The Financial/Operations Coordinator, Program Operations, is responsible for supporting a range of administrative, operational and financial activities in support of the operations of the BWH Center for Clinical Investigation (CCI). The assistant will report directly to the Nursing Director and Operations Manager.
The assistant will spend time providing assistance with inpatient operations, business administration and financial management of the CCI.
The Center for Clinical Investigation (CCI) is the home of clinical research at BWH. We are a centralized resource group providing infrastructure, staff, resources and services to support the clinical research investigative community. Our purpose is to enable an efficient, responsive and robust clinical research enterprise at Brigham and Women's Hospital.
The CCI is comprised of the following services and facilities:
Research Coordinator Network (RC Net) Study Coordinator Pool- Offers investigators experienced study coordinators either full-time for a short period or part-time for an indefinite period.
Metabolic and Nutritional Services Core- Provides support for research diets on the inpatient and outpatient units.
Education- Training and educational programs for study coordinators, physician investigators, and other clinical research staff members.
Principal Duties and Responsibilities:
Financial/Operations Coordinator for Center for Clinical Investigation Inpatient Units
Completes weekly payroll (s) and enters data for schedules and actual staffing into BWH Kronos system and serve as a backup timekeeper for outpatient staff.
Runs tracking reports to check for data/potential payroll errors and corrects as appropriate. Copies the Monday payroll feed file to a shared drive. Processes payroll corrections on a weekly basis and coordinates training sessions aimed at reducing payroll errors.
Works cooperatively with CCI leadership to develop and maintain systems for collecting information to measure unit (s) of productivity. Monitors management report expenditure, reports findings to CCI leadership.
Assists Nursing Director (s) in creating and implementing systems with filing and distribution of information (i.e. policy changes, announcements, staff meeting minutes and maintains bulletin boards, email lists, and manuals.)
Completes special projects. Develops and participates in projects to enhance operations.
Performs other duties, as assigned.
As a member of the Patient Care Team, the Operations Assistant is responsible for ensuring that the patient and family members are attended to in a professional manner. The Operations Assistant is responsible for responding to the needs of the patient/family members in a timely manner and maintains a professional and friendly demeanor at all times. As a lead member of this team, the Operations Assistant is also responsible that other members of the team are responding to the needs of patients and families in a timely and professional manner.
The Operations Assistant will work cohesively as a member of the Patient Care Team, and will take a proactive role in ensuring the smooth and efficient operation of the unit.
Maintains hospital service standards, with particular attention to personal/behavioral, staff teamwork, and patient-staff interaction guidelines.
Coordinates and maintains systems for: (a) control group of inventory levels: (b) outside purchasing of supplies and equipment and capital equipment.
Establishes and maintains levels of regular supply items'
Keeps audit trail of equipment ordered and received. Ensures that equipment is safe and in proper working condition in coordination with other departments.
Maintains accurate inventory of equipment essential to unit.
Collaborates with Patient Care team in obtaining information/planning on new products/technology; facilitates the introduction of new equipment/supplies.
Generates and submits operating and capital budget requests based on the unit/patient care needs in conjunction with appropriate resources.
Collaborates with Nursing Director to keep unit regulatory ready, demonstrating knowledge of regulatory guidelines and ability to participate in unit quality programs.
Participates in quality improvement projects.
Member of Safety Committee, as assigned.
Overall CCI Financial Management Support
Support CCI financial accounting, payroll data entry, timekeeping, invoicing, and communication as requested.
Serve as a backup for purchasing and accounts payable contact for CCI.
Assist CCI Directors and Core Staff for various financial processes and questions. Understanding, communicating and applying Partners/BWH's financial policies where applicable
Interpret and transmit institutional policies, training requirements, and deadlines across the CCI.
Continuously assess and improve the efficiency of financial systems and processes.
May assist CCI Financial Director for the preparation of development in strategic goals and their translation into business/operational strategy and for executing the resulting operations to support the portfolio of clinical research funding at BWH
Other duties as required
Other Administrative Responsibilities:
Assist other admin staff to manage office supplies (order, stock and maintain admin supplies and letterhead)
Support communication activities within the clinical research community via email, website, annual report, newsletter, and other avenues.
Maintain a current knowledge of Federal (HIPAA, GCP, FDA, etc), State, and Hospital laws, regulations, and guidelines governing human subject research; attends educational and professional seminars.
Assure activities to be following BWH, JCAHO, NCRR, OSHA, DPH, and state and federal regulations.
In conjunction with the Admin and Financial Director and managers, continuously assess and improve the efficiency of systems and processes.
May support marketing activities to increase awareness of CCI throughout the clinical research community.
Undertake additional special projects and perform other duties as assigned.
B.A. or B.S. required. Heath Care Administration background strongly preferred.
Experience in project management is preferred.
Relevant experience in an academic health center is preferred.
Knowledge of and experience with research related activities preferred.
1-2 years of healthcare or related experience.
Strong analytical, organizational, interpersonal and demonstrated customer service skills required.
Skills/ Abilities/ Competencies Required:
Demonstrates competence in each of the following programs: Excel, Microsoft Word, Access, One Staff, Medicus.
Ability to prioritize and manage multiple projects and responsibilities simultaneously.
Outstanding organizational skills are necessary to manage many competing timetables and responsibilities
Ability to work under pressure in a fast paced environment and meet deadlines.
Interpersonal relationship skills needed to motivate others and work with many hospital-wide department heads, administrators, and physicians in a positive and collegial fashion.
Excellent verbal and written communication skills to communicate effectively with a large and diverse constituency.
Requires the ability to work independently and to accept responsibility for complex and sensitive decision-making as it relates to the overall conduct of the program.
High degree of analytic ability to manage the financial and human resources aspects of the position.
Strong communication skills - verbal and written.
Ability to supervise the work of others in a lead capacity.
Strong interpersonal skills in order to communicate effectively with a diverse group of hospital and non-hospital personnel.
Ability to foster a team environment and work as a team member.
Basic financial/accounting skills.
Independent judgment needed to organize work and set priorities.
Understanding of medical terminology
Demonstration of flexibility and willingness to adapt to diverse roles as a member of the unit-based team.
Brigham And Women's Hospital