Practice Operations Coordinator Jobs in Ohio (NOW HIRING)

Case Western Reserve University is committed to providing a transparent estimate of the salary range available for this position at the time of its posting. The salary range is between $46,035 and $58,234, depending on qualifications, experience, department budgets, and industry data.
Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.
Job Description
POSITION OBJECTIVE
Working under limited supervision, the Research Operations Coordinator leads the coordination and management for community-engaged research and operational activities within the Mary Ann Swetland Center for Environmental Health in the Case Western Reserve University (CWRU) School of Medicine. This position is an essential member of the Swetland Center operations team and the Community Engagement Studio team. The research operations coordinator supports 4 faculty, 3 to 5 staff, 3 to 6 students, and dozens of community partners through implementation of well-organized center-wide operations and communications, management of advisory programs, and event planning to raise awareness and foster research partnerships. A primary focus is leading community engagement studios in partnership with CWRU's Clinical and Translational Science Collaborative (CTSC). These are structured, evidence-based consultative sessions that connect researchers with community experts to improve study design, recruitment, and dissemination. The position requires the highest level of professionalism, skills in relationship building and partner management, and an ability to independently research and provide innovative solutions to improve processes and efficiencies in all job responsibilities. The research operations coordinator will work collaboratively and in a team environment with other internal and external faculty, staff, and community partners to support the center's goal to accelerate pathways to vibrant and healthy environments in alignment with the center's core values of collaboration, participation, respect, and innovation.
ESSENTIAL FUNCTIONS

1. Work closely with the center director to plan and execute center-wide operations. Organize bi-monthly all-hands meetings and monthly leadership meetings, develop agendas, and facilitate inclusive discussions to ensure alignment with center priorities and values. Manage center infrastructure including space, supplies, technology, and onboarding of new staff. Coordinate scheduling and record keeping for monthly project planning meetings. Coordinate Swetland Center advisory council bi-annual meetings by managing all logistics, developing agendas, and maintaining clear and open communication between the center and its advisors. (20%)
2. Working closely with the community engaged research module of the CTSC of Northern Ohio, devise new protocols and techniques to maintain research infrastructure for collaborative engagement studios involving a high degree of skill and training. These responsibilities include, but are not limited to, conducting monthly research team meetings, including agenda setting, note taking, and record keeping; updating study protocols and standardized operating procedures and train team members in collaborative engagement studio processes; establishing procedures for financial management of studios incompliance with fiscal standards; maintaining project database in REDCap and pull reports for quarterly grant reporting and monthly quality improvement assessments; gathering feedback from partners for process improvement; and establishing and implementing communication and outreach strategies to increase utilization of studios. Attend twice monthly community engaged research module meetings of the CTSC of Northern Ohio and quarterly collaborative engagement studio national network meetings. (35%)
3. Conduct 5 to 8 collaborative engagement studios per year by leading planning, implementation, and evaluation using standardized operating procedures. Ensure collaborative engagement studios adhere to evidence-based practices for authentic community engagement to help researchers solve hurdles related study recruit and retention, study design, study implementation, and dissemination by connecting researchers directly with patients, caregivers, and community members (¿community experts¿). Manage the recruit and train studio facilitators and community experts. Facilitate logistics, including contracting consultants and preparation meetings with researchers, and conduct studio sessions. Draft reports, prepare summaries for grant reporting, and support dissemination of findings. Comply with all requirements for human subjects research. (25%)
4. Coordinate emergent and responsive events to raise awareness and build authentic collaborations around environmental health and community engaged research. Support the design, organization, and implementation of 2 to 3 events per year, such as workshops, forums, trainings, or community meetings. These may be conducted by the center and/or in partnership with other internal and external partners. Manage logistics and outreach. (12%)

NONESSENTIAL FUNCTIONS

1. Carry out complex community engaged research assignments of a non-routine nature. These responsibilities include, but are not limited to, identifying networks and channels to reach populations with different backgrounds, experiences, and health needs, including use of artificial intelligence tools to expedite processes; building and strengthening relationships with internal and external partners by participating in select initiatives; establishing methods for tracking and monitoring partnerships; and identifying opportunities to engage partners for research and training initiatives. Connect with other units and departments at CWRU and the CTSC to foster efficiencies and collaboration. (5%)
2. Participate in seminars and activities. (1%)
3. Participate in meetings for the CTSC of Northern Ohio. (1%)
4. Perform other duties as assigned. (<1>

CONTACTS
Department: Daily contact with supervisor and center team to discuss research, engagement activities, and maintain workflow.
University: Occasional contact with other departments to share information and coordinate collaborative activities.
External: Regular contact with community partners, advisory council members, event participants, and collaborative engagement studio facilitators and community experts to foster engagement and collaboration.
Students: Regular contact with student employees to exchange information and support training and event logistics.
SUPERVISORY RESPONSIBILITY
May supervise students.
QUALIFICATIONS
Experience: 3 to 5 years of related experience required.
Education: Bachelor of Science degree required.
REQUIRED SKILLS

1. Organizational Management: Ability to work on multiple projects and tasks concurrently. Must demonstrate attention to detail and accuracy, time management skills, and follow-through. Must be able to work under pressure and adjust to shifting priorities, demands, and timelines. Must develop and apply efficient organizational processes for managing operations, scheduling meetings, maintaining supplies and technology, and ensuring effective communication across teams and with partners.
2. Project Coordination: Ability to plan, implement, and evaluate community engaged research projects, including recruiting and training participants, managing logistics, and preparing reports and summaries.
3. Protocol and Process Development: Skill in developing, updating, and implementing protocols and procedures for community engaged research and public engagement activities. Ability to train team members and maintain accurate records and databases.
4. Relationship Building: Ability to identify, build, and sustain relationships with a range of individuals and groups. Skilled at engaging partners and stakeholders to support research and collaborative initiatives.
5. Event Planning: Experience in designing, organizing, and executing events to raise awareness and foster collaboration. Ability to coordinate logistics and outreach efforts.
6. Data Management: Proficiency in managing, organizing, and reporting research data using databases and other tools. Ability to generate reports for quality improvement and grant purposes.
7. Communication and Facilitation: Excellent written and verbal communication skills. Ability to facilitate meetings, develop agendas, maintain notes and records, and engage diverse audiences effectively.
8. Collaboration and Respect: Ability to work effectively in a collaborative, high-performing team environment. Demonstrates respect for diverse backgrounds and perspectives.
9. Technical Proficiency: Skilled in using digital tools and platforms for collaboration, project management, and communication. Willingness to learn new technologies as needed.
10. Adaptability and Problem Solving: Effective problem-solving skills; must demonstrate good analytical skills, sound judgment and good decision-making. Ability to actively learn and adapt to changing priorities, embrace new approaches, and generate solutions to challenges in research and engagement settings. Must demonstrate capacity to understand the implications of new information for both current and future problem-solving and decision-making.
11. Professionalism: Outstanding interpersonal skills and demonstrated high integrity. Accountability to roles and expectations and capacity for implementing shared leadership and role delegation to effectively achieve goals. Ability to meet consistent attendance.

WORKING CONDITIONS
General office environment with pressures associated with short lead times, conflicting priorities, and the complex nature of the functions of an academic research center. Must be able to accommodate occasional early morning, late evening, and/or weekend responsibilities. Some statewide and national travel required with all documented travel costs reimbursed. Must have reliable form of transportation to travel to community sites. The position is eligible for hybrid work schedule.
Hybrid Eligibility
This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.
EEO Statement
Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.
Reasonable Accommodations
Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.
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