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The purpose of this position is to provide research project coordination for the Surgical Outcomes Research Center (SORCE). SORCE is a multidisciplinary research center established by the Department of Surgery supporting research to improve the quality of surgical care at the local, regional and national level. SORCE also collaborates with a variety of academic and community partners and institutions providing expertise in design/deployment of health services and patient-oriented outcomes projects for research and clinical quality improvement.
The Department of Surgery currently has an outstanding opportunity for a RESEARCH COORDINATOR.
The individual in this position will report to a Research Project Manager under the direction of SORCE’s Clinical Research Program Manager. The position may supervise 1 – 2 Student Employees or Undergraduate Interns.
SORCE is committed to encouraging diversity and inclusion and to being a workplace where such values are at the forefront of our daily interactions and our work as a research center. We value and seek diverse team members who are passionate, innovative, and collaborative. All candidates are encouraged to address as part of their cover letter how their experiences and perspective could potentially contribute to diversity and inclusion at SORCE.
This position will coordinate components of multiple health services and outcomes projects spanning internal and external sites, multiple investigators, and multiple clinical disciplines. Some of these projects may be related while others may encompass completely unique teams, sites, and/or topic areas. Projects vary in length of time from six months to 5+ years, meaning that this position may be simultaneously working on projects at every stage of life, from start-up to close-out.
The project portfolio for this position may include aspects of up to three multi-site pragmatic trials funded by the Patient-Centered Outcomes Research Institute (PCORI), all comparing surgery to medical management. SORCE serves as the Clinical Coordinating Center for these ambitious, milestone-driven, 5-year pragmatic clinical trials that involve collaborations with multiple UW departments and over 30 sites nationwide. These three studies are: Comparison of Intravesical Therapy and Surgery as Treatment Options for Bladder Cancer (CISTO), which will begin work in early 2019 (https://www.pcori.org/research-results/2018/cisto-comparison-intravesical-therapy-and-surgery-treatment-options-bladder), Comparison of Surgery and Medicine on the Impact of Diverticulitis (COSMID) Trial, which will start in mid- to late-2019 (https://www.pcori.org/research-results/2018/comparison-surgery-and-medicine-impact-diverticulitis-cosmid-trial), and Comparing Surgery versus Antibiotics to Treat Appendicitis (CODA), which is currently recruiting (https://www.pcori.org/research-results/2015/comparing-surgery-versus-antibiotics-treat-appendicitis-coda-study).
The areas of responsibility of this position fall into these categories:
Human Subjects Research Activities (70%)
Data Coordination (20%)
Regulatory and Administrative Coordination (10%)
This position will carry out many aspects of human subjects research, including in-person and telephone interaction with research participants. This individual will be responsible for the thorough understanding of research project aims, timelines, and milestone goals and must be able to effectively translate this understanding into project operations. In addition, the person in this position will effectively collaborate with investigators and project staff to ensure that project deliverables are achieved on schedule.
This position will work on projects that may involve 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 work sites. The projects may be recruiting 6:00 am to midnight, seven days a week. Incumbent must be willing and able to share coverage of recruitment responsibilities across these times.
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 multidisciplinary 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
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.
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.
Data Coordination: (20%)
Independently abstract data from patient medical records per research protocols/QI registry policies, with a high degree of efficiency and accuracy.
Independently enter data and manage data through research study/QI data platforms (i.e. REDCap, Datstat, ARMUS).
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.
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.
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.
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.
Regulatory and Administrative Coordination:(10%)
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.
Take the lead to organize electronic 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.
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.
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 task-forces to streamline multi-site research review; Participate in SORCE research innovation task-forces that touch upon regulatory issues, such as electronic consent, and serve as a point person on drafting new regulatory protocols for review.
Coordinate investigator and team meetings; participate in planning agendas and preparing 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;
Train or instruct new staff or student interns in work processes and work flow.
Assist with monitoring of project resources, including supply purchasing, inventory management, tracking expenditures or field advances as requested.
Bachelor’s Degree in health sciences, public health, or science or health-care related as well as other applicable areas of study.
Type and Years of Experience:
2-3 (minimum 2) years of experience with human subjects research preferably in an academic or healthcare-related setting, and preferably in health services and outcomes projects;
Relevant education may substitute for some experience requirement. Reviewed on a case-by-case basis.
Candidates of non-traditional educational or experiential backgrounds are encouraged to apply – please address applicability of education/experience in cover letter
Other Required Qualifications:
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 required.
Ability to learn new software programs and create and use multiple complex tracking systems to maintain contact and communication with sites and collaborators
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.
Ability to travel routinely between study sites in the greater Seattle area.
Resilient and able to work under pressure
Willingness to adhere to Department Standard Operating Procedures for conducting clinical research
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
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
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