MEDICAL PHYSICS PROGRAM COORDINATOR

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The Radiation Oncology Department has an outstanding opportunity for a Medical Physics Program Coordinator to join their team.

The purpose of this position is to coordinate the day-to-day administration of a division within the cancer care program at the University of Washington and Fred Hutch Cancer Center. The focus of this position is on the Medical Physics program within the Department of Radiation Oncology. The Medical Physics Program Coordinator partners with staff and faculty leaders in this division to manage programs, coordinate the residency education program and otherwise facilitate special programs that benefit the entire department.    

This position will navigate and manage the complexities of the medical physics program.  As background the medical physics program resides within the Department of Radiation Oncology.  The Department consists of approximately 80 faculty members, made up of MDs, MD PhD, PhD Medical Physics and Advanced Practice Providers.  The department focuses on three major areas:  clinical care, teaching and research.  The faculty, Medical Physicists and MDs, provide patient care at 6 separate locations within: UWMC- Montlake, Harborview Medical Center, the Fred Hutch Cancer Center (FHCC)-South Lake Union, FHCC-Northwest Hospital, FHCC-Seattle Proton Center, and FHCC-Peninsula in Poulsbo, WA.   The medical physics program also provides services to the UW Cyclotron Center, the only cyclotron in the world offering neutron therapy for cancer patients.  The program also has a residency program and post doctorate appointees.  Faculty within this program are engaged in a variety of research projects.  The financial structure of the program includes multiple service contracts for the faculties’ time at their various sites of practice and externally funded research.  The physics program participates in several national and international collaboratives focused on development of new technologies and research in developing new care models.

The Medical Physics Program Coordinator will be responsible for ensuring adherence to university policies regarding faculty and staff professionalism, clear and consistent processes required for the medical physics residency program, reviewing and maintaining non-disclosure agreements with members of research collaboratives securing legal review and appropriate signatures.

DUTIES AND RESPONSIBILITIES
Medical Physics program – 50%

• Prepare and maintain tracking system for faculty and physics staff leave and professional development time.

• Prepare and publish clinical call schedules, work with Department Faculty Specialist to ensure department scheduling system is accurate and incorporates medical physics data.

• Prepare routine faculty and physics staff deployment/FTE allocations across multiple practice locations.

• Review professional service agreements, prepare faculty salary assignments and report to the Assistant Director of Finance on correct salary allocations.

• Review and process outside vendor contracts, non-disclosure agreements and collaboration agreements in partnership with the Director and Vice Chair of Medical physics, the Vice Chair of Finance and Administration and the Business Affairs staff within the Dean’s office.

• Working with the Director and Vice Chair of Medical physics and clinical physics site leads, independently coordinate all medical-physics related meetings.

• Work with department HR specialist on faculty and physics staff recruitment, including review of resumes and coordination of interviews.

• Ensure new faculty and physics staff are properly onboarded in collaboration with department Faculty Affairs specialist and HR specialist such as ensuring faculty and physics staff have all permissions required by each clinical practice site such as badges, parking, computers/software and work space.

• Arrange and support program subcommittees at the request of the Director and Vice Chair of Medical Physics.

• Monitor faculty certification status and continuing education credits.

• Maintain records and serve as administrative liaison to the Office of Radiation Safety

Medical Physics Director and Vice Chair administrative support – 15%

• Meet regularly with the Director and Vice Chair of Medical Physics to provide updates on work assignments.

• Provide administrative support for scheduling meetings and maintaining his/her outlook calendar.

• Provide special projects as assigned, such as updating contact lists, and reviewing content on department website.

Medical Physics residency program – 20%   

• Work with medical physics residency program director to ensure program meets certification requirements. 

• Serve as point of contact for external parties interested in the residency at UW. 

• Coordinate resident applicant interviews and annual reviews. 

• Manage the resident program budget, including faculty director and resident travel, purchasing educational materials, monitoring professional development expenses and ordering program supplies.  

• Field questions from applicants and faculty regarding visas and consult with department HR specialist on all visa matters.

• Arrange for pagers, ID badges, Husky Cards, keys, lab coats, etc. for residents.

• Produce appointment packet for incoming residents and distribute in timely manner

• Provide administrative support for the RadOnc new resident orientation.

• Assist in the preparation of appropriate letters of recommendation for graduates and completion of verification requests for completion of training.

• Organize Graduation Celebrations.

• Coordinate resident exit process (deactivating accounts, collecting badges and pagers, etc.).

• Process graduation certificates, in consultation with medical physics residency program director.

Other duties – 15%

• Participate in department-wide operations reviews, system planning and process improvement initiatives as assigned by the Vice Chair of Finance and Administration in collaboration with the Director and Vice Chair of Medical Physics.

• Participate in the on-site administrative staff rotation in conjunction with other department program specialists and executive assistants to unit heads.

• Coordinate radiation oncology medical student education program.

• Other duties to be determined.

MINIMUM REQUIREMENTS