Salary is commensurate with education and experience
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our Benefits page.
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The Department of Surgery currently has an outstanding opportunity for a PROJECT MANAGER.
The purpose of this position is to provide project management 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 being a workplace where such values are at the forefront of our daily interactions and our work. We value and seek diverse team members who are passionate, innovative, and collaborative.
This position reports to the Senior Project Managers PM(s) or Lead Investigators on the studies to which they are assigned, but has a direct working relationship with and matrixed oversight from study PIs, the SORCE Associate Director of Research, and the SORCE Administrator.
The areas of responsibility of this position fall into these categories:
Human Subjects Research Coordination:(30%) including regulatory management, participant activities, data collection and management, data analysis and reporting, and compliance oversight.
Research Site Management:(25%) including external site management, site regulatory management, coordination of regular meetings, assisting with site QA processes, liaising with site staff to resolve issues, and reporting site updates to study team.
Research Personnel and Team Management:(25%) For certain projects, this position will oversee a team of 2 to 5 UW-based research coordinators tasked with participant recruitment and data management for two research studies. This position will lead the hiring, training, supervision, and scheduling of this team. This position will also be charged with managing project teams as a whole, monitoring timelines and work assignments and serving as a central hub of communication on a project team.
Research Project Administration and Management:(20%) including research study planning; planning and management of patient and other stakeholder engagement elements of a research project; project milestone planning and oversight; development and oversight of project processes and procedures; study operations reporting; management of internal and external reporting and communications; coordination of activities supporting the development and submission of publications, grant proposals, and public-facing reports of research results; and meeting and event management.
This position will provide coordination and management for multiple health services and patient-centered outcomes research projects spanning internal and external sites, multiple investigators, multiple clinical disciplines, and multiple areas of primary focus (e.g., clinical research, health technology assessments, research program development, and stakeholder engagement). 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 may 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. Research coordinators 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 when needed (i.e., while learning new studies, training and shadowing staff, troubleshooting recruitment issues, and emergency coverage).
This Project Manager position is a blend of research coordination and research team management. A successful candidate will have 4-5 years of experience with human subjects research coordination, preferably in an academic or healthcare-related setting, and preferably in health services and outcomes projects, as well as progressive and demonstrated responsibility in staff and team management. Competitive candidates will also possess a history of successfully coordinating the development and submission of funding applications and peer-reviewed publications, as well as a working knowledge of and experience in stakeholder engagement principles.
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 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.
I. Human Subjects Research Coordination:(30%)
Participant Activities: Conduct research that involves human subjects as necessary to ensure timely completion of research objectives; i.e., personally screening, recruiting, consenting, surveying enrolled participants, accurately collecting data, and coordinating participant recruitment across multiple study sites and institutions.
Data Collection and Management: Effectively coordinate research data collection; Develop data collection methods and strategies for data management; Oversee and manage data collection processes; Responsible for quality control on data collection and management on assigned projects.
Compliance Oversight: Follow all SORCE Standards for best practices in human subjects research coordination; Responsible for compliance with SORCE, Department, University or Federal Regulations, and directing the team in meeting compliance objectives successfully.
Regulatory Management: Complete and manage human subjects regulatory applications or data use applications for assigned studies; prepare subject recruitment and consent materials; maintain study regulatory or data use applications and correspondence with Human Subjects Division or other entities.
Data Analysis and Reporting: Participate in the formulation of research data reports and data graphics; Conduct literature reviews; Assist in writing and/or editing 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.
II. Research Site Management:(25%)
External Site Management: Proactively maintain relationships with key stakeholders at each site to ensure active community involvement; deploy strategies for routine relationship management with a focus on exceptional customer service and site satisfaction with study participation; coordinate regular site meetings; work with sites to troubleshoot and overcome barriers to recruitment and patient retention.
Site Regulatory Management: Provide relevant materials to sites to support human subjects regulatory applications or data use applications; support sites as needed in the preparation of subject recruitment, consent materials, and follow up procedures; ensure that sites maintain study regulatory or data use applications; and answer regulatory questions from sites.
Site Quality Assurance: Implement appropriate processes for assessing quality research conduct and quality assurance measures for accurate data collection and entry.
Site Communication: Maintain open, timely, and accurate communication with sites regarding project developments and changes. Liaise with site staff to resolve issues. Schedule and facilitate regular site check-in calls, and provide feedback to study team.
Reporting: Produce site status reports including, but not limited to, monthly progress reports, recruitment reports, and QA reports to update the study team.
III. Research Personnel Management:(25%)
Lead team of 2 5 UW-based study recruiters: Using Team Management, Leadership, and Staff Supervision competencies as described below, this position will be responsible for oversight of a team of 2 to 5 research coordinators tasked with participant recruitment and data management for multiple research studies. This position will lead the hiring, training, supervision, scheduling, and separation of this team.
Build Effective Teams: Create strong morale and spirit on teams; share wins and successes; foster open dialogue; let people finish and be responsible for their work; define success in terms of the whole team; create a feeling of belonging on the team.
Manage and Measure Work: Clearly assign responsibility for tasks and decisions; set clear objectives and measures; monitor process, progress, and results; design feedback loops into work.
Skillfully Use and Guide Information Management: Understand and effectively apply SORCE guidelines and project standards within the PVP workgroup; accurately and consistently use SORCE reporting and communication methods and tools per guidelines; ensure that entire workgroup is consistently and effectively applying SORCE information management tools.
Nimble Project Leadership Lead team to easily flex to changing and often ambiguous priorities, act quickly on its decisions, and routinely meet its deadlines.
Interpersonal Savvy Relate well to all kinds of people, up, down, and sideways, inside and outside of the organization; build appropriate rapport; build constructive and effective relationships; use diplomacy and tact; can diffuse even high-tension situations comfortably.
Delegation Clearly and comfortably delegate both routine and important tasks and decisions; broadly share responsibility and accountability; tend to trust people to perform; let direct reports finish their own work
Directing Others Is good at establishing clear directions; set stretching objectives; distribute the workload appropriately; lay out work in a well-planned and organized manner; maintain two-way dialogue with others on work and results; bring out the best in people; is a clear communicator.
Culture-Setting Foster collaboration among our staff and establish a cohesive environment in which we can all share ideas, feelings, and needs in an open, trusting manner, making it easy for employees to disagree or offer contrasting points of view.
Comfort Around Higher Management Deal comfortably with more senior managers; present to more senior managers without undue nervousness or tension; understand how senior managers think and work; determine the best way to get things done with them by talking their language and responding to their needs; craft approaches likely to be seen as appropriate and positive.
Listening Practice active and attentive listening; has the patience to hear people out; accurately repeat the opinions of others even when he or she disagrees; listen genuinely to others' opinions when making decisions.
Self-Knowledge Know personal strengths, weaknesses, opportunities, and limits; seek feedback; gain insights from mistakes; is open to criticism; is not defensive; is receptive to talking about shortcomings; look forward to balanced performance reviews (+'s and 's) and career discussions.
Conflict Management Step up to conflicts, seeing them as opportunities; read situations quickly; good at focused listening; hammer out tough agreements and settle disputes equitably; find common ground and get cooperation with minimum of noise.
Motivating Others Create a climate in which people want to do their best; motivate many kinds of direct reports and team or project members; assess each person's hot button and use it to get the best out of her or him; push tasks and decisions out; empower others; invite input from each person and share ownership and visibility; make each individual feel her or his work is important; is someone people like working for and with.
Supervision of Staff:
Developing Direct Reports: Provide challenging and stretching tasks and assignments; hold frequent development discussions; is aware of each direct report's career goals; construct and execute compelling development plans; push direct reports to accept developmental moves; take direct reports who need work; is a people builder.
Confronting Direct Reports: Deal with problem direct reports firmly and in a timely manner; doesn't allow problems to fester; regularly review performance and hold timely discussions; can make negative decisions when all other efforts fail; deal effectively with troublemakers.
Participate in recruitment of new staff: Has a nose for talent; hire the best people available from inside or outside; is not afraid of selecting strong people; look to hire people different from self; assemble talented staff.
Modeling and Promoting Healthy Work/Life Balance: Maintain a conscious balance between work and personal life so that one doesn't dominate the other; is not one-dimensional; know how to attend to both; get what she or he wants from both.
Managing Diversity: Manage all kinds and classes of people equitably; deal effectively with all races, nationalities, cultures, disabilities, ages, sexes, sexual orientations, etc.; hire a variety and diversity of people; understand and encourage unique contributions of individuals; appreciate importance of not treating everyone the same all the time.
IV. Research Project Administration and Management:(20%)
SORCE Standards: Follow all SORCE Guidelines, Standards, and Tutorials for best practices in general project operations.
Research Study Planning: Collaborate with study investigators and Senior Staff in the strategic planning of data reporting and presentations; Participate in research planning with Project Managers and Investigators; Provide sophisticated literature reviews and summaries of evidence base; Provide written material and content for developing protocols and applications; Monitor the research planning process, set task timelines, and coordinate time sensitive efforts across Investigators, Directors, and staff.
Project Milestone Planning: Understand research project aims, timelines and milestones goals; Independently and effectively conceptualize then translate milestones/timeline into a day-to-day work plan; Provide direction to staff in terms of work product assignments.
Project Milestone Oversight: Ensure that assigned milestones are executed successfully and completed within time frames; Independently activate Investigators and staff in moving toward milestone completion; Track milestone completion and/or develop contingency plans, as necessary.
Team Communications: Effectively liaise between and across Investigators, study staff, participant sites, and funders as necessary to communicate research objectives, priorities, and/or changes; Independently establish and maintain positive relationships with multiple Investigators; Effectively coordinate and participate in meetings; Communicate with utmost accuracy, timeliness and effectiveness to Project Managers about project status, milestones, work-in-progress, timelines, challenges and barriers.
Study Operations Reporting: Proactively and independently design, develop, and implement routine study operations reports including, but not limited to: monthly progress reports, recruitment reports, interim data reports for investigators, data quality and management reports; Per study milestones and timeline or Investigator/Manager request, design and develop summary procedure/data reports on recruitment, retention, or other study protocol procedure effectiveness.
Peer-Reviewed Publications: Coordinate the development, writing, editing, and submission of manuscripts for publication by investigators and investigator teams.
Grant proposals: Facilitate team formation, conceptualization, writing, and review of major multidisciplinary proposals.
Reporting: Accurately track internal and external reports per project needs; independently initiate and compile necessary documents and materials; and draft content for sponsor reports.
SORCE Research Process Improvement: Participate in Department of Surgery and/or SORCE research process improvement activities; contribute to efforts by leading task forces or specific efforts; adopt and implement revised practices into projects; and champion research process improvement across the organization
BS or BA in relevant field, e.g., public health, health administration, life sciences
Minimum 4 years of experience with human subjects research coordination preferably in an academic or healthcare-related setting, and preferably in health services and outcomes projects
Demonstrated ability to identify and engage relevant stakeholders
Ability to adeptly manage multiple priorities and timelines. Comfortable working across multiple project teams with frequently competing deadlines. Ability to communicate effectively with managers and supervisor about workload and priorities.
Excellent problem-solving skills and demonstrated strong attention to detail
Expert user of standard software, including Microsoft Word, Excel, and Outlook, and presentation software
Maintains excellent verbal and interpersonal communication skills, writing and language skills, and technical editing skills.
Ability to act independently and see tasks and projects to conclusion without close supervision
Ability to tolerate ambiguity
Ability to see/understand the big picture and translate to implementation
Progressive responsibility in project management, team management, and leadership and demonstrated experience leading teams
Training and/or knowledge in ethical conduct of research with human subjects
Must be able to attend early morning or late afternoon research appointments or meetings.
Must be able to successfully pass a Washington State Patrol background check prior to hire
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.
Familiarity with health services and health disparities research
Master's in relevant field, e.g., public health, health administration, life sciences
Experience with academic medical faculty
5+ years of experience with human subjects research coordination
2-3 years of experience with planning and managing stakeholder engagement in research
Research administration experience (e.g., post-award fiscal experience, sponsor management)
Multi-site project management experience
Multi-investigator team management experience
Spanish language fluency (written and spoken)
Comfortable with occasional travel within the continental United States to visit study sites outside of Washington State.
Previous experience with writing, coordinating the development of, and/or submitting peer-reviewed manuscripts and funding proposals.
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 Core Competencies. We invite you to learn more about our mission, practices and people by visiting the Department's Website at Department of Surgery Website.
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 multidisiplinary 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 faculty from all Surgical Divisions as well as cross-departmentally. More information about SORCE is available at http://uwsurgery.org/sorce
Appointment of the successful candidate to this position may be made contingent upon a satisfactory outcome of a criminal conviction history check .
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