Program Coordinator, Research Contracts Management Office

at  SickKids

ABOUT SICKKIDS

Dedicated exclusively to children and their families, The Hospital for Sick Children (SickKids) is one of the largest and most respected paediatric healthcare centres in the world. As innovators in child health, we lead and partner to improve the health of children through the integration of healthcare, leading-edge research and education. Our reputation would not have been built – nor could it be maintained – without the skills, knowledge and experience of the extraordinary people who come to work here every day. SickKids is committed to ongoing learning and development, and features a caring and supportive work environment that combines exceptionally high standards of practice.
When you join SickKids, you become part of our community. We share a commitment and determination to fulfill our vision of Healthier Children. A Better World.
Don’t miss out on the opportunity to work alongside the world’s best in paediatric healthcare.

POSITION DESCRIPTION

The Research Contracts Management Office (RCMO) oversees the administration cycle of research contracts at SickKids. The Program Coordinator will support daily RCMO operations, which include processing and assigning contract requests to Legal Counsels/Contracts Specialists, monitoring contract progress, ensuring the accuracy of contracts approved for institutional sign-off, and circulating approved contracts for signature collection using DocuSign. Additionally, the Program Coordinator will engage in streamlining and implementing new processes or process improvement initiatives. The successful candidate will have demonstrated expertise working in a high-volume environment, managing a variety of data requests; have superior communication skills both verbal and written as they help navigate requests from individuals across various areas in research operations; and be extremely organized and service oriented.

ESSENTIAL REQUIREMENTS

• Bachelor’s degree in Arts, Science, Social Sciences, or Business Administration.
• Experience in a variety of tools including Microsoft Office products, (SharePoint, MS Teams, Excel, Power BI,) visualization software (Visio or equivalent), and collaboration software (MS Teams, virtual whiteboards, Miro).
• Able to work in a fast-paced environment and able to manage high volumes of contract requests.
• Excellent communication skills. Communicating with Investigators/their teams and other SickKids staff in a clear, objective, and respectful manner is crucial.
• Self-motivated, proactive, and able to apply sound judgment when dealing with process issues.
• Very organized with a high degree of attention to detail.
• Ability to work in an ambiguous environment, exercising fast and effective decision making.
• Demonstrated commitment and actions in advancing equity, diversity and inclusion objectives

• Respond to requests submitted via our online intake form. This process includes the screening of information and supporting documents. If necessary, follow up with Principal Investigators (PI)/ their teams to obtain missing elements to ensure completeness and correct assignment to the Legal Services Department.
• Collect and enter the necessary information about a contract request in the RCMO Database for tracking purposes and metrics reporting.
• Lead a routine data quality verification process to ensure the information is up to date, has the right format, and is consistent.
• Assist in creating ad-hoc reports as requested by other business units and compiling internal reports to keep the office current on contract monitoring.
• Identify bottlenecks/delays in the contract process and escalate significant issues to the RCMO Manager.
• Verify that approved contracts sent via a DocuSign platform are correct and complete before approving them for the SickKids Research Institute (RI) signing authorities.
• Co-lead the RCMO’s support for complex requests, which includes coordinating meetings with the groups involved aimed at streamlining the intake process.Co-lead initiatives for designing, creating, and implementing solutions/processes to help streamline current processes.
• Support the creation of new Standard Operating Procedures (SOPs) and update existing ones.
• Take in ad-hoc duties as needed.