Intake Coordinator

ResponsibilitiesThe mission of the Financial Coverage & Activation Team (FCA) within the DGSOM's Dean's Office and CTSI at UCLA is to streamline clinical research study activation while providing an institutional safeguard to ensure clinical research study budgets comply with applicable federal, state and local laws and regulations related to clinical research budgeting and billing. FCA supports clinical research faculty and staff navigate the clinical research financial activation and amendment workflows within the UCLA Health System. FCA Team members may perform study document intake, review, validation and downstream assignment of tasks, including but not limited to: clinical research study budget construction, validation, and analysis in both the UCLA Health System Clinical Research Management System (CRMS) and other software platforms (e.g. Excel). FCA Team members endeavor to be campus experts in clinical research study activation, particularly in regards to budgeting and coverage, and are ambassadors in encouraging and supporting adoption and compliance with institutional best practices and policies, as well as Federal and State laws and guidelines.
Intake Coordinator will primarily perform the following key services and operational functions:
The Intake Coordinator will be the primary point of contact for FCA study document receipt and intake. The Intake Coordinator will request and obtain study documents necessary to perform FCA assignments, including OnCore calendar construction, validation, coverage analysis, procedural coding, research pricing, and budget exportation and negotiation. The Intake Coordinator will be assigned to ensure the accuracy of IRB information and core study document review and data entry into the enterprise CRMS. The Intake Coordinator will work with research faculty and staff, as well as other collaborating research administrators to ensure consistency and accuracy of study documents. In addition to researchConnect study intake processes, the Intake Coordinator may be asked to assist FCA colleagues in performance of their underlying mission to the Health System, including but not limited to: study activation facilitation, budget development, coverage analysis, budget exportation, study document reconciliation, and liaison with other administrative research offices to streamline and triage study startup processes. The incumbent will foster effective and cooperative relationships with research faculty and staff, as well as other administrative units. The position requires strong skills in time management, multi-tasking, organization, and customer service. The incumbent should have experience in the clinical research environment, particularly familiar with basic protocol design, applicable laws and guidelines, and an understanding of pre-study activation processes as they relate to clinical research.

QualificationsEducation: Bachelors Degree, preferably in biological sciences or equivalent experience of at least 2 years in an office setting.
2 years recent experience as a clinical research professional involving hands-on clinical research administration experience.
Experience working with faculty, administrators, and staff in an academic medical center, health care or university environment.
Strong computer skills and the ability to learn new software quickly and thoroughly.
Ability to set priorities of assignments to complete work in a timely manner when there are changes in workload, pressures of deadlines, competing requirements and changes in assignments.
Familiarity with academic medical center infrastructure and clinical research processes.
Proven ability to communicate effectively and participate multidisciplinary discussions regarding the health sciences campus research process and related details to a wide audience (scientists, physicians, nurses, staff, sponsors, and the general public.)
Ability to follow instructions, effectuate complex workflows, set and meet expected turnaround time goals on an ongoing basis and monitor, analyze, and improve processes on an ongoing basis, and work in a time-sensitive environment.
Ability to be flexible and adapt within an ever-changing, dynamic, service-oriented environment and operate effectively within a team.
Ability to establish and maintain cooperative and mutually supportive working relationships with faculty, administrators, staff, other campus units, UC system units, and sponsoring agencies and companies.
Excellent written and verbal communications skills.
CCRP, ACRP or similar research related certification preferred.
Demonstrates expertise in protocol assessment, IRB submission, and clinical trials budgeting/negotiation.
Strong working knowledge of the full range of pre-study activities related to clinical research activation processes.
Knowledge of medical terminology.
Knowledge of research regulatory requirements (including FDA and other federal and state regulations), GCP/ICH guidelines, and special requirements for drug and medical device trials, as well as ICD and CPT coding and clinical research billing modifiers.
Familiarity with UCLA Medical Center (preferred) or similar organization computing systems and demonstrated ability to learn and utilize other databases and administrative software, including a future clinical trials information system.

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