Calendar Operator Jobs (NOW HIRING)

Fred Hutchinson Cancer Center is an independent, nonprofit organization providing adult cancer treatment and groundbreaking research focused on cancer and infectious diseases. Based in Seattle, Fred Hutch is the only National Cancer Institute-designated cancer center in Washington.

With a track record of global leadership in bone marrow transplantation, HIV/AIDS prevention, immunotherapy and COVID-19 vaccines, Fred Hutch has earned a reputation as one of the world’s leading cancer, infectious disease and biomedical research centers. Fred Hutch operates eight clinical care sites that provide medical oncology, infusion, radiation, proton therapy and related services, and network affiliations with hospitals in five states. Together, our fully integrated research and clinical care teams seek to discover new cures to the world’s deadliest diseases and make life beyond cancer a reality.

At Fred Hutch we value collaboration, compassion, determination, excellence, innovation, integrity and respect. Our mission is directly tied to the humanity, dignity and inherent value of each employee, patient, community member and supporter. Our commitment to learning across our differences and similarities make us stronger. We seek employees who bring different and innovative ways of seeing the world and solving problems.

This position is part of the CTMS Program Office. The CTMS Program Office is a dual-institutional office housed within the Fred Hutch Research Administration department providing operational support services for the OnCore Clinical Trial Management System (CTMS) that is jointly managed by Fred Hutchinson Cancer Center and the University of Washington.

This position will build and configure study calendars and financials in OnCore based on provided study documents. The position works directly with research teams and central offices and requires an in-depth understanding of clinical research to successfully manage their duties. The incumbent will be responsible for interpreting research protocols and negotiated budget and payment terms, managing competing priorities, and providing superior customer service.

While this position consists of mostly independent work, it is part of the Calendar & Financial Analyst team, reporting to the CTMS Assistant Director.

This is a remote position. 

Trial-Specific Calendar Building

• Interpret, translate, build, and configure electronic study calendars for clinical trial data capture in accordance with the terms of the individual protocol of each specific clinical trial.
• Undergo 3-4 months of highly specialized training.
• Perform quality assurance of work product to ensure proper functionality within clinical trials management system (CTMS) while maintaining protocol accuracy.

Trial-Specific Financial Building

• Interpret and identify salient information from negotiated budget and payment terms.
• Configure electronic study budgets for clinical trial data capture in accordance with the terms of the negotiated budget and contract payment terms.

Systems Management

• Perform system testing as directed and quality control of application functionality during application upgrades.
• Develop prioritization schema to aid in workload management for calendar and budget build tasks.
• Manage and process daily reports including conducting weekly audits of overdue work products.
• Update team standard operating procedure manual to maintain consistency of work product across the institution.
• Evaluate and perform periodic data clean-up via larger quality assurance projects.

Customer Service

• Assist the CTMS help desk team to support current end users who encounter problems or have questions via written communication as well as weekly Office Hours and one-off meeting requests.
• Collaborate with direct supervisor, coverage analysis team, budget team, clinical research team, project managers, health system representatives, consultants, and vendors to ensure overall completion of goals, schedules, and deadline.
• Comply with determined communication and work product turnaround metrics while maintaining leadership and end user expectations.
• Utilize several applications to communicate and manage end user interactions.
• Provide superior customer service to end users and parallel central office teams.
• Other duties as assigned.

SCOPE OF RESPONSIBILITY:

• Independently evaluate tasks at hand, determining best course of action within confines of institutional practices and federal compliance regulations.
• Apply subject matter expertise of REDCap and OnCore.
• Identify and communicate possible need for budgetary corrections due to budget and OnCore discrepancies.
• Stay up to date on all new and evolving institutional changes as they relate to policy, pricing, budgeting, etc. for clinical trial data captured in OnCore.
• Understand and operate in a complex environment with detailed workflows.
• Deep understanding of OnCore functionality, being able to confidently provide guidance to internal and external teams including end users.
• Assist with periodic training webinars and learning opportunities.
• Influence institutional workflows or processes.
• Provide guidance and content for end user OnCore process documentation.

MINIMUM QUALIFICATIONS:

• Bachelor’s degree, preferably in Clinical Research, Science, Health Sciences, or related fields, or equivalent combination of education and related experience.
• Minimum 2 years of experience in clinical research.
• Experience reading and interpreting clinical research protocols.

PREFERRED QUALIFICATIONS:

• Attention to detail and analytical mindset.
• Enjoys puzzles and logic games.
• Quick and engaged learning skills, curiosity.
• Ability to work independently and be a self-starter.
• Comfortable with ambiguity and ability to ask good questions to clarify understanding.
• Ability to communicate effectively, both in writing and orally.
• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
• Outstanding customer service skills.
• Experience in building calendars with OnCore at a research center.
• Experience with CTMS or financial data systems in support of clinical research.
• Demonstrated knowledge of study design criteria, randomization processes, clinical and bio-specimen terms used in research studies, and scientific and medical concepts and terminology.
• Knowledge of Federal and Institutional confidentiality policies applicable to electronic databases containing protected health information and data collected specifically for research.
• Knowledge of medical billing terms and research billing operations for industry, institutional and national group -sponsored research.

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The annual base salary range for this position is from $80,172 to $104,250, and pay offered will be based on experience and qualifications.
Although Fred Hutch is not sponsoring most H-1B visas at this time, candidates who already hold an H-1B sponsored by another organization and are currently in the U.S. may be eligible for this position.
Fred Hutchinson Cancer Center offers employees a comprehensive benefits package designed to enhance health, well-being, and financial security. Benefits include medical/vision, dental, flexible spending accounts, life, disability, retirement, family life support, employee assistance program, onsite health clinic, tuition reimbursement, paid vacation (12-22 days per year), paid sick leave (12-25 days per year), paid holidays (13 days per year), and paid parental leave (up to 4 weeks).

We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We desire priority referrals of protected veterans. If due to a disability you need assistance/and or a reasonable accommodation during the application or recruiting process, please send a request to Human Resources at hrops@fredhutch.org or by calling 206-667-4700.