Full Job Description
Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.
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.
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. The project portfolio for this position will consist of up to 8 projects, including aspects of 3 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 trials that involve collaborations with multiple UW departments and over 30 sites nationwide.
Specifically, these PCORI studies include the Comparing Surgery versus Antibiotics to Treat Appendicitis (CODA) study, (https://www.pcori.org/research-results/2015/comparing-surgery-versus-antibiotics-treat-appendicitis-coda-study), the Comparison of Surgery and Medicine on the Impact of Diverticulitis (COSMID) trial( https://www.pcori.org/research-results/2018/comparison-surgery-and-medicine-impact-diverticulitis-cosmid-trial), and the Comparison of Intravesical Therapy and Surgery as Treatment Options for Bladder Cancer (CISTO) (https://www.pcori.org/research-results/2018/comparing-two-treatment-options-recurrent-bladder-cancer).
This position reports to a senior Research Coordinator/Research Coordinator Lead but interacts directly with faculty, and has matrixed oversight from Project Managers/Leads. 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 provide coordination for multiple (up to 8) projects spanning 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 will be simultaneously working on projects at every stage of life, from start-up to close-out.
Projects 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 worksites. 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 nature of this position’s project 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 projects, teams, faculty, 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 conducting research with human subjects.
Projects will span multiple sites of which SORCE serves as the coordinating center. The individual in this position will need to understand the complexities of multi-site research and will ideally have a strong foundation of experience in multi-site regulatory management. The individual must understand and systematically follow procedures and guidelines from multiple institutions to assure complete and accurate work products. Attention to detail and organization is required.
SORCE prides itself on having a dynamic work environment. From a foundation of well-established structure and process, we respond rapidly to opportunities or challenges with innovative and entrepreneurial approaches. The work assignments and the role of this position mean that the incumbent will regularly experience a particularly high degree of change and ambiguity. A successful candidate must not only embrace this environment as an individual, but also be able to support their colleagues to success in this context. 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: https://www.uwsurgery.org/about/staff/. We invite you to learn more about our mission, practices and people by visiting the Department’s Website at: https://www.uwsurgery.org/
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.
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.
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, per the SORCE Publication Standard.
Regulatory and Administrative Coordination (10%)
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.
As assigned, take lead on organizing 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 Manual of Operations/Protocol (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 taskforces to streamline multi-site research review as well as 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.
Assist with Investigator and Research Team including: Coordinate investigator and team meetings, as assigned; 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, and assisting with presentations; Train or instruct new staff or student interns in work processes and work flow.
Monitors of project resources, including supply purchasing, inventory management, tracking expenditures or field advances as requested.
Understand and effectively apply SORCE guidelines and project standards; Accurately and consistently use SORCE reporting and communication methods and tools per guidelines.
Education: Bachelor’s Degree in health sciences, public health or health-care related fields as well as other applicable areas of study.
Type and Years of Experience:
2 years of experience with human subjects research preferably in an academic or healthcare-related setting, and preferably in health services and outcomes projects;
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. Ability to 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
Comfortable with routine travel 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
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
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