"Program Coordinator, Winn Career Development Award (CDA)"

Job Details

Advertising Summary: Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more:

• Continuing education for undergraduate and graduate tuition for a maximum of 6 credits per semester;
• Professional development opportunities encouraged and offered for employees as part of annual career development, e.g. certifications, seminars, courses, annual conferences, mentorship;
• 28 Vacation Days, 12+ State Holidays, and 4 Days to volunteer;
• Medical, Dental and Vision Health Benefits to meet the needs of employees and their eligible family members from the Commonwealth of Virginia as well as optional FSA;
• Participation in the Virginia Retirement System (VRS) and other retirement saving options;
• Parental and Caregiver Leave, Short Term Disability (STD), Disability Insurance, Voluntary Long Term Care Insurance, and Employee Assistance Program.

Unit: Massey Comprehensive Cancer Ctr MBU

Department: Massey Central Admin

Department Summary: Massey Comprehensive Cancer Center

Mission: To reduce the state cancer burden for all Virginians by addressing the confluence between biological, social, and policy drivers through high-impact, cutting-edge research; person-centered care across the continuum, from prevention through survivorship; community integration; and training the next generation of community-centric researchers and healthcare professionals

Vision: To be a premier community-focused cancer center leading the nation in cancer health equity research and ensuring optimal health outcomes for all

Duties & Responsibilities:

PROGRAM INFORMATION
The Robert A. Winn Excellence in Clinical Trials Award Program (Winn Awards) was founded in 2020 through a grant from the Bristol Myers Squibb Foundation (BMSF) to increase participation in clinical trials and transform the clinical research landscape. Through a series of interconnected programs, the Winn Awards train and support physicians, researchers, and medical students to conduct inclusive, community-centered research.

The Winn Career Development Award (Winn CDA) is a two-year program that prepares early-career physician-researchers to design and lead high-impact clinical trials grounded in community engagement. The program is designed to support the career development of early-stage investigator physicians who have a demonstrated commitment to transforming and expanding access to the clinical research landscape. The goal is to train and educate a new generation of exceptional community-oriented clinical trialists. For more information about the program, please visit our website: https://winnawards.org/

POSITION DESCRIPTION
The Program Coordinator reports to the CDA Director, Recruitment and Awards Administration, and collaborates with program staff and partners to plan, execute, and evaluate program activities. The successful candidate will have experience in program coordination and be a highly organized self-starter who works well independently and as part of a high-performing team.

OVERALL RESPONSIBILITIES

• Outreach and Recruitment: Assist in developing and executing a robust national scholar recruitment strategy. Collaborate with colleague coordinators to manage contact lists and create new ones for targeted audiences as needed. Draft and send program announcements through various email and social media outlets.
• Communication: Communicate regularly by email, phone, or Zoom with program partners, applicants, and scholars regarding documents to be submitted and reminders for program deliverables. Monitor and develop responses to frequently asked questions and inquiries from applicants and program participants. Proactively elevate participant concerns to Director to address issues and needs for ideal program outcomes.
• Application Monitoring and Management: Track and analyze data regarding applications in progress and submitted. Conduct initial reviews of submitted applications for document completion and program eligibility. Provide technical assistance to applicants, including following up with applicants regarding documents still required for submission. Download completed applications for external review and tailor to needs of the review committees when applicable. Assign applications to review committee members and provide technical support to reviewers. Track reviewer scores and prepare spreadsheets and reports that characterize the applicants to the CDA Program. Rank order applicants based on score other important factors.
• Award Notifications and contract preparation: Prepare and send out acceptance /decline notifications to applicants of the CDA Program and track acceptances. Prepare draft scholar agreements based on templates provided, and track status of contract execution.
• Participant Data: Input, maintain, and synthesize participant data across the CDA Program for quick retrieval and purposes of tracking and reporting.
• Program Documents: Prepare Scholar Handbooks, bio booklets, program forms, and other printed or electronic program documents.
• Meetings and Trainings: Gather information on participant availability and schedule program meetings and trainings. Set up technology to support program events and activities. Draft agendas and documentation for program meetings and events.
• Management of CDA Program Participant Assignments: Set up CDA Program in program tracking system (Canvas), including adding participants to the courses, setting up the program assignments, sending reminders, and collecting participant deliverables.
• Program Event Coordination: Assist in preparation for program events, such as program orientations, webinars, review sections, culminating/showcase events, and award ceremonies. These tasks include but are not limited to setting up and monitoring registration, finalizing posters for print, managing PowerPoint presentations, hosting/running webinars via Zoom, printing programs, creating participant certificates, and setting up and breaking down event spaces (in-person or virtual). If events require travel, manage participant travel arrangements to and from events. Coordinate shipment of materials to and from venues.
• Program Monitoring and Evaluation: Create and monitor program evaluation surveys, including tracking of responses and downloading data for participant files and reporting.

This is a restricted, grant funded position

Qualifications:

Minimum Qualifications

Candidates whose resumes highlight the following previous experience will be prioritized:

• Bachelor’s degree or higher.
• 1-3 years related program coordination experience required.
• Equivalent education or experience may substitute for stated requirements.
• Ability to balance, negotiate, and interact effectively with others, work independently, and multi-task to accomplish all work in a timely manner.
• Excellent written and oral communications, including timely, accurate writing, editing, and collaborative work on documents.
• Demonstrated experience with data management and basic analysis (e.g., applicant demographics).
• Proficiency with Microsoft and Google Suite including Word, Excel, PowerPoint, Google Docs, Google Sheets, Google Slides, Google Drive, etc.
• Organized, quick learner, adaptable, creative, and dedicated.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Please let us know if you were referred by a current Massey employee to ensure we honor our commitment to the Employee Referral Program.

VCU is committed to hiring veterans! VCU will include a veteran’s period(s) of military service in the calculation of their annual leave accrual rate. This may provide veterans with an increased leave accrual!

Preferred Qualifications

• Proficiency in website and online application design/implementation preferred.
• Familiarity with the clinical research and healthcare education landscape (e.g., career pathways and degrees) highly preferred.
• Knowledge of career development (K) awards and related operations, a plus.

Salary Range: Commensurate with experience, range minimum of 55,000

FLSA Exemption Status: Non-Exempt

Hours per Week: 40

Restricted Position: Yes

ORP Eligible: No

Flexible Work Arrangement: Remote

Contact Information: Contact Name: Massey Human Resource Team Contact Email: MasseyHR@vcu.edu