Program Assistant -- Department of Medicine, Division of Hematology & Oncology

Job Description

The Department of Medicine, Division of Hematology & Oncology has an outstanding opportunity for a Program Assistant to join their Thoracic, Head & Neck Oncology Clinical Trials Research Program.

About this Opportunity

Reporting to the Program Coordinator, and with direction from the Program Manager, in the UW Thoracic, Head & Neck Oncology Research (THN) Program, the Program Assistant provides programmatic, operational, and administrative support for the program's clinical, academic, and research activities. This position serves as a key coordination resource for faculty, research staff, trainees, and administrative partners, facilitating communication, scheduling, document management, and operational workflows that support patient-centered research and faculty productivity. The Program Assistant coordinates activities across multiple functional areas, including clinical research operations, finance, regulatory affairs, and academic administration, ensuring efficient program operations and consistent application of departmental policies and procedures.

The Program Assistant is a part-time (50% FTE) position and works on-site at the Fred Hutch Cancer Center (FHCC). The position may be eligible to be considered for a hybrid telework work schedule based on business needs, once fully trained and demonstrating telework readiness.

Key Responsibilities

Program and Stakeholder Support (35%)

• Serve as an initial point of contact for the THN Program, providing information and guidance to faculty, staff, trainees, institutional partners, sponsors, and external stakeholders regarding program activities, processes, and resources.
• Coordinate and facilitate communication among faculty, research coordinators, regulatory staff, finance personnel, and other departments to support program initiatives and operational needs.
• Support the implementation and maintenance of program policies, procedures, and operational workflows.
• Monitor and respond to communications sent to the THN program’s shared email inbox.
• Maintain shared program resources, calendars, contact lists, and program documentation to support efficient operations and continuity of services.
• Coordinate logistics and materials for program meetings, retreats, educational activities, recruitment activities, and multidisciplinary conferences.
• Assist with tracking and monitoring recurring program deadlines, faculty renewals, training requirements, and operational activities.
• Support program improvement initiatives and implementation of new systems, tools, and operational processes.
• Provide cross-coverage for key program functions to ensure continuity during staff absences and periods of increased workload.

Meeting and Event Coordination (35%)

• Coordinate travel arrangements, conference registrations, prepare itineraries, make hotel reservations.
• Coordinate complex faculty schedules across clinical, research, teaching, and administrative responsibilities, ensuring alignment with program priorities and operational needs.
• Assist with maintenance with the program’s shared calendar on Microsoft Outlook by reflecting vacation/out of office schedules of the group.
• Coordinate multidisciplinary meetings and events by managing logistics, stakeholder communications, agendas, materials, audiovisual needs, and follow-up activities to support program objectives.
• Prepare and distribute meeting agendas.

Daily Operations (30%)

• Assist in managing incoming and outgoing mails and faxes.
• Handle all physical mail and scan to appropriate recipients
• Handle faculty lab coat dry cleaning
• Maintain and monitor program equipment, supplies, and shared resources to support efficient program operations and responsible stewardship of departmental assets.
• Contact Help Desk for printer support and troubleshooting, physical moves etc.
• Provide operational support and backup coverage for program leadership functions to ensure continuity of critical administrative, academic, and research-related activities.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

• High school graduation or equivalent AND two years of clerical experience.
• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.
• Applicants who do not meet these minimum qualifications WILL NOT be forwarded to the Hiring Manager.

Additional Qualifications

• Familiarity with medical terminology and in medical oncology or related field
• Experience with clinical research billing
• Experience working with Microsoft Office (Outlook, Word, Excel and PowerPoint)
• Strong communication, interpersonal, teamwork, and customer service skills
• Excellent organizational and problem-solving skills, including the demonstrated ability to multi-task and to independently prioritize workload

Preferred Qualifications

• Bachelor’s degree with coursework in a relevant field
• Experience with EndNote, Microsoft Applications (including SharePoint), and Adobe Acrobat
• Familiar with UW financial and grant procedures and systems (My Financial Desktop, Ariba, SAGE)
• Understanding of clinical trials research processes
• Experience at Fred Hutch Cancer Center or similar Medical Oncology setting

Working Conditions

• This position is in a clinical and research setting that is located on the Fred Hutch Cancer Center campus and may require workday travel between local affiliate locations.
• This position will work concurrently on multiple projects under general direction.
• Work is part-time and there may be meetings or appointments over which an individual has no control and that require a flexible schedule in order to accommodate program deadlines.

About the Team

The University of Washington's Division of Hematology & Oncology includes 200+ staff members and 450+ faculty members located at the UW Medical Center (UWMC), the Fred Hutch Cancer Center (FHCC), and the VA Puget Sound Health Care System. As the premier hematology/oncology program in the Pacific Northwest, we balance the twin aims of innovative, life-saving research and knowledge-driven, patient-focused cancer care. Over the past 40 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 Thoracic, Head & Neck (THN) Research Program manages a diverse portfolio of early-phase, investigator-initiated, cooperative group, and industry-sponsored clinical trials focused on thoracic and head and neck malignancies. The program supports multidisciplinary clinical research activities involving physicians, advanced practice providers, research coordinators, data coordinators, regulatory specialists, sponsors, and institutional partners.

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Compensation, Benefits and Position Details

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About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

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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