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Administrative Program Coordinator
City of Hope
Supports the development of a multi-disciplinary, site-specific cancer program and its clinical and translational research operations. In collaboration with SVP, Research Operations, Program Leader(s), Department Chair, and COH administrative leadership, facilitates and coordinates the program development activities across the division and institution. The Coordinator is the central administrative liaison between
the program and all COH departments and resources.
Key Responsibilities include:
Prepares internal and sponsor requested documents and assists with grant application submissions.
Process contracts within MediTract as needed, working with vendors, OSR, OTL, Contract Management, and Legal.
Order laboratory and office supplies using the eProcurement system in Peoplesoft and reconcile charges to ensure items are received.
Interface with ITS, engineering and BIS for laboratory, facilities, and computer related issues.
Makes appointments and travel arrangements, and submits reimbursement for faculty and staff
Establishes, maintains, and organizes e-files in shared folders.
Coordinates clinical research projects via facilitating operational and administrative tasks and acting as program liaison for sponsored research, clinical trials office, IRB, and other relevant offices by ensuing deadlines are met, documentation is complete and timely, developing necessary project budgets and providing writing and editing assistance.
Coordinates data management activities via facilitating operational and administrative tasks and acting as program liaison for Information Sciences and other relevant offices by providing necessary documentation effectively communicating data needs.
Creates agendas for business meetings with Marketing, Development, Finance and other relevant City of Hope personnel integral to the Program’s business operations. Ensures resulting action items for ongoing and new projects are fulfilled as key member of project(s) team.
Coordinates basic, clinical and/or translational research meetings and research retreats with relevant physicians, scientists and other research support staff by creating agendas, collecting and sharing appropriate information and reports and ensuring resulting action items are fulfilled.
Provides ongoing communication to Supervisor and Administration regarding program development, fulfillment of program goals and information that may impact fulfillment of goals and budgeted targets.
Coordinates program’s participation in COH internal education programs such as Tumor Board and external educational programs such as CME conferences by drafting agendas and submitting appropriate information to internal and external offices.
Collects, maintains and tracks relevant measures of program success – clinical trial accrual, grants and manuscripts awarded/submitted, patient volume, finances, quality outcomes etc. in collaboration with other members (disease program support groups/CTO clusters) of relevant programs.
Works closely with Program Leader(s) in identifying and prioritizing the Programs’ administrative, operational, research and resource needs. Create project and business plans to outline needs and strategies for fulfilling needs.
Works with Marketing Office to support development of marketing plan. Maintains and updates program specific website in coordination with web marketing team.
Basic education, experience and skills required for consideration:
Bachelor’s Degree Required, Research Experience a Plus.
3 or more years of progressively responsible experience working in academic and science lab environment, prior experience working on grant applications, knowledge of reference libraries, such as Endnote and Mendeley, the conduct of health science
research or an equivalent combination of education and experience.