Reporting directly to the Assistant Director of Clinical Research Support Laboratory, the Operations Coordinator provides daily management and coordination of CRSL research staff to manage acquisition, inventory and distribution workflow, training, scheduling, interpersonal relations, and collaborative relationships with adjacent functional groups within the YCC. The Operations Coordinator demonstrates a high level of individual responsibility and accountability for developing and managing systems to streamline the CRSL’s supply chain. The position ensures appropriate levels of inventory in partnership with the Project Management team, by developing and overseeing systems that ensure effective acquisition, distribution, and tracking of materials and supplies. The Operations Coordinator ensures compliance by developing and maintaining effective workflows to distribute supplies and scheduling couriers for biospecimen pickup at locations outside of New Haven in accordance with applicable University policies, federal and state regulations, and protocol specific requirements at the Smilow Cancer Hospital Care Center network.
Manages policies and processes related to the distribution and collection of materials, supplies, and laboratory equipment used to collect biospecimens for central research at the Yale Cancer Center and Smilow Cancer Hospital network.
Manages staff and ensures appropriate staffing and resource levels for departmental functions. Hire, orientate, train, and manage inventory and transport staff. Represent CRSL at meetings with the Union related to employment issues.
Manages and maintains an inventory tracking system that streamlines CRSL distribution and operations and ensures accurate product inventory. Resolves supply and delivery issues and complaints.
Manages staff responsible for effective and timely delivery of kits and schedules courier for acquisition of specimens for transport to processing lab in coordination with the Clinical Trials Office, Laboratory staff, and Yale New Haven Hospital clinical staff and other departments by ensuring delivery and acquisition processes are in accordance with applicable University policies and federal and state regulations.
Regularly assesses research visit specimen collection schedules to determine supply needs. Sets schedules to determine supply needs. Sets schedule and assigns resources to meet operational requirements, to ensure sound and timely laboratory services.
Monitors and generates measurements of CRSL operational activities. Recommends adjustments to policies and procedures to facilitate quality improvement initiatives in support of organizational objectives and best practices.
Manages the use of facilities office space, work stations, equipment, and office supplies and ensures contracted courier services maintain applicable regulatory and safety documentation and standards.
Maintains inventory laboratory information technology systems by identifying information needs and problems; establishing priorities and recommending improvements for efficiency and best practice purposes.
Coordinates and develops a program of continuing education and training in a variety of areas including, but not limited to, Good Clinical Practice, safety and customer services.
Prepares operational and billing reports.
Other duties as assigned.
1. Supervises the day-to-day activities of support staff. 2. Assesses and resolves or escalates problems arising within unit. 3. Assists in the development of policies and procedures in support of unit. 4. Assists in long-range planning for work unit needs. 5. Participates in unit budget planning. 6. Evaluates work requests to determine if they are appropriate to the unit or another area. 7. Ensures that work flow is organized and staffed for quality efficient completion. 8. Communicates deadlines and special circumstances to staff. 9. Maintains equipment and supplies for unit. 10. Completes evaluations of direct report employees. 11. Interacts with University personnel to define work assignments and requirements, communicate progress of work, and plan and coordinate projects. 12. Interacts with external sources to coordinate work necessary to fulfill projects, keep abreast of new products and technologies, or arrange for subcontractors. 13. Supervises a staff of exempt and non-exempt employees. 14. Performs other duties as assigned.
Required Education and Experience
Minimum requirement of Bachelor’s Degree in related field and three years of related experience or an equivalent combination of education and experience.
Required Skill/Ability 1:
Proven ability to manage and monitor the policies, practices and procedures of staff. Proven supervisory skills. Excellent interpersonal skills and ability to develop and lead a cohesive team.
Required Skill/Ability 2:
Excellent oral and written communication, interpersonal, organizational, analytical, and advocacy skills, as well as the ability to work effectively with a wide variety of external/internal stakeholders, to provide well-developed customer service skills and ability to manage multiple priorities.
Required Skill/Ability 3:
Ability to identify, analyze and solve problems. Ability to think strategically, analytically and influence constructive change with strong collaboration and relationship building skills.
Required Skill/Ability 4:
Demonstrated knowledge of medical, laboratory, and supply chain terminology. Ability to travel to different laboratory locations and to transport laboratory supplies and specimens via motor vehicle to other sites. A valid driver’s license and the ability to use one’s own motor vehicle is required.
Required Skill/Ability 5:
Demonstrated strong proficiency with MS Office: Word, Excel, PowerPoint. Ability to learn and work within Oncore, Epic, and other integrated systems.
Preferred Education, Experience and Skills:
Master’s degree in health or research related discipline and two years of related work experience in a similar job family. Previous supervisory or managerial experience, particularly in a supply management setting. Previous clinical trials experience and/or experience in an oncology setting.
Ability to lift 30 pounds. Ability to walk up to a mile throughout the various campuses and facilities to retrieve supplies and patient specimens as needed.
Weekend Hours Required?
Evening Hours Required?
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. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.
Additional Background or Health Screening Requirements
Selected incumbent must have successful completion of a DMV check, a valid driver’s license and a car available.
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 particular position. Employees will be assigned specific job-related duties through their hiring departments.
Affirmative Action Statement:
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: email@example.com.
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