW Medicine, Fred Hutch, SCCA, and Seattle Children’s.
Perform ongoing operating budget review and reconciliation and consistently communicate budget information to the Director to inform strategic budgetary decisions and adhere to budgetary goals.
Produce well-organized operating reports in response to the Director’s requests for information to enable strategic plan development, tracking of key operating performance metrics, and adherence to target operating goals.
Facilitate Director’s commitments within the tri-institutional CTMS implementation and post-implementation scope.
Independently negotiate and prioritize timelines for incoming projects to maintain adequate commitment by the Director while adhering to the ongoing CTO operational transparency.
Facilitate and assist the CTO leadership with development and implementation of policies and Standard Operating Procedures (SOPs), track revision schedules and keep CTO leadership on target to meet SOP implementation and revision goals.
Assist the CTO leadership with ad-hoc assignments and projects as required.

CTO Operations Support
Supervise three part-time student staff, including hiring, onboarding, schedule coordination across various teams and functions, workload and project distribution, performance review, and off-boarding. Assure continuity of services.
Work with CTO leadership to develop standardized productivity tracking and management tools.
Serve as primary liaison for administrative functions in the office, including space management, procurement, vendor relations, web meeting setup, travel arrangements, administrative onboarding of new employees, IT service requests, event planning, and other administrative functions as assigned.
Assure confidentiality and compliance with HIPAA and other university policies and federal regulations.
Design and implement process improvement strategies related to office operations, CTO teams’ operations, tracking, reporting, and presentation of metrics. Identify operating inefficiencies and process gaps that effect CTO customers and recommend solutions.
Provide independent continuous monitoring of operations and inform the Director and other CTO leadership regarding projects’ progress and challenges.
Apply independent judgment and decision-making skills in a high-pressure, rapid-paced environment to ensure exceptional customer service and outstanding performance in CTO core functions.
Participate in CTO strategic planning and be accountable for achieving the set goals.
Collaborate in the collection and/or evaluation of data to assist in the implementation of new processes and tools.
Work with CTO leadership to develop tools and indicators to ensure quality and timeliness of CTO services.
Compile quarterly and annual CTO output metrics. Facilitate and communicate metrics, and report on productivity and improvements to ensure alignment with department’s strategic goals.
Participate in the design and delivery of training and website content related to CTO services. Collaborate with CRBB Training Specialist on timely and effective topics and content.


REQUIREMENTS
Bachelor’s degree or equivalent combination of work experience and education.
Five years of relevant experience in a fast-paced, complex office environment.
Experience working in academic medical center environment.
Ability to manage competing priorities with minimal direction.
Demonstrated skills in MS Office software.
Demonstrated experience effectively managing multiple project timelines, schedules, and calendars.
Analytical skills to swiftly evaluate incoming information and materials for routing, assignment, and incorporation into active projects.
Excellent written communication skills to draft complex correspondence.
Outstanding verbal and interpersonal communication skills to be able to interact effectively with all levels of leadership, faculty, research staff, sponsors, and clients.
Skill in managing confidential information and processes.
Ability to work effectively and efficiently as a team member.


DESIRED
Experience with complex calendaring in MS Outlook.
Ability to effectively utilize data tracking and metrics in support of productivity and process improvement.
Experience writing SOPs and employee training materials.


CONDITIONS OF EMPLOYMENT
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 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.
The University of Washington is a leader in environmental stewardship & sustainability
, and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer.
To request disability accommodation in the application process, ****-543-6452 (tty) or ****

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