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University of Washington in Seattle, Washington
Date Posted 05/18/2022
Admin-Computing-Database Administration
Employment Type
Application Deadline Open until filled

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. 

The Department of Radiation Oncology is an integral part of the Cancer Program at the University of Washington and a major contributor to the contribution margin of each of the seven centers at which we provide professional services: University of Washington Medical Center (UWMC); the Gamma Knife facility at Harborview Medical Center (HMC); the Fred Hutch Cancer Care (FHCC); the Radiation Oncology Suite on the Northwest Hospital Campus (FHCC@NWH); the FHCC Proton Therapy Center (PTC); Seattle Children’s Hospital (SCH);  Seattle Puget Sound VA Medical Center; and most recently, the SCCA Peninsula .  We have 29 physician faculty, 24 science PhD faculty, 7 ARNP faculty, 11 radiation oncology residents, 4 medical physics residents, and 2 fellowship faculty on staff with additional postdoctoral fellows and graduate students participating in various research projects in radiation biology and molecular medicine, medical physics, and radiation chemistry.

The Department of Radiation Oncology has an outstanding opportunity for a full-time Data Coordinator.  The purpose of this position is to promote the research objectives of the department.  This position works with faculty and staff to facilitate investigator-initiated, clinical registries, and clinical research studies.

The Data Coordinator will work with the research/clinical trials team to collect, abstract, and input clinical data from medical records, research charts, and other source documents.  They will work closely with physicians and research staff in providing administrative and technical support for research projects and may follow complex instructions for processing laboratory samples (including blood, urine, and tissue samples) for tracking, storage, or shipping.

This position is required to use independent judgement, leadership and expert knowledge of the academic clinical trial healthcare operations to effectively facilitate the workflow and promote a collaborative work environment.  The position will maintain dynamic communication with the study investigators, research staff, numerous UW, SCCA, Proton Center, and FHCRC departments, federal agencies and industry partners.

This position is supervised by and reports to the Research Manager who reports to the Vice Chair, Finance & Administration.


This position must be able to work independently under administrative direction on multiple research projects, without benefit of written policies or procedures.  This position requires daily interaction with team members, and may require interaction with Sponsors, health care personnel, and patients as needed for the successful completion of research projects.  Multiple projects may be in progress simultaneously, with the expectation of additional projects in the future.

Data Coordination, Abstraction, Input, and Analysis – 75%
• Work independently and with study team members to obtain, abstract, and code complex clinical information from multiple sources (medical records, research records, etc.) for research subjects.
• Code and record said information into various study-specific data-capture systems (both electronic and paper-based).
• Work with sponsor representatives and research staff to review data, and resolve data queries with minimal errors.
• With other study team members, make judgments about the relevance of the clinical data to the research for complicated radiation oncology research subjects.
• Responsible for maintaining computer spreadsheets and databases for research studies
• May work with study team to draft scheduling request orders to meet study protocol needs

Process Improvement/Study Data Analysis – 15%
• Work with the study team and other groups to develop process improvement tools.
• Assist in the assessment and design of tracking tools to develop standard data practices.
• Assist Investigators and study team members with preparation and analysis of study data for publication and grant preparation.

Protocol Coordination – 5%
• Collate and maintain clinical information from multiple sources into research charts, study binders, etc.
• Track and maintain research subject schedules based on complex protocol-specific requirements.
• Assist with retrieval and return of patient kits, materials, specimens, etc.

Research Billing – 5%
• May assist Research Coordinators and Assistant Director, Finance, Grants, and Contracts with the proper billing of research charges and budget development.
• Perform related tasks as assigned

• Bachelor’s Degree and one year of experience in the medical field; OR equivalent combination of education and related experience

• Demonstrated understanding of medical terminology
• Strong computer skills and competency with Microsoft Office software.
• Strong attention to detail and ability to multi-task, organize and prioritize multiple projects.
• Familiarity with clinical research.
• Excellent written and verbal communication skills.
• Demonstrated ability to work independently, under supervision, and be a team player.
• Should be highly motivated and flexible, with the ability to adjust to rapidly changing priorities and new projects.
• Maintain positive vision, sense of humor, and professional demeanor under potentially stressful situations.
• Applicants selected for this position who have not already completed the training for clinical research involving human subjects will be required to complete this training.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

• Knowledge of oncology or radiation oncology practice and terminology
• Familiarity with ORCA/Epic systems
• Knowledge of University of Washington/Fred Hutch Cancer Research Center/Seattle Cancer Care Alliance processes
• Familiar with Radiation Oncology
• Experience with data entry and databases

Application Process:

The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process.  These assessments may include Work Authorization, Cover Letter and/or others.  Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

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