(Hybrid) Cancer Research Training and Education Coordination Administrative Manager - WVU Cancer Institute/Cancer Prevention and Control

West Virginia University

6d • Hybrid

About The Position

The WVU Cancer Institute at West Virginia University is currently accepting applications for a (Hybrid) Cancer Research Training and Education Coordination (CRTEC) Administrative Manager for Cancer Prevention and Control.
About the Opportunity
The CRTEC Administrative Manager is responsible for serving as the project manager for the WVU Cancer Institute’s (WVUCI) Office of Cancer Research Training and Education Coordination (CRTEC), CRTEC components of the Cancer Center Support Grant (CCSG) application, and cancer research training and education coordination across WVUCI research programs, WVUCI Office of Community Outreach and Engagement (COE), and West Virginia’s Clinical and Translational Science Institute (WVCTSI). This role involves supervising all CRTEC staff, organizing and managing all CRTEC required meetings, retreats, and seminars, supporting the Associate Director for CRTEC and the Institute Director, and providing strategic leadership and management support to various committees. This position oversees all aspects of program management for specified grants, subcontracts, or other projects; manages day to day programming, grant responsibilities, budgets, progress and continuation reports, and grant applications; and recruits, maintains, and supervises a program team to meet all deliverables. Duties may include other CPC or WVUCI projects and responsibilities.
The WVU Cancer Institute is a leading center for cancer care and research, dedicated to advancing education, treatment, and outreach programs that improve patient outcomes and the CRTEC Office is a critical component of that work. The CCSG CRTEC Manager will play a pivotal role in fostering the institute's mission to promote knowledge-sharing and professional growth within the medical community. Work effort enhances university-wide, state, regional, and national partnerships, delivery of service, educational offerings, community engagement, and WVUCI image. This position participates in and contributes to the mission, vision, and strategic plan of WVUCI and Department of Cancer Prevention and Control (CPC); it is integral to the WVUCI’s journey to National Cancer Institute (NCI) cancer center designation.
We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year (employee leave)
• 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
• Wellness programs

Requirements

• Master’s degree in public health, health communications, health education, educational psychology, healthcare administration, business administration or a related field.
• A minimum of seven (7) years of progressively responsible experience in the following:
• Managing education and training programs, project management, and leadership including experience managing group dynamics, program assessment, evaluation, and working collaboratively with internal and external partners.
• Progressively responsible experience in administrative, office, or project management roles, preferably in a medical facility.
• Project Management: Experience in managing complex, multi-year projects, including strategic planning, execution, and monitoring.
• Leadership: Proven ability to lead and manage a team, including setting goals, providing guidance, and evaluating performance.
• Any equivalent combination and related education and/or experience will be considered
• All qualifications must be met by the time of employment.
• Strong leadership and team management skills
• Excellent organizational, multitasking, project management, and oversight skills.
• Proficient in financial management and budgeting.
• High-level communication and interpersonal skills, group facilitation, mediation, and conflict resolution skills.
• Demonstrated knowledge and skill in using statistical software and Microsoft Office Suite as well as ability to quickly learn and acquire skill in new software packages.
• Strong supervisory skills and ability to manage multiple levels of staff. Ability to interpret and apply HR policies.
• Skills in, or knowledge of, professional principles, legal and/or reporting requirements affecting area of responsibility.
• Knowledge of principles and methods for curriculum and training design, teaching and instruction of individuals and groups, and the measurement of training effects.
• Excellent written and verbal communication skills. Skilled at writing correspondence and preparing reports.
• Demonstrated ability to work in multidisciplinary team environment and to coordinate participation of team members from various backgrounds.
• Strong ability to interact sensitively, effectively, and professionally with persons from diverse cultural, socioeconomic, educational, racial, ethnic, and professional backgrounds and persons of all ages and orientations.
• Skilled in organizing resources and establishing priorities.
• Ability to solve problems with a range of complexity.
• Ability to travel with occasional overnight stays.
• Ability to establish and manage priorities, meet multiple deadlines, have high attention to detail and follow through, and ability to maintain confidentiality.

Responsibilities

• Develop and manage the strategic plan for the CRTEC component of the CCSG competitive application, including progress reports and other information requested by the NCI.
• Provide meaningful strategic and technical guidance to the Associate Director for Cancer Research Education and Training Coordination and the Institute Director in the areas of CRTEC administration and management, including program development, planning, implementation, participant tracking, evaluation, and applied research.
• Manage the design and dissemination of innovative, culturally appropriate, evidence-based programs and services aligned with NIH/NCI Cancer Center Support Grant expectations.
• Set priorities and goals, identify new and shared approaches to ensure their efficient execution within budget constraints, and assess fiscal and resource requirements.
• Manage, facilitate, and execute upon CRTEC components of CCSG grant and programmatic tracking through excellence in reporting, charting, databases, and other communications and analytic tools.
• Work collaboratively with WVUCI leadership to drive and oversee progress of CRTEC specific goals and agendas.
• Troubleshoot challenges while simultaneously identifying methods for improvement.
• Address complex issues and inquiries that fall outside standard policies and procedures, and devise effective solutions that resolve concerns.
• Collaborate with external partners to effectively promote and support WVUCI and CRTEC research initiatives at the state, regional, and national levels.
• Prepare and deliver new proposals for funding and ensure the continuation of existing programs, grants, and contracts.
• Oversee and supervise the creation and dissemination of cancer information through the development of resources such as handouts, flyers, presentations, internal and external communications, videos, photographs, posters, infographics, social media, websites, etc. These materials are relevant to both internal and external stakeholders.
• Prepare academic and professional publications and conference presentations to disseminate CRTEC programmatic activity and impact.
• Serve as a lead in developing and managing a strategic database of CRTEC-related NCI-required documentation, including meeting minutes, all internal and external advisory committee reports, etc.
• Maintain and manage documentation and databases to ensure accurate record-keeping, easy access to information, and adherence to organizational and regulatory requirements.
• Oversee the collection, organization, analysis, and reporting of data to support informed decision-making and strategic planning.
• Develop and enforce best practices for documentation and database usage to enhance organizational efficiency and accuracy.
• Ensure data accuracy, integrity, and consistency while developing key metrics and performance indicators to maximize and improve the overall effectiveness of the CRTEC component of CCSG application.
• Provide day-to-day administration and strategic oversight for the CRTEC Internal Advisory Committee.
• Administer the strategic management of high-quality CRTEC CCSG-relevant materials and data.
• Oversee the creation and execution of the unit’s comprehensive data and metrics management plan, working in collaboration with both internal and external stakeholders.
• Lead the collection, interpretation, and reporting of essential data and metrics to enable strategic decision-making, support key initiatives, and assess organizational performance effectively.
• Manage the design, implementation, and maintenance of data systems and tools to ensure the accurate and efficient collection of organizational metrics.
• Establish and track key performance indicators to evaluate progress toward strategic objectives and recommend data-driven improvements.
• Administer the CRTEC Office, cancer-focused education and training programs, and CRTEC Internal Advisory Committee, including tracking program applicants, coordinating reviews, tracking program participants and alumni, and monitoring ROI (Return on Investment).
• Recruit, hire, train, and assess performance for all CRTEC staff and students.
• Support organizational leadership by providing strategic guidance, coordinating administrative functions, and ensuring the seamless execution of management objectives to drive overall operational success.
• Coordinate and streamline communication between leadership and various departments and programs to ensure clarity and alignment.
• Propose and implement solutions to improve operational efficient and resource management.
• Provide guidance and support for all CRTEC-relevant meetings, in accordance with NCI guidelines and expectations, assist in preparing agendas, maintaining minutes, and tracking issues and decisions.
• Organize and manage all CRTEC CCSG required meetings, retreats, and seminars (intra-programmatic meetings, research seminars, and scientific retreats).
• Coordinate and manage the planning, logistics, and executions of CRTEC CCSG required meetings and events to ensure they run efficiently and effectively.
• Maintain and develop all databases related to CRTEC NCI-required benchmarking metrics.
• Develop new databases and analytics in response to leadership needs and CRTEC CCSG guidelines.
• Abstract data from multiple databases and report trend data for all metrics.
• Develop and maintain CRTEC metric dashboards for senior leaders.
• Develop standard operating procedures for all CRTEC metrics reporting.
• Ensure reports are accessible and regularly distributed to leadership.
• Facilitate communication and partnering efforts between WVUCI COE, CRTEC, departmental, and education/training program leadership.
• Manage budgets, resources, and vendor relationships to deliver high-quality events within financial constraints.
• With CRTEC growth, strategically oversee and manage all CRTEC support staff (Program Coordinators for K-12, Undergraduate, Graduate, and Post-Graduate programs, Event Coordinator) to ensure effective performance, collaboration, and alignment with organizational goals, fostering a productive and supportive work environment.
• Develop and implement staff training and development programs to enhance skills and productivity.
• Monitor team performance and provide constructive feedback to drive continuous improvement.
• Conduct regular performance evaluations and address areas for growth and development.
• Ensure proper delegation of tasks and responsibilities to optimize workflow and efficiency.
• Participate in the implementation of the mission, vision, and strategic plan of WVU Cancer Institute (WVUCI), Department of Cancer Prevention and Control (CPC), and the Office of Community Outreach and Education.
• Attend statewide initiatives such as Mountains of Hope, community events, and partner collaborations, etc.
• Function as a member of the CPC staff and participate in staff meetings, required conferences, training seminars, program meetings, regular team meetings, etc. Includes conferences and training seminars provided by the WVUCI, Mountains of Hope (MOH) Cancer Coalition, and other relevant entities.
• Complete all required WVU trainings and certifications.
• Develop and deliver presentations on CRTEC, cancer screening, health literacy, and cultural competency as needed.
• Represent WVUCI and/or CPC at state, regional, and national meetings, and conferences.
• Assist with development of cancer educational and small media resources.
• Submit articles, abstracts, and posters to promote programmatic work and outreach of CPC.
• Seek and apply for additional funding opportunities for WVUCI and CPC projects.
• Collaborate with other WVUCI and CPC staff and programs to extend the reach of CPC.
• Participate in and contribute to regular CPC staff meetings.
• Assist with other CPC program activities as requested by leadership.

Benefits

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year (employee leave)
• 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
• Wellness programs

What This Job Offers

• Job Type: Full-time
• Career Level: Manager