Program Coordinator, Winn Clinical Investigator Pathway Program (CIPP)

Massey Cancer Center


“To improve the lives of all Virginians by delivering cutting-edge cancer care through patient-centered prevention and treatment; high-impact, innovative research; community input and engagement; and education and training of the next generation of researchers and healthcare professionals.”

Virginia Commonwealth University (VCU) Massey Cancer Center is a nationally ranked cancer center located in the heart of Downtown Richmond. All full-time staff are eligible for our generous benefits package that includes choices for health, vision, and dental coverage, life-insurance, short and long-term disability coverage, retirement planning, tax-deferred annuity and cash match programs, flexible spending accounts, tuition benefits, significant paid-time off,12 paid holidays, and more. Explore our benefits further here: https://hr.vcu.edu/current-employees/benefits/university-and academic-professional-benefits/

Program Information

The Robert A. Winn Diversity in Clinical Trials Award Program was created to increase diversity in clinical trials and transform the clinical research landscape. The initiative is comprised of the Robert A. Winn Career Development Award (Winn CDA) for early-stage investigator physicians and the Robert A. Winn Clinical Investigator Pathway Program (Winn CIPP) for medical students.

The goal of the Robert A. Winn Clinical Investigator Pathway Program (Winn CIPP) is to build a pathway of community-oriented clinical trialists of diverse backgrounds who are committed to increasing inclusion, equity, and diversity in the conduct of clinical and translational research. The program provides medical students a 6- week summer service-learning externship in community-based clinical research sites where they benefit from exposures to clinical research, community engagement experiences, and leadership development.

For more information about the program, please visit our website: https://diversityinclinicaltrials.org/

Position Primary Purpose and General Responsibilities


The Program Coordinator reports to the CIPP Program Director 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.

The general responsibilities of this role are as follows:

• Outreach and Recruitment: Assist in developing and executing effective recruitment strategies. Collaborate with CIPP Team Members to manage program contact lists and create new ones for targeted audiences as needed. Draft and send program announcements through various communication outlets.
• Communication: Communicate regularly by email or phone with program partners, applicants, and participants 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. Prepare spreadsheets and reports that characterize the applicants to the CIPP.
• Award Notifications: Prepare and send out acceptance /decline notifications to applicants of the CIPP.
• Participant Data: Input, maintain, and synthesize participant data across the CIPP for quick retrieval and purposes of tracking and reporting.
• Program Documents: Prepare program 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 as necessary.
• Management of CIPP Participant Assignments: Set up CIPP in program tracking system (Canvas), including adding participants to the courses, setting up the program assignments, sending reminders, and collecting participant deliverables. Conduct initial reviews of assignments and provide feedback to participants.
• Program Event Coordination: Assist in preparation for program events, such as program orientations, webinars, 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.

Minimum Hiring Standards

• Massey Cancer Center supports a diverse faculty, staff, and student environment. The candidate will demonstrate experience that shows their commitment to fostering such an environment.
• Bachelor’s degree (or higher) and 1-3 years related program coordination experience required or 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 and ability to communicate across various program stakeholders.
• Demonstrated experience with data management and basic analysis (e.g., applicant demographics).
• Commitment to diversity, equity, and inclusion in medicine and research, and reducing health disparities
• Proficiency with Microsoft programs including Word, Excel, PowerPoint, Publisher, and Adobe.
• Organized, quick learner, adaptable, creative, and dedicated.

Preferred Hiring Standards

• Proficiency in website and online application design/implementation highly preferred.
• Familiarity with the clinical research and healthcare education landscape (e.g., career pathways and degrees) highly preferred.
• Knowledge of scholarship and academic (medical school) program operations, a plus.

Salary Range: Commensurate with Experience



Position Details:

Department: Massey Cancer Center
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 100
Exemption Status: Non-Exempt



Contact Information:

Contact Name: Massey Human Resources

Contact Email: MasseyHR@vcu.edu

Contact Phone: