Clinical Trials Activation Administrator

Duarte, California
December 09 2020
Life Sciences
Position Type
Full Time
Organization Type
About City of Hope
City of Hope, an innovative biomedical research, treatment and educational institution with over 6000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation's leading cancer centers that develops and institutes standards of care for cancer treatment.

Position Summary
Reporting to the Director, Clinical Trials Administration, the Clinical Trials Activation Administrator (CTAA) performs a variety of professional and administrative duties in support of the clinical trial activation / management process. The Administrator will partner with the Director, Clinical Trials Administration to analyze, design and implement innovative and comprehensive programs that facilitate timely and efficient study start-up and support of City of Hope's study activation timeline goals. The role requires partnering and collaborating across multiple departments to support a systems approach to a process with diverse stakeholders. As such, the CTAA will be relied upon to develop and maintain strong working relationships with multi-disciplinary staff and leadership across Research Operations departments, including Regulatory Support Services, Clinical Trials Support Services, Clinical Trials Office and Investigational Drug Services. This position will also be responsible for the maintenance of the Clinical Trial Activation Tracker, and will serve as a key contact for all Research Operations staff involved in new study start-up.
The CTAA will also play a key role in the continued development of the pharmaceutical industry "Preferred Partnership" program. In this capacity, he/she will help to coordinate targeted outreach, tactical communications, issue resolution and scientific collaboration events to support continued relationship development with sponsors of strategic interest to City of Hope's research program. The CTAA will assist the Director in providing concierge-level support to City of Hope's preferred partners. The CTAA will be expected to track and help identify trends and opportunities for improvement across the clinical trial activation continuum for all studies and across the study conduct life-cycle for key preferred partner sponsored studies. He/She will be instrumental in driving the delivery of "best in class" service for key industry partners. Responsibilities include event organization and logistics, data analysis and reporting, preparation of meeting materials including targeted metrics and presentation decks, and other related activities.
Given the importance of this program to City of Hope's strategic plan, the successful candidate must be a proactive self-starter and strong critical-thinker with excellent customer-service instincts and abilities. They must be able to function independently and proficiently with minimal oversight and will be expected to lead meetings and drive collaborative process across multiple domains and levels of leadership. Ideally they will possess, and be able to leverage, a deep knowledge of City of Hope's institutional strengths and areas of focus to help discern potential partners of strategic interest for future collaborative opportunities.
Key Responsibilities include:
  • Monitors the overarching activation process for endorsed therapeutic studies. Develops and maintains up-to-date tracking and status of all therapeutic studies in the activation queue, from endorsement through activation. Reviews status with key departmental stakeholders on a regular basis to support early identification of issues that require escalation. Proactively communicates challenges and works toward resolution with appropriate departmental leadership. When required, escalates appropriately to ensure that studies are activated in a timely manner
  • Participates in regular meetings with stakeholders and management to support the timeline process. May be delegated Director duties in the absence of the Director to lead meetings and provide other process support as required.
  • Provides project management support as required for the development and launch of strategic initiatives related to timely study activation and other projects as required
  • Designs, develops and generates regular and/or ad hoc reports as needed to monitor and maintain activation timeline goals. Assists with the collection and analysis of cross-domain performance metrics as directed
  • Assists with the development and implementation of internal communications strategies to facilitate and promote protocol activation and other initiatives at COH
  • Functions as a secondary ( the Clinical Trials Activation Administrator will be primary ) institutional point of contact for Preferred Partners and other industry sponsors identified as partners of strategic interest. Provides concierge-level support and troubleshoots requests/issues to ensure delivery of "best-in-class" service.
  • Tracks and identifies trends and opportunities for improvement across the clinical trial activation continuum for all studies and across the study conduct life-cycle for key preferred partner sponsored studies. Works collaboratively with leadership across multiple departments to drive targeted performance improvement.
  • Provides scheduling, planning and logistical support for meetings and events associated with study sponsors and targeted relationship development. Develops meeting materials including data/metric analysis and presentation decks.
  • Submits data requests and perform detailed data analysis in support of scheduled sponsor events. Assists in the preparation of customized reports per sponsor request
  • Participates in scheduled team/department meetings
  • Adheres to all professional and regulatory standards. Complies with all applicable regulations and company policies; ensures that work is performed in a safe and compliant manner; completes all required training on time and maintains proper records in accordance with SOPs and policies

Basic education, experience and skills required for consideration:
  • Bachelor's Degree
  • 5 years related experience in business administration and/or administrative analysis (budgets, grant accounting, facility or personnel support).
  • Experience in clinical research may be considered in lieu of business administration experience

Preferred education experience and skills:
  • Experience in clinical research operations / administration in an academic or research environment preferred.

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.

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