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Job Location (Full Address):

265 Crittenden Blvd, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

400119 Surgery-Cancer Control

Work Shift:

UR - Day (United States of America)

Range:

UR URG 112

Compensation Range:

$70,600.00 - $105,800.00

Responsibilities:

The Sr. Dept Program Specialist serves as Project Manager (PM) for the Wilmot Cancer Institute’s (WCI) Office of Community Outreach and Engagement (COE), supporting the office’s administrative and operational infrastructure and facilitating diverse community engagement throughout WCI’s research, education, and outreach programs.

The PM plays a critical role in the COE component of the Cancer Center Support Grant (CCSG), helping maintain the WCI's National Cancer Institute (NCI) designation. The PM works with the COE leadership team to facilitate the execution of processes and strategies for implementing, monitoring, and evaluating the Office’s guiding aims.

As part of the COE team, the PM is responsible for tracking evaluation metrics to demonstrate impact in line with the requirements outlined in the CCSG. The PM provides administrative support to COE staff responsible for implementing the various activities undertaken by the Office. The PM leads strategic initiatives to enhance the office’s operations, manages special projects, and promotes the strategic vision of WCI and COE across a 27-county catchment area.

ESSENTIAL FUNCTIONS

Operational and Project Management:

• Supports planning and facilitation of various program-related initiatives across the COE team.
• Ensures compliance with institutional policies and procedures, and federal, state, and local regulations.
• Continually monitors work environment to identify opportunities to optimize processes and implement quality improvement initiatives.
• Resolves day-to-day technical and operational issues.
• Regularly meets with staff to discuss and resolve priorities, workload, and technical issues.
• Assures that staff are provided resources and goals that are defined and achievable.
• Promotes synergy, coordination, integration and team building among COE staff and related programs.
• Performs other administrative activities related to project and program management as necessary (e.g. meeting coordination and documentation)

Reporting and Evaluation:

• Develops, documents, and implements Standard Operating Procedures (SOPs), and ensures adherence to established SOPs, enhancing efficiency of processes within the office.
• Develops evaluation processes to monitor the integration of COE with Wilmot’s research program, clinical trials office, training office, and diversity, equity, and inclusion initiatives.
• Develops and oversees databases and tracking mechanisms to record metrics in alignment with intended outcomes outlined in the COE logic model and WCI’s Strategic Plan.
• Leads the implementation of program-specific evaluation plans within respective office aims, tracking key performance indicators and monitoring progress.
• Utilizes national benchmarks and CCSG merit descriptors to evaluate the impact of the COE office.
• Prepares routine (monthly, quarterly, and annual) outcome reports tailored for various stakeholders to assess the impact of various activities.
• Presents outcome reports and data informed recommendations to leadership guiding future planning activities.

Strategic Planning and CCSG Grant Management:

• Assists in the formulation, grant writing, and annual reporting processes required to maintain NCI designation status for WCI.
• In collaboration with community partners and COE leadership, develops short- and long-term WCI strategic initiatives and operational plans in adherence with CCSG Guidelines.
• In collaboration with the Wilmot administrative team, tracks and reports on all COE related activites and outcomes relevant to the CCSG.
• Communicates updates on COE initiatives to WCI and identifies opportunities for enhanced collaboration and integration within WCI and the University.
• Ensures coordination across WCI to create and message an integrated approach consistent with strategic goals and community priorities.
• Works closely with WCI marketing team to support marketing, branding, communications, and PR to positively promote the work and image of WCI and COE to internal and external partners.

Budgetary Assistance:

• Processes all COE-related invoices, requisitions, and contracts.
• Tracks monthly expenditures and prepares analytical reports for COE AD on current and projected expenses.
• Identifies funding opportunities through federal/state/foundation grants to support COE activities and priorities. Leads the preparation and submission of relevant grant applications. Oversees post-award management activities.
• In collaboration with COE AD, prepares budget justifications for incremental FTE requests as needed to support priorities and program growth.

Community Outreach and Engagement:

• Supports administration of partnerships with community organizations, leaders, and University of Rochester Medical Center (URMC) partners.
• Represents the WCI and the URMC by serving on cancer-related coalitions and boards including institution-wide committees in relevant areas.
• Participates in COE activities, including CCAC as needed, to further the mission of COE.
• Works with COE AD to assist in the strategic coordination the COE participation in conferences locally and nationally. 
• Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 5 years of relevant experience required
• or equivalent combination of education and experience
• Master's degree preferred

KNOWLEDGE, SKILLS AND ABILITIES

• Strong leadership and team management skills required (2 years preferred)
• Exceptional communication, negotiation, and relationship-building skills required
• Proficiency in program evaluation and data analysis required.
• Advanced budget management and financial planning expertise preferred
• Training, skills, and experience in Diversity, Equity, and Inclusion, cultural humility, unconscious bias, and community-based principles preferred.
• Experience working with Senior Leadership and community leaders preferred.
• Excellent writing and presentation skills preferred.
• Strong interpersonal, communication, and leadership skills and the ability to work both independently and within a team preferred.
• Reliable transportation preferred.
• Advanced budget management and financial planning expertise preferred.
• Fluent in Spanish language skills preferred.
• Prior certification in human subjects’ protection protocol, completion of good clinical practices training, and the ability to make good administrative/procedural decisions and judgments preferred.
• Knowledge of research methods and topical content of assigned study preferred.
• Demonstrated project management skills preferred.
• Ability to work well with others as part of a team and coordinate and lead multiple activities preferred.
• Solid analytical and computer skills, including spreadsheet analysis, database utilities, internet navigation, and email programs preferred.

LICENSES AND CERTIFICATIONS

• CLASP certification preferred

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