Office Coordinator, Clinical Research Unit

Position: Office Coordinator, Clinical Research Unit      

Location: Boston, MA

Schedule: 40 hours per week, On-site

ABOUT BMC:

At Boston Medical Center (BMC), our diverse staff works together for one goal — to provide exceptional and equitable care to improve the health of the people of Boston. Our bold vision to transform health care is powered by our respect for our patients and our commitment to ensure everyone who comes through our doors has a positive experience.

You’ll find a supportive work environment at BMC, with rich opportunities throughout your career for training, development, and growth and where you’ll have the tools you need to take charge of your own practice environment.  

POSITION SUMMARY:

The Office Coordinator of the Clinical Research Unit will play a critical role in the seamless operation and coordination of clinical research activities that occur in the Yawkey Clinical Research Unit (CRU). Primary responsibilities will include administrative support, scheduling coordination, and ensuring efficient and effective communication among team members, research participants, hospital ancillary service departments, and BU General and Clinical Research Unit (GCRU).

JOB RESPONSIBILITIES:

1. Administrative Support:

• Provide administrative support to the CRU, including managing clinic supplies, dietary refrigerator logs, calendars, scheduling research participants, handling correspondence, and organizing meetings.
• Maintain accurate and up-to-date records of research activities, protocols, and documentation within related systems, including Epic- BMC’s Electronic Medical Record, and CRU’s implementation and billing tool, and Velos- BMC’s CTMS system to support research budgeting and billing compliance.
• Assist with the documentation and storage of CRU research protocols, consent forms, and other regulatory documents.

2. Participant Registration and Scheduling Coordination:

• Coordinate participant scheduling for research studies, ensuring available staffing support, coordination with the clinical team to ensure clinical appropriateness and safety, and timely/efficient scheduling of appointments and procedures.
• Manage and work closely with GCRU scheduling counterpart to maintain participant databases and scheduling systems to triage where studies will occur (CRU vs GCRU) track participant appointments and ensure accurate and timely communication with participants.
• Work closely with the research team to schedule research activities, meetings, and events.
• Register patients entering the unit, collecting and entering all relevant details into databases and creating a welcoming environment. Communicate with participants about any wait times or the flow of their visits
• Call participants to remind them of their appointments, and reschedule as needed. Create, organize and communicate daily schedules of room usage, including time for cleaning/restocking in between patients

3. Communication and Collaboration:

• Serve as a central point of contact for the CRU, including research team members, participants, sponsors, and collaborators.
• Facilitate communication among team members to ensure seamless coordination of research activities.
• Collaborate with other departments within the organization, including the GCRU to streamline processes and improve operational efficiency.

4. Compliance and Quality Assurance:

• Support clinical and research compliance within the CRU, including Joint Commission compliance, adherence to research protocols, maintaining confidentiality and data security.
• Participate in quality assurance activities to ensure the accuracy and integrity of research data and procedures.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB REQUIREMENTS

EDUCATION:

• High school diploma required
• Bachelor's degree in a related field (e.g., healthcare administration, life sciences) preferred

EXPERIENCE:

• Minimum 2+ years in a clinical research setting or healthcare environment is required

KNOWLEDGE, SKILLS & ABILITIES:

• Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple priorities effectively.
• Excellent communication skills, both written and verbal, with the ability to interact professionally with a diverse range of stakeholders.
• Detail oriented and ability to multi-task effectively
• Desire to work in a team setting and support cross-coverage within the unit.
• Proficiency in Microsoft Office Suite and experience with scheduling software or databases.
• Knowledge of regulatory requirements and guidelines related to clinical research is a plus. Experience with EPIC, clinical trial management systems, or equivalent

JOB BENEFITS:

• Competitive pay
• Tuition reimbursement and tuition remission programs
• Highly subsidized medical, dental, and vision insurance options
• Career Advancement/Professional Development: Access a wealth of ongoing training and development opportunities that will not only enhance your skills but also expand your knowledge base especially for individuals pursuing careers in medicine or biomedical research.
• Pioneering Research: Engage in groundbreaking research projects that are driving the forefront of biomedical science.

ABOUT THE DEPARTMENT:

As the primary teaching hospital for Boston University Chobanian & Avedisian School of Medicine and BU schools of public health and dentistry, intellectual rigor shapes our inquiries. Our research is led by a belief that skin color, zip code, and financial circumstances shouldn’t dictate health.

Boston Medical Center is an Equal Opportunity/Affirmative Action Employer. If you need accommodation for any part of the application process because of a medical condition or disability, please send an e-mail to Talentacquisition@bmc.org or call 617-638-8582 to let us know the nature of your request.

Equal Opportunity Employer/Disabled/Veterans