Program Operations Specialist

Job Description

PROGRAM OPERATIONS SPECIALIST

Req #: 245409 Department: DEPARTMENT OF MEDICINE: HEMATOLOGY & ONCOLOGY Appointing Department Web Address: https://hemonc.uw.edu/ Job Location: Remote/Hybrid, Seattle - Other, Seattle - South Lake Union Job Location Detail: This job is located at the Fred Hutchinson Cancer Center at the South Lake Union. This is a hybrid position. Posting Date: 04/18/2025 Closing Info: Open Until Filled Salary: $6,250 - $7,500 per month Other Compensation: Shift: First Shift Benefits: 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. 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.
POSITION PURPOSE
The University of Washington's Division of Hematology and Oncology includes over 40 faculty members located at the UW Medical Center, the Fred Hutchinson Cancer Center 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 Division of Hematology and Oncology has an outstanding opportunity for a full-time Program Operations Specialist. This position works with both the Pre-Award and Post-Award team to manage, administer, and assist with program financial operations of the Hematologic Malignancies Research Program, as well as process protocol amendments, negotiate budget amendments, and facilitate contract amendment execution for pharmaceutical-sponsored and investigator-initiated clinical trials. This position is responsible for independently implementing and managing aspects of multiple projects, program coordination, program operations, and other projects as assigned.
The Program Operations Specialist will maintain daily and dynamic communication with the study investigators, research staff, University departments, Fred Hutchinson Cancer Center (FHCC) departments, and pharmaceutical sponsors. They will work with the faculty, clinical, and research teams to effectively facilitate workflow and promote sound fiscal organization.
This position is required to use independent judgment, critical-analytical thinking, and expert knowledge of the academic clinical trial healthcare operations to effectively facilitate the workflow and support a robust clinical and research program. It is critical that this position be able to prioritize numerous concurrent and time-sensitive tasks and manage both short term and long-term multi-step tasks. The position will maintain dynamic communication with the faculty, research program manager, clinical team, research staff, numerous UW, and FHCC departments, federal agencies and industry partners.
This position is supervised by and reports to the incumbent Research Program Manager of the Hematologic Malignancies research program. This position will work in tandem with both the Pre-Award and Post-Award fiscal teams.
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, administrative management, and fiscal management for the Hematologic Malignancies Research Program in the Division of Hematology and Oncology.
DUTIES AND RESPONSIBILITIES
This position must be able to work independently under administrative direction on multiple research projects without benefit of written policies or procedures. This position requires daily interaction with team members, and may require interaction with pharmaceutical sponsors, contract research organizations, the U.S. Food and Drug Administration, health care personnel, clinical team, faculty, and patients as needed.
Budget and Contract Amendments (60%)

Receive and process budget amendments and other protocol documents from clinical trial sponsors.

Assist with development and implementation of protocol amendments and protocol documents for investigator-initiated trials.

Review study calendars, billing grids, and budget entry information within the Clinical Trial Management System (CTMS) to ensure efficient and compliant research revenue cycle operations.

Process budget and contract amendments by independently negotiating successful clinical trial budget amendments and payment terms with study sponsors.

Create new eGC1s, if required, for budget/contract amendment processing in accordance with OSP policies.

Partner with Research Manager, faculty, and fiscal staff to strengthen clinical research revenue cycle operations, ensuring smooth and efficient functioning with a goal of standardization.

Develop tools and metrics to track and analyze implemented process for improvements.

Interpret, analyze, and implement all institutional, state, and federal policies relates to clinical research fiscal cycle administration including Medicare Clinical Trials Policy and Medicare Secondary Payer Rule; function as subject matter expert on such policies.

Other duties/projects, as assigned.
Fiscal Management (40%)

Analyze and understand clinical research budgets, financial needs, and contract language.

Monitor contract terms and conditions, ensuring compliance with payment terms.

Oversee the end-to-end accounts receivable invoicing process for clinical trial projects, including generating, reviewing, issuing, receiving, and reconciling sponsor invoices with accuracy and efficiency.

Proactively follow-up on outstanding payments and drive efficient collection efforts to maintain financial integrity.

Manage and review clinical billing charges, patient reimbursements, and stipends to ensure accuracy and compliance.

Ensure accuracy in clinical trial care invoices by cross-referencing with agreements and Medicare rules.

Assist in maintaining and updating clinical trial data in OnCore-CTMS.

Support the tracking and management of accounts receivable, ensuring accurate allocation to clinical trial budgets for financial transparency and compliance.
MINIMUM REQUIREMENTS

Bachelor's Degree in science or health-related field.

A minimum of 2-year experience in clinical research project coordination/management, and knowledge of FDA and NIH requirements relating to research involving human subjects.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
ADDITIONAL REQUIREMENTS

Experience in working in clinic with oncology patients. Being able to work in fast-pace clinical research program.

Experience in clinical trial research coordinator, implementation, and analysis.

Strong attention to detail.

Excellent written and verbal communication skills (i.e. ability to communicate effectively both verbally and in writing, and to work effectively with colleagues and study sponsor representatives).

Strong organization skills and demonstrated ability to prioritize multiple projects, simultaneously.

Applicants selected for this position who have not already completed the training for clinical research involving human subjects will be required to complete it within 90 days of hire.
DESIRED QUALIFICATIONS

Prior working experience at the UWMC and/or FHCC.

Knowledge of OnCore CTMS software.

Experience developing clinical trial budgets.

Experience in clinical trial financials.

Experience in an academic environment.
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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .

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