Clinical Operations Manager

GAP Solutions, Inc.; Bethesda (MD); On-site; USD 85,000 - 110,000; Full time

Job summary

GAP Solutions, Inc. seeks a Clinical Operations Manager to support the National Institute on Alcohol Abuse and Alcoholism within NIH.

The role coordinates calendars, credentialing, document preparation, and administrative processes across clinical staff and departments. Responsibilities include maintaining confidential information, budget tracking, procurement, and coordinating scientific meetings and travel.

Responsibilities

• Keep calendar for senior staff; coordinate meetings of the Office of the Clinical Director; update and maintain shared calendars; schedule conference rooms and validate parking.
• Update personnel information in NEDS and FPS systems.
• In the executive levels absence ensure that requests for action or information are relayed to the appropriate staff; decide whether executive level should be notified of important or emergency supervisory issues.
• Maintain confidentiality of sensitive information and draft documents including employees, patients and research studies information and actions.
• Prepare Title 42 and Non-FTE personnel packages including appointments, renewals, and terminations.
• Serve as the primary point of contact for Clinical Center credentialing of clinical staff within NIAAA; prepares and routes credentialing packages.
• Coordinate the preparation of documents on behalf of clinical staff such as correspondence, reports and forms.
• Ensure compliance with required program, administrative and management deadlines.
• Coordinate pay certification of IRTAs and Visiting Fellows monthly.
• Collects, enters and updates data into tracking database; develop and maintain administrative databases.
• Assist with budget tracking and protocol management.
• Requests and initiates the purchase of materials, supplies and equipment; inventory and coordinate orders; track delivery.
• Serve as POC for shipments, maintenance, housekeeping requests; submit IT tickets; assist in oversight of shipping.
• Gather, analyze and prepare justifications for administrative requests.
• Arrange and coordinate scientific meetings, seminars and conferences; provide background materials.
• Coordinate meetings, conferences, workshops and courses for staff; schedule conference rooms.
• Plan and schedule meetings, workshops, symposia, seminars for clinical staff.
• Plan and prepare travel authorizations and vouchers using NIH Travel System.
• Take, prepare and distribute minutes from meetings with program staff and attendees.
• Serve as liaison between clinical staff and other medical centers, physicians and clinical staff.
• Manage special clinical projects for the branch.
• Meet with program staff regularly to provide status reports and receive new assignments.

Job description

Position Objective

The Clinical Operations Manager will provide support services to satisfy the overall operational objectives of the National Institute on Alcohol Abuse and Alcoholism within the National Institutes of Health.

Duties And Responsibilities

• Keep calendar for senior staff; coordinate meetings of the Office of the Clinical Director, update and maintain shared calendars, schedule conference rooms and validate parking 4
• Update personnel information in NEDS and FPS systems
• In the executive levels absence ensure that requests for action or information are relayed to the appropriate staff. Decide whether executive level should be notified of important or emergency supervisory issues.
• Maintain confidentiality of sensitive information and draft documents including employees, patients and research studies information and actions.
• Prepare Title 42 and Non-FTE personnel packages including appointments, renewals, and terminations. 1
• Serves as the primary point of contact for Clinical Center credentialing of clinical staff within NIAAA. Prepares and routes credentialing packages for submission. 2
• Coordinate the preparation of a variety of documents on behalf of clinical staff such as correspondence, reports and various forms, letters, memoranda, schedules, agenda for review and input .
• Ensures compliance with required program, administrative and management deadlines.
• Coordinate the pay certification of IRTAs and Visiting Fellows on a monthly basis ensuring completion within the certification period.
• Collects, enters and updates data into tracking database.
• Develop, maintain and utilize various administrative databases.
• Assists with budget tracking and protocol management.
• Requests and initiates the purchase of materials, supplies and equipment.
• Inventory supplies and equipment; prepare and submit training, supply, equipment, service and advertisement orders; coordinate with vendors to obtain quotes and ensure receipt of items.
• Create and submit POTS orders, enter receiving in POTS and track orders; order supplies on NBS Internal Requisitioner. 5
• Serve as the POC for shipments, maintenance, housekeeping requests; submit maintenance and IT tickets for staff; assist in oversight of shipping.
• Gather, analyze and prepare justifications for administrative requests
• Arranges and coordinates scientific meetings, seminars and conferences and provides appropriate background materials.
• Coordinate meetings, conferences, workshops and courses for staff; schedule conference rooms.
• Plan and schedule meetings, workshops, symposia, seminars and similar research-focused events on behalf of clinical staff.
• Plan and prepare travel authorizations and vouchers using the NIH Travel System 3
• Take, prepare and distribute minutes from meetings with program staff and other attendees.
• Serve as liaison between clinical staff and other medical centers, physicians and clinical staff.
• Manage special clinical projects for the branch.
• Meet with program staff on a regular basis to provide reports on the status of on-going projects and to receive new assignments.