• Operations Manager - Office for Human Research Studies

    Location US-MA-Boston
    Job Posted Date 4 weeks ago(6/18/2018 4:58 PM)
    Job ID
    2018-11547
    Category
    Operations
    Type
    full time
    Grade
    23
  • Overview

    Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

     

    The Office for Human Research Studies (OHRS) is the Dana-Farber Cancer Institute office that oversees the following committees and processes for the Dana-Farber/Harvard Cancer Center:

    • Scientific Review Committee (SRC)
    • Dana-Farber Cancer Institute (DFCI) Institutional Review Board (IRB)
    • Activation 

    Scientific Review is a requirement of the NCI Cancer Center Support Grant (CCSG) that funds the DF/HCC.  All cancer-relevant research at DF/HCC member institutions must be reviewed and approved by a SRC or through expedited administrative scientific review for prioritization, as permitted by the CCSG.  The SRC assesses a research protocols scientific merit, prioritization and feasibility of trial completion, as well as the progress of approved research terminating research that no longer meets those criteria.  OHRS manages five SRC panels.

     

    The IRB is an administrative body established to protect the rights and welfare of human research subjects recruited to participate in research activities conducted under the auspices of the institution with which it is affiliated. The DFCI IRB functions as a single IRB of record for the clinical institutions that comprise the DF/HCC.  OHRS manages seven IRB panels.

     

    OHRS also manages Activation - the process where operational requirements to conduct the research are identified and verified as being complete before the research is permitted to begin.  Operational requirements to conduct the research are identified and verified by OHRS as complete before the research is permitted to begin.  Operational requirements are identified by institutional departments, including, but not limited to: Nursing, Pharmacy, Pathology, Clinical Trials Offices, DF/HCC Office for Data Quality (ODQ), DF/HCC Clinical Trials Research Informatics Office (CTRIO)

     

    The Operations Manager for OHRS is primarily responsible for Intake and Online team operations in OHRS. The Intake team is responsible for verifying that incoming study team submissions meet minimum submission standards. The Online team is responsible for the final posting of IRB approved documents to OncPro. The operations manager further ensures the continued operation of the systems that support OHRS including Intake, Reviews and Online operations of OHRS. These include but are not limited to current systems (e.g. OnCore, OncPro, OHRS submit, P360, etc.) as well as future systems and enhancements under development.

     

    Back end systems management includes managing the service queue for questions directed to OHRS. In addition, this individual is responsible for serving as the liaison with Information Systems (IS); the maintenance and development of databases that support the OHRS operations including the risk language database and the drug language database; as well as the OHRS website.

     

    The Operations Manager also serves as the general office manager and is responsible for managing and overseeing all internal computers and equipment; production printers and scanners as well as ensuring the adequacy and capacity of equipment. The Operations Manager is responsible for staff time, purchasing and other general office matters. The Operations Manager must be able to provide direct support and training for the operations teams, including intake and online processing when understaffed or when a significant backlog occurs. The Operations Manager should gauge this need but also keep senior management informed of when his/her direct support is needed.

    Responsibilities

    PRIMARY DUTIES AND RESPONSIBILITIES:

    • Operations Management of Intake Processes and Online Communications.
    • Backend Systems management working closely with the OHRS Research Review Manager. Systems include, but not limited to:
      • P360
      • OnCore
      • DF/HCC Clinical Trials Portal
      • OncPro
      • OHRS submit
      • LiveLink
      • REX (archived materials)
      • Fileshare, Syncplicity, DropBox file distribution tools
      • Consent Form Builder
      • Risk Language Database
      • DF/HCC Website
    • Human Resources Management:
      • Introduces and orients All new OHRS staff members
      • Trains direct reports on OHRS policies and procedures
      • Provides direction, recognition, and career development opportunities for direct reports
      • Completes annual performance reviews and provides regular, in-person feedback for all direct reports
      • Addresses performance issues with Human Resource assistance, if needed, and with the involvement of Director
      • Ensures All OHRS staff compliance with all institutional requirements (AEU, Influenza, etc.)
      • Verifies departing staff are removed from OHRS systems access and return all OHRS / DFCI property.
    • Office Management
      • Responsible for space management, office move logistics, office signage in the Fenway office and in the DF/HCC Conference and Committee Room (DFCI ML101)
      • Responsible for overseeing the ordering of office supplies, manages office supply budget
      • Maintains vendor relationships related to copiers, fax, phones, Information Services
    • Troubleshooting/Process Improvement.
      • Acts as the primary point of contact for any problems or questions regarding direct reports
      • Resolves staff problems, utilizing sound judgment and with input from the Director
      • resolutions of complex problems, escalating as indicated to the Director
      • May be called upon to lead OHRS Quality/Process Improvement project teams
    • Other 
      • Will provide administrative backup, assist with general office management, conference planning, and faculty support 
      • Assumes other duties as assigned.
      • Assists with other projects as directed the Director and Associate Directors

    Qualifications

    KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

    • Bachelor's degree in health care administration, business, computer science or related field is required. Masters degree is preferred.
    • Two to five years of progressive responsibilities in a research or academic medical center setting is required. Preferred degree can substitute for two (2) of the required years of experience.
    • Supervisory experience is highly preferred. 
    • Knowledge of Federal, state, and local regulatory requirements regarding the protection of human subjects research and medical terminology is strongly preferred.
    • Strong working knowledge of computers required.
    • Demonstrated leadership ability, critical thinking ability, problem solving skills and ability to make independent decisions.
    • Demonstrated excellent organizational, decision making, communication, conflict resolution and interpersonal skills.
    • Demonstrated ability to work as an effective member of a team as well as independently.
    • Demonstrated ability to prioritize and manage multiple competing priorities
    • Must be flexible, be able to set and change priorities, and accept additional responsibilities as needed.
    • Responds positively to new approaches and frequent changes in the work environment.
    • Demonstrated ability to work within a team setting and foster collaboration
    • Excellent customer service skills
    • Ability to accurately and concisely disseminate information in both written and verbal formats to large diverse audiences
    • Flexibility and motivation to work on special projects as directed by the Director / Associate Directors.

     


    Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other groups as protected by law.

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