YCCI OnCore Calendar Team Lead

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Overview

Reporting to the Associate Director of Protocol Activation and Lifecycle Management (PALM), the OnCore Calendar Team Lead manages a team of calendar builders and vendors, and is accountable for calendar build quality, timeliness, and adherence to Yale Center for Clinical Investigation (YCCI) and Yale School of Medicine (YSM) policies. This position has oversight of calendar build services (including new and amendment calendars) and staff, and is involved in day-to-day support of research studies managed by YCCI, including prioritization, assignment, and escalation of any risks that may impact study activation timelines, billing compliance or system integration.

Working collaboratively with key stakeholders across and beyond YSM, this role advocates for the advancement of strategic objectives that promote effective, efficient, and compliant management of research studies. The OnCore Calendar Team Lead provides in-depth knowledge, expertise, ongoing support, education, and training to their team and researchers, and works with YCCI leadership to inform/develop and align on broader training programs and other initiatives as assigned.

Principal Responsibilities

1. Assign and monitor staff workload, tracking deadlines and progress to ensure timely and compliant completion. Complete calendar builds and reviews as needed to meet timelines, ensure quality and ensure equitable and sustainable staff workload.

2. Onboard and supervise YCCI calendar builders. Recruit, screen, interview, hire, and perform evaluations, progressive counseling, and development for staff as needed.

3. Develop team and individual goals with direct reports to foster professional growth. Routinely monitor and evaluate staff performance and provide constructive and meaningful assessments. Create an environment that encourages and supports development and learning through regular and timely feedback.

4. Serve as a central resource to OnCore Support, investigators and research professionals to provide guidance on OnCore Calendar Builds and how they translate to participant management, financial management and billing compliance.

5. Manage and oversee assigned operational components of the OnCore-Epic integration, including workflows, issue triage and coordination with relevant system owners for resolution.

6. Promote the design, development, implementation, assessment and continuous improvement of workflows that support compliant study conduct, and delivery of consistent and high-quality services.

7. Advocate for Yale researchers, identifying barriers to optimal study execution, formulating implementing, and assessing solutions. Identify resources needed for timely and successful completion of projects. Consult and provide input on institutional polices, identify and promote best practices.

8. Key Stakeholder Interfacing:

• Collaborate and effectively communicate with stakeholders from all levels, including other PALM units, Investigators and study team members, other YCCI teams, and Yale leadership.

• Know who to contact and where to seek answers when investigators and study staff have questions about YCCI services.

​9. System Management:

• Maintain accurate and complete information for assigned studies across all systems (e.g. Salesforce, OnCore, Epic).

• Oversee and ensure staff compliance with data entry and maintenance in appropriate systems.

• Provide metrics on activation timelines for calendar build tasks and address bottlenecks on an ongoing basis.

10. Vendor Management:

• Oversee assignment and workload management with Calendar Build vendor(s).

• Maintain oversight of vendor work products, communication and invoices.

• Establish and apply QA/acceptance criteria for vendor calendar builds; document issues and ensure timely rework and closure.

11. Contribute to appropriate and timely internal department billing of calendar build services.

12. Identify, document, and manage issues, escalating as needed to achieve timely resolution.

13. Demonstrate a positive, professional and adaptable attitude.

14. May perform other duties as assigned.

Required Skills and Abilities

1. Bachelor’s Degree and at least 5 years of clinical research experience. Extensive knowledge of OnCore calendar builds as well as the other functions of OnCore, and the ability to work across  related systems.

2. Creative, self-directed, and a self-starter with the ability to work, plan, research, and conduct projects with minimal supervision while also overseeing assignments of direct reports.

3. Professionalism, sound judgment, and ability to work with confidential material. Superior interpersonal, oral and written communications and the ability to work effectively with a wide variety of external and internal stakeholders.

4. Demonstrated leadership skills including the ability to lead and develop personnel with a wide variety of experience and backgrounds, successful collaboration across multiple stakeholder groups, and the ability to train, communicate and motivate in support of reaching defined goals and driving positive impact to the team and organization. 

5. Demonstrated ability to manage, organize, and execute complex projects; multi-task, identify, analyze, and resolve problems efficiently and effectively; and independently follow-through on tasks, prioritize work, and manage multiple assignments to meet deadlines.

Preferred Skills and Abilities

1. At least one year in a supervisory position managing staff.

2. Certification as a Clinical Research Associate or Clinical Research Professional (ACRP, SOCRA, or equivalent).

3. Master’s degree in clinical research or related field.

4. Experience managing vendors and reviewing their work product and invoices.

5. Experience with the following systems in addition to OnCore: Epic, Salesforce, Power BI

Principal Responsibilities

Required Education and Experience

Bachelor’s Degree in related field and 5 years of experience or an equivalent combination of education and related experience.

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Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

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