Electronic Programs Optimization Program Manager per diem
Brigham & Women's Hospital(BWH)

Boston, Massachusetts

Posted in Health and Safety

Job Info

We seek administrative and operations oversight of multiple electronic information intake systems which serve our faculty through the Office for Professional Development in the Department of Surgery. This role includes day-to-day management, project coordination, interface with research staff, financial assessments, and business development. This position facilitates smooth experiences for our providers and staff who develop and use our systems. The role also includes optimizing implementation and evaluations designed to maximize usability, efficiency, productivity, security, and optimal yield of our electronic platforms. It also includes assessing organizational and structural factors which can optimize usage, applicability, and uptake. This position also oversees electronic information collection to ensure it is performed in a manner consistent with MGB, HIPAA, GDPR, and IRB best practices. This role additionally involves serving as a resource for investigators, research assistants, and related staff who access these systems and require related analytics. This individual will have an active role in oversight, implementation, and development, including work with staff, resources, technology, documentation requirements, institutional agreements, database curation, and practical aspects involved in the expanding phases of our work. The role also includes financial analysis and optimization of the business-related and grant-related aspects of these efforts. Implementation optimization and structural planning is also helpful. The ideal applicant will have comfort with electronic systems and program development skills. While this is not a clinical position, an understanding of clinical concepts and how and when to communicate with clinicians is beneficial. This role is best matched for someone whose demeanor is professional, communicative, organized, energetic, solutions-oriented, team-supportive, and resourceful. This person will also help ensure smooth communication and timely follow-up among all staff working within the programs.

Principal Duties and Responsibilities:

  • Provide management of the development, implementation, and optimization of the electronic programs which serve our faculty, including electronic intake designed to optimize clinical and research endeavors, with the leadership of the Associate Chair for Faculty Development
  • Administrative oversight of platforms' development timetable and milestones, including interface with administrative, clinical, and research team members
  • Organizing, planning, and implementing staff orientation and ramp-ups for platform deployments at new or additionally expanding sites
  • Assessment of patterns of deployment and implementation to optimize development, infrastructure, and resource allocation
  • Management of regularly scheduled communications related to the electronic intake systems
  • Management and optimization of work, agreements, and regulatory needs related to collaborating sites
  • Responsibility for new vendor agreements, new site agreements, insurance maintenance, scalability assessments, and evolving licensing opportunities
  • With the concept of kaizen in mind, engaging in regular rounds designed to obtain input and elicit descriptions of any issues which may arise
  • Completion of regular program-wide reports and analytics for system and related users
  • Feedback and summary reporting for clinical and administrative users, as well as related research teams
  • Coordination and oversight of ongoing maintenance and requests for data generated by our electronic systems, including data use agreements and requests for data exports or mergers.
  • Analytic assessments related to the system and the data it generates
  • Ongoing support and triage for systems users, including clinical, administrative, and research staff
  • Tracking, sorting, and exploration of suggested features and ideas, including follow through with organizing beta testing of selected ideas
  • Financial tracking, including efficiency assessments, interval reports, business model and plan development, grants/funds acquisition, and payment management from external sites
  • Facilitation, planning, and providing input into operational meetings, staff orientations, and related training
  • Maintain a centralized, up-to-date repository of manuals of procedures, training materials; assist staff in both contributing to and utilizing this resource; engage in systems planning to keep procedures actively optimized
  • Work closely with leadership and team members to ensure timely project progress, identification of impediments, and implementation of best practices
  • Interface with external collaborators, including sponsors, clinical sites, and other groups who have interest or ongoing usage of our electronic systems
  • Coordinate efforts of clinical research staff members and provide guidance to the study staff in protocol implementation, meeting recruitment goals, performing clinical procedures, and managing data collection.
  • Collaborate with the leadership of the electronic intake platform system and study PIs to ensure ongoing review; assist with the implementation of new projects and studies, specifically those arising from with clinical operations and electronic information intake.
  • Teaching, knowledge advancement, and betterment of fellow administrative staff
  • Liaise with Partners IT, Information Security, Research Management, Partners Human Research Committee, Clinical Trials Office, Innovation, Partners Human Research Quality Improvement program, Epic eCare research team, BWH Compliance and other BWH groups on program initiatives or performance improvements.
  • Assist with preparations for audits/reviews and maintaining detailed accounts; liaising with the Partners Human Research Committee and the BWH Compliance team as required
  • All other duties as assigned

Skills/Abilities/Competencies Required: Must be realistic, objective, measurable and related to essential functions of the job:

  • Honest, motivated, enthusiastic, solutions-oriented, and resourceful
  • Excellent verbal and written communication skills
  • Excellent critical thinking skills and ability to function well at a managerial level
  • Strong analytical and creative problem-solving skills which support sound decision making, consensus building, and effective communication with leadership and team members
  • Familiarity and comfort with electronic devices and related apps
  • Familiarity with research terminology, environment, analyses, and related infrastructure
  • Familiarity with clinical environment
  • Ability to maintain the utmost confidentiality of sensitive and personal information
  • Strong computer skills, e.g. proficiency in Word, PowerPoint, Excel
  • Some understanding of database curation, expansion, and maintenance, e.g. Stata is ideal but not required
  • Strong knowledge of IRB processes and approval mechanisms included in ongoing IRB oversight; knowledgeable of Good Clinical Practice (GCP) guidelines
  • Prioritizes and manages multiple responsibilities
  • Works in a fast-paced environment
  • Develops templates, organizes technical information, and maintains functional schedules
  • Provide graphical representations of information for reports
  • Understanding of budgets, business planning, business modeling, and payment structures
  • Educates and conducts training sessions both on individual and group levels
  • Coordinates scheduling and manages deadlines across multiple simultaneous projects
  • Understanding of financials and the potential for grants and other funding sources
  • Analyzes patterns in performance and develop best practice methodologies

Required: Bachelor's degree

Preferred: Master's degree in Business, Health Information Systems, Computer Science, or Health Research-Related Field

Required: 3-4 years of experience in a related position, i.e. program manager work with prior business model development and establishment of day to day best practices.

EEO Statement
Brigham and Women's Hospital is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, sexual orientation, gender identity, national origin, ancestry, age, veteran status, disability unrelated to job requirements, genetic information, military service, or other protected status.

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