<p>The Research Clinic Coordinator position within Research Building Management Services is responsible for the daily functional operations of a research clinic within a larger portfolio of buildings within the University of Minnesota's Academic Health Center. As a member of a team, the Clinic Coordinator will provide support for studies taking place within their assigned area, ensuring the physical facilities and equipment meet the needs of the study occupants of the space through regular walkthroughs and active monitoring of the space, as well as close communication with those utilizing the space. This position will manage the intake process for research studies requesting to use this clinical space, meet with study teams to discuss upcoming studies for facility capabilities or needs, and provide policy and procedure information to users. The successful candidate will have previous healthcare experience, strong customer service and interpersonal skills, as well as a working knowledge of clinic operations and how to best support them, including interdepartmental cooperation to have repairs and improvements made and escalation of emergent issues to the appropriate parties. This position will have interactions with researchers, study teams and participants in research studies. <br /><br />(50%) Clinic Operations Role</p><ul><li>Supervises the clinic front desk administrative assistant. Ensure consistent coverage</li><li>Serve as the primary point of contact for studies requesting to use the research clinic by collaborating with study staff to ensure the successful implementation of a protocol</li><li>Management of new study intake process</li><li>Receive and approve requests for new studies according to policies for what is allowable in this space</li><li>Review research protocols, seek clarification from study team as needed</li><li>Ensure necessary approvals/documents are collected (IRB approval, protocol, consent)</li><li>Identify opportunities to streamline processes and improve the work flows of the clinic</li><li>Identify where gaps might exist in current practices and policies and proactively seek solutions and raise concerns</li><li>Collaborate with research partners as needed to discuss appropriate locations for studies as needed </li><li>Independently resolve problems using existing policies and guidelines</li><li>Approve clinic access requests for study staff</li><li>Manage process and approvals for after-hours use of clinic</li><li>Manage scheduling system including assisting with scheduling as needed</li><li>Review invoice disputes for room charges</li><li>Ensure appropriate maintenance and calibration of clinic equipment</li><li>Provide policy and procedure information to clinic users</li><li>Meet with PIs and study teams to discuss upcoming studies, as appropriate for facility capabilities or needs</li><li>Management of short term freezers in lab</li><li>Ensure samples are not stored for longer than 30 days</li><li>Place work orders for freezers as needed</li><li>Primary contact for freezer alarms</li><li>Ensure freezers are defrosted on a regular basis</li><li>Run monthly temp logs</li><li>Provide temp logs to studies as requested</li><li>Ensure equipment in rooms is in good working condition</li><li>Ensure clinic rooms are cleaned by study staff after each use and daily by housekeeping</li><li>Maintain the organization and cleanliness of the waiting area</li><li>Serve as the point of contact for any incidents in the research clinic</li><li>Ensure clinic furniture (exam tables, chairs, etc) are in good working condition</li><li>Participate in sponsor tours such as site selection visits as needed</li></ul><p>(15%) Building Safety, Security and Operations</p><ul><li>Utilize proactive building management strategies to ensure clinic operations, access, and security are maintained at the highest level</li><li>Initiate, facilitate, and manage customer security clearances, key, push code, and key safe requests</li><li>Unlock and lock clinic rooms each day</li><li>Conduct regular clinic walkthroughs to assess existing conditions, while also proactively seeking, noting, and investigating work orders not yet reported</li><li>Respond and communicate building emergencies and urgent matters to clinic occupants in a calm and efficient manner. Issues may include, but are not limited to: equipment failures, unexpected facilities outages and damages, environmental hazards, and security breaches</li><li>Identify and contact all parties necessary to address the emergency and to minimize impact on clinic occupants safety and research</li><li>Maintain and regularly update clinic emergency procedures and contacts</li><li>Track and schedule preventative maintenance work to optimize facility-related uptime</li><li>Assist Operations Specialist with seeking out service providers for RBMS owned research equipment</li><li>Work with building coordinator to seek out and compare cost-effective estimates for service repairs and preventative maintenance of RBMS’s portfolio of equipment and technology</li></ul><p>(15%) Customer Relations</p><ul><li>Act as a liaison between University departments, vendors, and clinic to maximize facility uptime and ensure clinic needs are addressed</li><li>Serve as the clinic main contact to provide guidance and resources for all clinic related questions, concerns, or needs</li><li>Collaborate with building coordinator to ensure all service requests and work orders are completed satisfactorily and to ensure Service Level Agreements are adhered to</li><li>Assist in scheduling and communicating clinic disruptions to ensure limited disturbance and to advocate on behalf of the research community and clinic users</li><li>Collaborate with occupants and service providers to develop alternative strategies and accommodations when building disruptions are required</li><li>Provide feedback and updates to all parties to improve and streamline coordination efforts for future work and disruptions</li></ul><p>(15%) Administration and Logistics</p><ul><li>Utilize fiscally responsible practices when making purchasing decisions on behalf of the clinic</li><li>Act of first point of contact for service repair and preventative maintenance for RBMS owned equipment to ensure vendors do not exceed standard scope of repair or service</li><li>Update, order, organize, and manage general inventory of supplies</li><li>Assist in the process of moving researchers in or out of laboratory space by partnering with a variety of departments including DEHS, CPPM, AHC OFCP, U Construction, department administrators, researchers and service providers</li><li>Reinforce lab move-out policies in conjunction with AHC OFCP to ensure space is left in move-in ready condition</li><li>Partners with AHC Planners to initiate communication, scheduling, and/or follow up of required lab/clinic alterations needed to accommodate new researchers</li><li>Create and document tasks, projects, and procedures in conjunction with management to provide uniform service across the RBMS portfolio</li><li>Assist management with projects as assigned</li></ul><p>(5%) Other Duties as Assigned:</p><ul><li>Afterhours on-call availability</li><li>Employer retains the right to change or assign other duties to this position</li></ul>
<p><strong>All required qualifications must be documented on application materials.</strong></p><p>Required Qualifications:</p><ul><li>BA/BS in business or public administration, health administration, organizational development or a related field plus four years of relevant experience; or a combination of related education and work experience to equal eight years.</li><li>Customer service experience</li><li>Experience leading small or large teams</li><li>Experience with Computers: Word, Excel, data entry/processing, & database software in a Windows environment</li><li>Demonstrated/documented ability to clearly communicate in written and spoken English</li><li>Demonstrated/documented ability to work independently or with little direction.</li><li>Demonstrated problem-solving, decision-making, and independent thinking abilities, especially when handling the unexpected</li></ul><p>Preferred Qualifications:</p><ul><li>2 years of healthcare/clinic experience</li><li>Demonstrated ability to deliver quality customer service results while multi-tasking, prioritizing, and meeting deadlines</li><li>Experience working under pressure (responding to multiple time sensitive duties and requests) in a fast-paced diverse customer service environment</li><li>Ability to determine when to seek appropriate guidance from peers and leadership for escalated situations</li><li>Excellent command of organizational, communication, and interpersonal skills, with strong aptitude for self-motivation</li><li>Experience managing in healthcare environment</li><li>Conflict management skills</li></ul>
Internal Number: 325168
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.