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The Department of Surgery currently has an outstanding opportunity for a PROJECT COORDINATOR.
The purpose of this position is to provide overall program operations coordination for the Surgical Outcomes Research Center (SORCE) participant outreach strategies. The Surgical Outcomes Research Center is a health services research center established by the Department of Surgery at the University of
Washington. SORCE's mission is to support the use of outcomes research to improve quality of surgical care at the local, regional, and national level. SORCE uses participant outreach strategies to capture and incorporate patient-reported outcomes into outcomes assessments for quality improvement (QI) activities and comparative effectiveness research (CER). Participant outreach encompasses conducting surveys for multiple projects related to surgical QI and CER. This Project Coordinator role, along with a team of student assistants, is responsible for administering complex survey distribution and management across 5- 20 sites and 3-6 survey protocols at any given time.
This position will independently manage the day to day outreach tasks of multiple projects and studies being conducted through SORCE, including scheduling, internal and external communications, data management, adherence reporting, and auditing. This position will work directly with PIs, scientific
collaborators, and support staff to intake new projects; train and oversee student assistants; track all participant contacts; and perform quality control on procedures and data. This position provides high- level professional program and project support under the direct supervision of a Project Coordinator Lead.
This role acts as program operations specialist and should have experience in administrative and/or research program support, research program knowledge, experience managing data, and experience in surveying operations.
The major aspects of this position fall into these categories:
Participant Outreach Coordination (60%)
Programs Operation (20%)
Project Coordination (20%)
Core Job Competencies:
Exercises independent judgment and decision-making skills to solve administrative problems consistent with the goals and needs of the program;
Possesses excellent organizational skills, and the ability to manage multiple projects concurrently;
Possesses strong data management skills;
Demonstrates creative problem-solving abilities, independent resourcefulness, and prioritization skills;
Exhibits well-developed critical thinking skills and astute professional judgment, particularly in ambiguous and unstructured situations;
Demonstrates ability to operate without day-to-day direction or oversight and ability to move work forward without waiting for detailed instructions;
Successfully owns responsibilities over and beyond a prescribed to do list. This position must be able to independently think through complex projects.
Research Coordinators at this level have complex roles and responsibilities. The nature of this position's assigned work and its level of responsibility require that the incumbent routinely operate with a high degree of independence. Within our highly collaborative environment, success in this position requires a self-motivated and self-directed individual who will enthusiastically take ownership for the success of their assigned tasks, teams, and SORCE as a whole. This individual must be inherently ethical, and be both
willing and able to abide by the multitude of compliance regulations associated with handling medical data. The Department of Surgery and SORCE are committed to a culture of excellence, and this individual must embrace a culture of continuous improvement.
The Department of Surgery at the University of Washington, School of Medicine is guided by its mission: To provide compassionate and high quality patient-centered care, train future generations of surgical leaders and conduct research in a collegial environment which embraces diversity and promotes
inclusiveness. Our goal is to be a Department of Choice for employees and we have developed Core Competencies that define our vision of a Department of Choice. You can review these core competencies by following this link: www.uwsurgery.org/about/staff/. We invite you to learn more about our mission,
practices and people by visiting the Department's Website at Department of Surgery Website:
The Department's Surgical Outcomes Research Center (SORCE) was established in 2005 with a mission to assess the impact of surgical procedures on patients, society, and the healthcare system and improve the practice of surgery through education, training, and policy initiatives. To date, SORCE has received over $86 million in grant support and currently operates an annual budget of over $6 million. SORCE has grown into a multidisiplinary collaboration of researchers from across health science disciplines, including over 25 UW faculty from 15 departments and 4 schools, and clinicians at clinical practice sites across the
Washington State. In addition, SORCE provides a collaborative resource base for junior faculty from all Surgical Divisions as well as cross-departmentally. More information about SORCE is available at http://uwsurgery.org/sorce
I. Participant Outreach Coordination: (60%)
Work closely with Project Coordinator Lead to prioritize program outreach in order to meet project goals.
Track the progress of multiple concurrent projects and provides updates and escalations accordingly.
Understand and comply with survey protocols and project Manual of Operations: Effectively utilize available resources; Develop and implement appropriate methods for quality survey conduct and quality assurance measures for accurate data collection and entry.
Survey activities: Accurately track current survey participants to ensure timely completion of survey objectives; Perform survey data capture through multiple modalities (email, IVR, live phone call, and
paper); independently enter data and manage data through survey platform; and perform data cleaning activities;
Oversee a team of junior staff conducting survey outreach and activities; Successfully maintain up-to-date documentation for assigned project(s) and prepares research project progress and other informational reports about project status, as requested
Compliance: Monitor operations for adherence to contract obligations for each project (reporting requirements, protocol adherence, etc); Follow all SORCE Standards for best practices in human subjects research or QI coordination; Responsible for compliance with SORCE, Department, University or Federal Regulations, and ensuring that individual work products are completed accurately against standards and protocols; Personally implement and oversee team implementation of SORCE standards for project operations and/or external standards for project operations
Data Quality Assurance: As assigned, take lead on the oversight of quality control on survey data collection and management; develop protocols for internal audits on data completeness, validity and accuracy; Create a schedule for data quality activities and independently initiate actions; Design and
produce internal reports on data quality; Write related manual of operations/protocol and train team members.
Data File Management: As assigned, take lead on organizing electronic and paper research records; Write related manual of operations/protocol and train team members; Perform file management audits; Plan and complete appropriate records retention activities, following SORCE and UW standards.
II. Program Operations:(20%)
Survey Staff Oversight: Trains or instructs peers, colleagues and new staff in work processes and work flow; serve as intern lead and oversee undergraduate student interns; serve as primary supervisor to student assistants.
Special Projects: Provide knowledge and expertise in new survey projects development or operations expansion, either through consult, task assignment, or by assisting through short-term support to launch a project.
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
Create, organize, and oversee electronic and paper research and contract file management and information retrieval systems
Collaborate with Faculty and Senior Staff in the submission of new and renewal grant and contract proposals, setting and following timelines and task lists for facilitating application submission in a timely manner
Accurately format, edit, and proofread grant and contract document submissions based on sponsor guidelines, or other materials for external distribution
Accurately carry out internal communications and reporting responsibilities
III. Project Coordination (20%):
Manual of Operations/Protocol: Maintain Study MOP; tasks include conducting revisions when regulatory modification approvals are receiving; disseminating MOP to study investigators for feedback; and updating/training other research staff on protocol changes.
Data Collection Forms and Database Management: As assigned, take lead on the development of data collection forms in InDesign; Create data dictionaries or other companion documents; Build electronic research databases; Create an organizational system for version control and data collection form file management; Write related manual of operations/protocol and train team members.
Project Support: Assist with preparation and production of survey protocols and products; assist with preparation of research protocols or regulatory applications related to survey protocols and products.
Assist in the development of presentation materials, including gathering and summarizing material and using presentation software to create effective presentations.
Electronic Medical Record (EMR) Data Abstraction: Complete extensive medical chart review, abstraction, and data entry; train student assistants on abstraction on varying EMR systems; complete data accuracy checks and quality control activities; contact sites for access to EMR systems for research studies as needed.
Regulatory Coordinator: 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 to the IRB; renewals; and protocol deviations.
This position will direct the work of student assistants and interns.