Program Manager (Job #9517)
Case Western Reserve University

Job Info

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POSITION OBJECTIVE

Working with considerable independence and under general direction, the Program Manager provides support and coordinates all general activities of the Case Comprehensive Cancer Center (CCC). This includes Case CCC sponsored conferences and symposiums, visits by NIH and other funding agencies, internal and external advisory boards, scientific seminars and scientific review sessions, Case CCC Seminar Series, programmatic retreats and support for the Case CCC leadership team. The Case CCC is a partnership organization supporting all cancer related research efforts at Case Western Reserve University, University Hospitals Cleveland Medical Center, and the Cleveland Clinic. The department coordinator must exercise judgment and discretion in handling assigned responsibilities, including the ability to resolve problems, exceptions and variations in the work or department services. Assignments may be long-term and requires the individual to rely on own resources in task accomplishment.

ESSENTIAL FUNCTIONS

1. Manage and develop all activities related to the weekly Cancer Center Seminar Series that include national and international speakers. Research potential speakers in partnership with Case CCC program leaders. Speakers align with the Case CCC research programs; Molecular Oncology, Cancer Genomics & Epigenomics, Developmental Therapeutics, Immune Oncology, Cancer Imaging and Population and Cancer Prevention. Activities of Seminar Series included managing mini retreats before and/or after the Seminar Series lecture, which include presentations from the three partner institutions intended to drive collaboration, arranging all travel for each speaker, advertising, poster/flyer design, and managing the calendar. This Seminar Series is pivotal for the Comprehensive designation of the Case Comprehensive Cancer Center. Be the department resource for CME applications and submit CME applications as needed for seminar series and conferences (15%).
2. Provide administrative and logistic support for the center and its executive leadership. Serve as the administrative expert for internal and external constituencies on all matters pertaining to the department. Consult and represent center's executive directors, as designated, in communicating with internal and external constituents including preparation of correspondence and reports. Develop efficient, computer-based methods for tracking efficiencies in programming through relational databases and reports. Develop and prepare reports and analysis to support the planning process and to monitor implementation. Continuously monitor and evaluate the efficiency and effectiveness of Case CCC programming (30%).

• Administer all aspects of the department including planning meetings, virtual and in person: collect, organize, prepare, and distribute all agenda material. Determine venues and contractors for various seminars and meetings. Oversee the negotiation terms, execution, and administration of multiple contracts with facilities vendors for services, in accordance with budget constraints and University policies and procedures. Follow up on actions from the meetings, independently prepare all necessary correspondence, and then submit to department and/or appropriate additional staff. Maintain calendars by scheduling appointments, meetings, webinars, and conferences, etc. for leadership and national initiatives. Assist with implementation of complex and high-level special projects (15%).
• Serve an active role on the leadership team in developing long and short-term center strategic planning. Coordinate the internal and external advisory board meetings and executive leadership meetings as outlined by NCI. Coordination includes all travel arrangements, logistic communication internally and externally, reservations and catering. Coordinate multi-investigator meetings when multiple institutions or multiple leaders are involved (15%).
• Responsible for Pcard expenditures and transactions. Review and reconcile all monthly financial statements to ensure expenses are valid and assigned to correct funding source. Track purchase orders and payment processes. Order office supplies including purchasing products/services. Maintain accurate documentation for budget reconciliation. (10%).
• Process paperwork for Honoraria. Manage travel arrangements for the department. Process reimbursements, honorariums, and travel expense reports. Assist faculty, student and staff with business travel arrangements. Attend all training sessions related to travel and travel regulations. Be the departmental resource pertaining to the policies and procedures related to travel. Process Travel Reimbursement forms in a timely way; follow up to assure payments were processed (10%).

NONESSENTIAL FUNCTIONS

1. Cross train with the other department staff members. (3%)
2. Perform other duties as assigned. (2%)

CONTACTS

Department: Daily contact with departmental staff, faculty, executive directors, and/or support staff for operational communication and coordinating day to day activities.

University: Daily contact with other university administrative areas and centers at all levels for overall operational functioning of the center including but not limited to; School of Medicine-based offices such as Human Resources, Faculty Affairs, and Central Payroll or University Technology.

External: Frequent contact with constituents including elected officials, agency, business, and community leaders, and travel and vendors to provide/coordinate/exchange information.

Students: Continuous interaction with students to exchange information.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees. May direct the work of students.

QUALIFICATIONS

Education and Experience: High school education and at least 6 years of related experience OR Bachelor's degree and 3 years of related experience. Experience, education or training in public health, education, government relations, and/or academic medical settings is highly desirable.

REQUIRED SKILLS

1. Excellent communication skills. Giving full attention to what other people are saying and taking the time to understand key points being made, asking questions as appropriate. Communicating effectively in writing as appropriate for the targeted audience. Professional phone/speaking skills. Talking to others to convey information effectively.
2. Must have detailed knowledge of department's goals, visions, and priorities.
3. Ability to actively learn and understand the implications of new information for both current and future problem solving and decision-making.
4. Well-developed writing and research skills.
5. Self-motivated with superior time usage skills; comfortable with concurrent deadlines and fast turnaround times.
6. Spelling, vocabulary, grammar and reading comprehension of work-related documents.
7. Aptitude for math with a high comfort level working with numbers, formulas, and spreadsheets.
8. Understand procurement and financial billing.
9. Ability to anticipate needs, errors, and omissions before they occur.
10. Attention to quality and detail are essential; flexibility, tact, and responsiveness are required.
11. Ability to handle confidential, sensitive information is essential.
12. Skilled computer experience including Microsoft Office, Google documents, retrieval of web-based information, website content, telepresence/videoconferencing/webinars, and Adobe Acrobat Pro software, Outlook/Google calendars.
13. Experience with office resources and equipment including phones and telecommunications systems, fax machines, copy machines, and TTY devices.
14. Ability to create a broad range of professional documents and templates for internal and external communications and reports.
15. Knowledge of fund development resources and hands-on experience with proposal submission processes.
16. Understanding of and ability to manage marketing and communications duties as assigned.
17. In a fast-paced environment, the ability to perform multiple tasks at once while focusing on priorities and meeting deadlines.
18. Ability to meet consistent attendance and be a team player
19. Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

The work setting is a general office environment but more physical duties such as transporting office supplies and equipment may be assigned. This position may require occasional and often unexpected longer than 8-hour days during the week and/or on weekends. The employee will perform repetitive motion using computer mouse and keyboard to type.

This job has expired.