ADMINISTRATIVE ASSISTANT SUPERVISOR (FIXED DURATION/TEMPORARY)

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 Genitourinary Medical Oncology (GUMO) Clinical Trials Core (CTC) in the Department of Medicine’s Division of Hematology and Oncology has an outstanding opportunity for a Temporary , Full-Time Administrative Assistant Supervisor based at the Fred Hutchinson Cancer Center. This position supervises support staff in the GUMO research program, coordinates program operations, acts as a liaison between the program and outside organizations and promotes staff development.

Provide broad range of high-level faculty support to 8+ physicians using independent judgement; oversee, direct and coordinate program support activities; assist the Clinical Research Program Manager in setting and prioritizing goals for the department; coordinate, schedule and monitor program activities to determine consistency with program goals; provide support for and promote team development within the department; prepare work schedules and ensure that sufficient administrative coverage is provided; monitor staff activities to ensure that standards of timeliness, accuracy and professionalism are maintained; prepare reports; act as a liaison between the program and outside organizations; prepare and edit external communications.

Job duties include:

PROGRAM OPERATIONS (70%)

• Directs coordination of various Program meetings, including the Tumor Board Meeting, Multiple GUMO Meetings (advanced and localized disease), GUMO Faculty/Staff Meeting, Research Team Weekly Meeting.
• Makes recommendations to Business Manager for changes in supplies, equipment, or procedures to improve efficiency or to reduce costs in accordance to program goals.
• Contributes to development and implementation of departmental policies and procedures and standards of work, using a high degree of independent judgement.
• Informs staff members of department policies, rules and regulations.
• Prepares reports with respect to program goals, for example enrollment metrics and program abstracts, publications and citations.
• Edits external communications for style, voice, and content with respect to program goals.
• Assists in preparation and editing of grants and proposals, grant submission.
• Gift/Surplus and Sponsored Program budget reconciliation and management.
• Receive and reconcile sponsor payments.
• Create and maintain study specific financial trackers.
• Create of submission of study invoices to sponsors.
• Attend meetings and/or conferences as department representative.
• Contributes to development and implementation of program policies and procedures and standards of work.
• Prepares and/or edits meeting agendas and minutes for various program meetings.
• Other program support duties as needed.

FACULTY SUPPORT (20%)

• Coordinates faculty meetings, presentations, interviews and travel.
• Creates detailed faculty travel itineraries.
• Updates and maintains faculty CVs, Bio sketches and Biographies as needed.
• Creates and edits presentations, manuscripts and external correspondence on behalf of faculty, using a high degree of independent judgment.
• Oversee and/or execute office operations including: ordering supplies and equipment within department guidelines, coordinating office moves, orienting and training staff, updating and developing office policies and procedures, and establishing quality controls for office operations to ensure efficiency.
• Coordinate processes related to faculty recruitment, appointment and promotion.
• Other administrative duties as needed.

SUPERVISORY DUTIES (10%)

• Hire, train and supervise Program Coordinator (1.0 FTE).

Minimum Qualifications

• Requires High School/GED AND five years of office or administrative support experience to include one year of experience as a lead or supervisor OR an equivalent combination of education and experience.

Required Job Knowledge and Skills
• 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.

Desirable Qualifications
• BA and BS in Science and or Biology.
• Experience with UW and Department of Medicine systems, such as Workday, SAGE, EPIC, etc.
• Understanding of clinical trials research processes and grant application cycles. 

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.