Under the supervision of the MGH Diabetes Research Center leadership, the Project Coordinator’s responsibilities are to plan and coordinate the daily operations of a clinical research office, provide administrative assistance to leadership, Principal Investigators and staff, develop an expertise in research operations and compliance, collaborate with other administrative staff regarding financial processes, and support and assist in the implementation of research studies. The role encompasses a blend of clinical research operations and administrative work. This individual will work as part of a dynamic and enthusiastic team of clinical research and administrative staff to provide organizational, compliance/regulatory, administrative, and financial assistance ensuring adherence to MGH policies and standard operating procedures for MGH Diabetes Research Center.
Support of the day-to-day operations of the center includes financial assistance, human resources, facilities management, project management, event management, compliance with hospital regulations, IT and equipment inspection/maintenance/repair, maintaining regulatory documentation for center staff, ordering and stocking office and clinical supplies, interfacing with research teams to provide support and assistance as needed. The position also includes general office duties (shipping and receiving mail and packages, collecting and delivering samples from other locations) and reception in an out-patient/office setting. The Project Coordinator will be responsible for assisting in the hiring, orientation, and training of new staff members, managing an annual calendar of Center operations, scheduling meetings, preparing agendas and taking minutes and chairing or co-chairing center-wide committees.
The expectation is that the Project Coordinator will develop expertise in research operations by being involved in protocol implementation in various capacities. The work involves daily interaction with an interdisciplinary staff, drafting memos and communicating important information to staff, and includes interfacing with research participants, internal and external research departments, and assisting with study coordination as needed. All aspects of this position aim to increase center efficiency by pitching functional advancements and proactively working toward identifying and resolving challenges.
PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, primary job duties, special projects, and key objectives for this position. These items should be evaluated annually and included in the written annual evaluation.
GENERAL:
• Perform general office duties, including answering phones, reception of patients, and processing incoming and outgoing deliveries.
• Purchasing supplies and equipment, monitoring inventory, placing IT, EPIC, and other requests.
• Using ebuy and other hospital systems.
• Creating purchase orders, submitting reimbursements, making travel arrangements.
• Maintain a master list of phone numbers and emergency contact numbers.
• Maintain a master key system for all cubes, office doors, and file cabinets in the center.
• Manage freezers, temperature monitoring, supply inventory, kitchen/lab cleaning schedules, center holiday gifts, special projects/events, dry ice supply.
• Act as fire and safety marshal for office. Update fire safety plans as needed and schedule a “Safety Day” with Research Center.
• Coordinate general office repairs (e.g., plumbing, electrical, housekeeping problems)
• Communicate with buildings and vendors for repairs, renovations, and purchases.
• Manage records storage and retrieval.
• Support study teams in protocol implementation which may include assistance with study visits, collecting study data and specimens, processing specimens, joining team meetings, and learning about research regulatory and compliance matters.
• Coordinate monthly staff meetings and agenda items in collaboration with the Nurse Director, Grants Coordinator and Administrative Manager.
Space and Project Management:
• Log new equipment, manage service contracts, technology, fridges, freezers, and phone lines.
• Manage research space allocation and renovation projects by working with Research Space Management and Information Services.
Financial Responsibilities:
• Serve as an office resource for training in basic financial systems such as petty cash, procurement cards (P-Card) reimbursement, purchase orders, and employee PeopleSoft access.
• Communicate with the Grants Administrator and Administrative Manager to ensure cohesion between finance and center operations.
• Assist with travel arrangements, reimbursements, and other administrative tasks as assigned.
• Route supplies/equipment purchases to the appropriate funds. Reconciling errors as needed.
Human Resources:
• Submit requisitions and coordinate hiring/processing for staff, non-employee, students, and temporary staff, coordinate interviews, assist with new hire paperwork
• Coordinate the onboarding and orientation process for new hires
• Keep a list of all non-employees by project assignment.
• Enter weekly payroll into Kronos. Manage errors and staff inquiries as needed.
• Determine space, equipment, phone, IT needs and schedules for new staff.
• Update the orientation manual and provide necessary certification training.
• Communicate regularly with leadership regarding office operations and staff concerns.
Compliance:
• Maintain compliance-related documentation ( central records, licenses, certifications for staff)
• Assist in managing the QI Monitoring Program for the center.
• Work towards enhanced workflow procedures to increase office efficiency.
• Assist staff in understanding and implementing organizational policies and procedures.
• Ensure staff follow regulatory requirements, including Safety, IRB, HIPAA, and hospital policies.
SKILLS/ABILITIES/COMPETENCIES REQUIRED:
The ideal candidate will be a highly motivated professional, driven to meet the Center’s goals and have:
• Strong computer, problem-solving, organizational and communication skills
• Strong time-management, ability to prioritize, and juggle multiple tasks, people, and schedules.
• An inclusive philosophy, positive attitude and a respect for staff and study participants.
• An ability to be resourceful and work under pressure and meet deadlines.
• An ability to handle confidential information appropriately.
EDUCATION: Specify minimum education and indicate if preferred or required
• Bachelor’s degree required.
EXPERIENCE: Specify minimum creditable years of experience and indicate if preferred or required
• Prior administrative, clinical research, or other office admin experience preferred.
FISCAL RESPONSIBILITY
• Check requests, POs, ordering supplies. Attend grant budget meetings.
WORKING CONDITIONS: Describe the conditions in which the work is performed.
• Out-patient clinical research office and lab, ambulatory clinical practice.SKILLS/ABILITIES/COMPETENCIES REQUIRED:
The ideal candidate will be a highly motivated professional, driven to meet the Center’s goals and have:
• Strong computer, problem-solving, organizational and communication skills
• Strong time-management, ability to prioritize, and juggle multiple tasks, people, and schedules.
• An inclusive philosophy, positive attitude and a respect for staff and study participants.
• An ability to be resourceful and work under pressure and meet deadlines.
• An ability to handle confidential information appropriately.
EDUCATION: Bachelors Degree required
EXPERIENCE: Prior administrative, clinical research, or other office admin experience preferred.
Beaumont Health – Grosse Pointe Hospitals are seeking a full-time BC/BE Gastroenterologist to join a thriving practice. 100% adult, full...
Apply For This Job...
Apply For This JobOverview “Our team members are the heart of what makes us better. At Hackensack Meridian Health we help our patients...
Apply For This JobOverview Our team members are the heart of what makes us better. At Hackensack Meridian Health we help our patients...
Apply For This JobThe Position Clinical Biomarker Operations Manager Position Purpose: Provides biomarker operational expertise and guidance to multiple cross-functional global Protocol Execution...
Apply For This JobSouthern California Permanente Medical Group (SCPMG) is a physician-led partnership organization with a patient-centered and evidence-based approach to medicine. SCPMG...
Apply For This Job