Department Overview:

OHSU Knight Cancer Institute, known as one of the pioneers in personalized cancer medicine, is an international leader in research and cancer treatment. Driven by its mission to end cancer as we know it, the institute is building upon its expertise in targeted treatments to advance the early detection of cancer when the disease is most treatable.
SWOG Cancer Research Network receives Federal grant funding and is one of five cooperative groups that together comprise the National Cancer Institutes, National Clinical Trials Network. SWOG designs and conducts multidisciplinary clinical trials to improve the practice of medicine in preventing, detecting, treating, and enhancing the quality of life of people with cancer. SWOG’s leadership beyond the Group Chair’s Office (GCO) at OHSU includes nearly 80 Executive Officers, Committee Chairs, Vice Chairs, Translational Medicine sub-committee chairs and other related leadership positions. SWOG’s National institutional membership includes over 1,200 institutions.

Function/Duties of Position:

This position is located within SWOG’s Group Chair Office (GCO), reports to SWOG’s Grants & Contracts Manager and coordinates many of SWOG’s post award activities. This position coordinates the SWOG site payment program in which funds are disbursed to SWOG membership sites based upon their patient accruals and specimen collections for SWOG protocols, and coordinates SWOG’s outgoing and incoming subcontracts to OHSU. This position also works with SWOG study teams and the Grants & Contract Manager in compiling requests for supplemental funding on our main NCTN and NCORP grants.

Duties will include:

Every Knight Cancer employee is expected to embody our guiding principles:

• We act BOLDLY—Breakthroughs require pushing the boundaries of science, exploring new frontiers, and thinking differently
• We SUPPORT each other—Respect leads to trust, which leads to excellence
• We work as a CONNECTED team — We must leverage our collective brain power to conquer cancer because no one individual can do it alone

Coordinates the SWOG Study Activity Payments Program

Coordinates the distribution of grant funding to SWOG member sites for clinical trial participation activity (approx. 100 payee sites).

Reviews site payment reports; works with the SWOG Statistical Center on customization of payment reports according to the funding requirements; Identifies and troubleshoots any issues with payment reports. Reviews SWOG Funding Memos for various SWOG protocols and is a content expert, able to communicate details to necessary parties. Processes payments against SWOG grants and contracts appropriately; creates requisitions in Oracle, journal entries, and wire transfers. Notifies sites of payments that are forthcoming. Works to resolve payment issues with sites. Creates reports for site payments as needed by leadership.

Facilitates Execution of Financial Agreements with Member Sites for Clinical Trial Payments

Acts as a liaison between SWOG member sites and OHSU Office of Proposal & Award Management (OPAM) to establish Fixed Price Subcontracts and Professional Service Agreements (PSA) with SWOG member sites for clinical trial payments. Serves as the program content expert and educates SWOG member sites about SWOG and OHSU policies and procedures covering these agreements. Coordinates execution of agreements with new SWOG member sites and amendments for changes in Principal Investigator (PI), termination, Study Chair Payments, or other changes as necessary.

Coordinates Incoming Subcontracts from Non-OHSU Federal Grants and Supplemental Funding Program Requests for SWOG Clinical Trials

Assists Grants & Contracts Manager with establishing incoming subawards and/or supplemental funding program requests, as needed. Works with OPAM and the Grantee institution in establishing incoming subawards, including budget creation and gathering needed documents. Submits manual proposals in InfoEd and works with OHSU approvers and OPAM, as needed. Works with study team and other SWOG staff to create budgets/justifications and gather other application requirements for supplements to our NCTN and NCORP grants, such as NCI’s BIQSFP program.

Coordinates Outgoing Subcontracts on SWOG Grants

Works with OPAM and subawardees in execution of SWOG’s outgoing subcontracts and amendments. SWOG has approx. 80 leadership subawards and 20 project/service center subawards. Works with subawardees to submit final invoices. Coordinates amendments/new subawards for change in leadership or leaders’ institutions. Acts as main contact for OPAM and subawardees for any questions or concerns related to SWOG subawards.

Grant Related Tasks

Grant-related tasks including labor distribution, vendor invoices, requesting continuing year OGA Projects, creating and closing Purchase Orders, and the like. This position will assist the SWOG Grants & Contracts Manager with gathering documents for the NCTN and NCORP progress reports (RPPR).

Study Funding Needs Collaboration

Participates in calls and discussions, including with other SWOG staff located in the SWOG Operations Office and the SWOG Statistical Center, regarding study funding needs, especially related to federal funding via BIQSFP or non-OHSU grant requests. This includes participation in the SWOG bi-weekly budgets & contracts call, SWOG study financial and feasibility calls, and others.

Member Site/Subawardee Communication/Training

Communicates with SWOG membership about the payment process as it is conducted at OHSU for the site payments program. Assist in the development and administration of presentations pertaining to the site payment process during forums at the biannual SWOG Group Meeting. Creates various communication documents and FAQs related to the site payment program.

Process Quality and Improvement Review

Assists with the review of SWOG payment programs for quality assurance and potential areas of improvement. As needed, this position will conduct occasional audits of data for quality assurance to verify payments have processed correctly. It will also review processes and provide recommendations for quality and efficiency improvements.

Additional Tasks and Special Projects as assigned

Required Qualifications:

Education & Experience:

• Bachelor's degree AND one year of grant/contract administration experience;
  OR Three years of grants and contracts administration experience;
  OR Equivalent combination of training and experience.
• Three years or more of experience in a University or Hospital environment with an understanding of purchasing, contracting, payables, and accounting.
• One year of post-award Research Administration.

• Ability to prioritize multiple tasks at one time.
• Excellent communication, analytical and organizational skills: both written and verbal.
• Ability to work independently and as part of a team while being collaborative in resolving problems.
• Intermediate skills with Microsoft Office (Excel, Outlook, Access, Word, and PowerPoint) on Window OS.
• Ability to accurately type 40wpm
• Working knowledge of Oracle.
• Must have demonstrated excellent customer service skills both on the phone and in person.
• Must possess energy and drive to coordinate multiple projects simultaneously.
• Ability to use tact and diplomacy to maintain effective working relationships.

Preferred Qualifications:

• Experience:
  Three years of post-award Research Administration.
• Experience with OHSU purchasing, contracting, and payables.
• Experience with NIH funding.

Additional Details:

Please submit a resume and cover letter for your application to be considered.

Please note: As of Oct. 18, 2021, all OHSU employees are required to be fully vaccinated against COVID-19. Fully vaccinated means you have received both doses of a two-dose, or one dose of a single-dose, FDA- or WHO-authorized COVID-19 vaccine and at least 14 days have passed since your final dose of COVID-19 vaccine. If you apply for and are offered a position, you must be fully vaccinated prior to starting work.

If the position you are offered does not require direct, in-person patient care contact, you may request an exception to the vaccine policy for medical or religious reasons. OHSU uses very narrow criteria under the law to allow an exception and very few requests are being approved.

#knightadminjobs

All are welcome: Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.

As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.