University of Washington School of Public Health
Project Coordinator/Recruiter Grade 7 (Research Team) - UW Surgery
Closing Date: August 14, 2018
Posted: June 14, 2018
I. Human Subjects Research Activities: (70%)
• Identify, Approach, and Recruit Participants: Screen medical records to identify eligible study participants; Approach patients in clinical settings to recruit them into research studies; Consent participants; Conduct initial data collection including surveying/interviewing.
• Conduct Participant Follow-up via Phone: Receive and respond to participant calls to answer questions and resolve concerns; At specified study time points, complete telephone surveys/interviews with participants per study protocols.
• Coordinate Participant Activities Throughout Study: Accurately track current study participants: screen for appointments, enrollment status and progress in project; Schedule and conduct research visits with enrolled participants; Share information with other research coordinators; Use consistent organization methods for accurately tracking enrolled patients; Assist other coordinators in tracking participant progress and engagement in studies; Proactively identify opportunities to resolve barriers to managing subject participation; Proactively identify gaps in efficiency or effectiveness of study processes and suggest/draft improvements.
• Participant Incentive and Retention: Use consistent organization methods to track and distribute participant incentives; Manage participant retention activities, including organizing retention contact methods, tracking participants in a retention schedule, and independently executing and/or overseeing retention activities.
• Specimen Management: Prepare for sample procurement, process samples, and complete data collection forms; Independently organize and ship specimens per study protocol.
•Understand and comply with study protocol and Manual of Operations: Effectively utilize and improve resources available such as Frequently Asked Questions and work tasks list; Develop and implement appropriate methods for quality research conduct and quality assurance measures for accurate data collection and entry; proactively identify and describe potential improvements and/or clarifications to study processes.
• Maintain Compliance: Follow all SORCE Standards for best practices in human subjects research coordination; Responsible for compliance with SORCE, Department, University or Federal Regulations, and ensuring that individual work products are completed accurately against standards and protocols.
II. Data Coordination: (20%)
Abstract Data: Independently abstract data from patient medical records per research protocols/QI registry policies, with a high degree of efficiency and accuracy.
Data Entry: Independently enter data and manage data through research study/QI data platforms (i.e. REDCap, Datstat, ARMUS).
Quality Assurance: Participate in routine quality control operations for data management, ensuring that protocols for internal audits on data completeness, validity, and accuracy are met; Respond to queries from research and clinical staff and faculty about specific data points and/or data roll-up reports.
File Management: Accurately file research materials electronically or in physical charts; Plan and complete appropriate records retention activities, following SORCE and UW standards; Follow established systems for data organization, version control, and data collection form file management
Training Peers: Assist in creation and maintenance of data dictionaries or other companion documents; Train or instruct peers, colleagues, and new staff in work processes and work flow
Reporting: Participate in the formulation of research data analysis plans, data graphics, or other reports; Conduct literature reviews, write, and/or edit technical reports and manuscripts for publication or presentation; Assist Investigators or staff in developing presentation or materials for external dissemination, per the SORCE Publication Standard.
III. Regulatory and Administrative Coordination: (10%)
Regulatory Coordination: As assigned, serve as the primary regulatory coordinator for multi-site research projects; Develop and manage regulatory applications, contract documents, and data use agreements across multiple sites; Proactively manage all “open” applications and serve as central point person on project; this includes, submitting study modifications, renewals, and protocol deviations.
Regulatory File Management: As assigned, take lead on organizing electornic and paper regulatory files; Establish effective work processes for accurately tracking, storing and retrieving information; Plan and complete appropriate records retention activities, following SORCE and UW standards.
Manual of Operations/Protocol: Maintain Study MOP; tasks include conducting revisions when regulatory modification approvals are receiving; disseminating MOP to study investigators for feedback; proactively identifying/drafting more efficient and/or effective study processes, and updating/training other research staff on protocol changes.
Special Projects: Provide knowledge and expertise in regulatory management to new projects, either through consult, task assignment, or by assisting through short-term support to launch a project; Participate in regulatory process improvement taskforces to streamline multi-site research review; Participate in SORCE research innovation taskforces that touch upon regulatory issues, such as electronic consent, and serve as a point person on drafting new regulatory protocols for review.
Investigator and Team Assistance: As assigned, coordinate investigator and team meetings; With the investigators and Project Coordinator Lead, plan agendas and prepare materials; Take meeting minutes and circulate to the team; assist with preparation and production of research intellectual products, including: data analysis, drafting or editing technical reports or manuscripts, assisting with presentation; Trains or instructs new staff or student interns in work processes and work flow.
Resource Management: Assists with monitoring of project resources, including supply purchasing, inventory management, tracking expenditures or field advances as requested.
Skillfully Use Information Management Tools: Understand and effectively apply SORCE guidelines and project standards; Accurately and consistently use SORCE reporting and communication methods and tools per guidelines
- Minimum Requirements:
- Bachelors Degree in relevant field, e.g., public health, health administration, life sciences, or similar.
- 2 years relevant work experience
- Experience may be substituted for education.
- Candidates of non-traditional educational or experiential backgrounds are encouraged to apply – please address applicability of education/experience in cover letter
- Excellent problem-solving skills strong detail orientation and ability to adeptly manage multiple priorities and timelines
- Excellent verbal, written, and interpersonal communication skills
- Proficiency in Microsoft Office software required
- Ability to share in rotational schedule to ensure team’s ability to cover recruitment efforts between 6:00 am and midnight, seven days a week.
- Comfortable with routine travel between study sites in the greater Seattle area.
- Must be able to successfully pass a Washington State Patrol background check prior to hire
- Experience in human subjects research coordination preferably in an academic or healthcare-related setting
- Spanish language fluency (written and spoken)
- Experience recruiting study participants in person
- Experience conducting participant outreach and data collection by phone
- Training and/or knowledge in ethical conduct of research with human subjects
- Knowledge of medical terminology
- Experience with electronic medical records chart review and data abstraction
- Multi-site research project experience
- Human subjects regulatory management background
- Research data management background
- Experience conducting participant recruitment, outreach, and data collection in Spanish
This position’s team has a shift schedule to cover in-person activities from 6:00 am to 12:00 am, seven days a week. The incumbent must be willing and able to share coverage of these times. When not on a recruitment team shift, work hours will be typical business hours.
Position includes routine travel among home office in University District and several local study sites. Travel may be done via UW Shuttle, UCar, Uber/Taxi, or personal conveyance (walking, biking, personal car). Incumbent must be comfortable traveling between worksites.
How to Apply:
We value and seek diverse team members who are passionate, innovative, and collaborative. Interested applicants may access the full posting and submit their application at the UW employment website by searching requisition 157155: http://www.washington.edu/admin/hr/jobs/