Recruitment Project Manager I

at  ProSciento Inc

POSITION SUMMARY:

Assists with the project management of the recruitment department under direction of the Director, Study Participant Recruitment Services. Core activities will be executing the department’s strategy as well as contributing to internal and cross-functional processes. Creates infrastructure to support scaling of the specialty prescreening and registry programs. Provides strategic direction and creates a high-performance culture through leadership, team management, coaching, and development to achieve delivery of sites and subjects for ProSciento studies. Fosters a culture that drives customer focused solutions, personal accountability, and delivery excellence. Performs duties in accordance with ProSciento’s values, policies, and procedures.

JOB REQUIREMENTS / QUALIFICATIONS/EDUCATION:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and Experience:
Completion of high school, with at least 4 years of clinical research site and research patient experience, specifically for early phase clinical research site studies. Previous experience as a Clinical Site Clinical Research Coordinator, Clinical Trial Manager, Clinical Project Manager, or Clinical Research Recruitment Operations Manager a plus. Ability to perform more complex computer tasks and knowledge of various computer programs. Ability to speak, read, and write fluently and accurately on all levels pertinent to professional needs. Ability to define problems, collect data, establish facts, and draw valid conclusions. Be able to interpret an extensive variety of technical instructions in math or diagram form and deal with several abstract/concrete variables. Knowledge and understanding of Good Clinical Practice (GCP), applicable FDA rules, regulations, guidance documents, and governing conduct of human clinical trials is a requirement.

COMPUTER SKILLS:

To perform this job successfully, an individual should have knowledge of the current Microsoft Office 365 software, MS project preferred as well as feel comfortable utilizing web based technical platforms with minimal support.

KNOWLEDGE, SKILLS, AND COMPETENCIES REQUIRED

• Organizational Agility: Knowledgeable about how organizations work; knows how to get things done both through formal channels and the informal network; understands the origin and reasoning behind key policies, practices, and procedures; understand the cultures of organizations.
• Process Management: Good at figuring out the processes necessary to get things done; knows how to organize people and activities; understands how to separate and combine tasks into efficient workflow; knows what to measure and how to measure it; can see opportunities for synergy and integration where others can’t; can simplify complex processes; gets more out of fewer resources.
• Problem Solving: Uses rigorous logic and methods to solve difficult problems with effective solutions; is excellent at analysis; looks beyond the obvious and does not stop at the first answers. Solid analytical skills.
• Dealing with Ambiguity: Can effectively cope with change; can shift gears comfortably; can decide and act without having the total picture; is not upset when things are up in the air; does not have to finish things before moving on; can comfortably handle risk and uncertainty.
• Business Acumen: Knows how businesses work; knowledgeable in current and possible future policies, practices, trends, technology, and information affecting his/her business and organization; knows the competition; is aware of how strategies and tactics work in the marketplace.
• Customer Focus: Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.

• Accountable for overall recruitment project management for assigned projects using appropriate project planning tools. Communicates milestones, critical path activities and assign internal and external responsibility to ensure the project achieves all deliverables per the sponsor requirements and agreed upon timeline.
• Confirms each project’s scope in conjunction with the client and operational teams to ensure adherence to contractual scope, timelines, and budget for all team members.
• Fosters high-level of communication by conducting frequent project meetings, initiated at project inception and continuing through completion of project timelines per scope.
• Implements change management where appropriate to alleviate bottlenecks, improving processes and procedures to enhance the efficiency and effectiveness of the overall study and site-specific enrollment and engagement strategy.
• Plans and manages resources and recruitment efforts to cover at least 3 months of study pipeline activity.
• Actively participates in the project management of multi-media site marketing efforts, including development and execution of webinars, web content updates, and site presentations.
• Actively contributes to and implements marketing strategies to drive sites and subjects to all special initiatives.
• Practices and adheres to the mission statement and ProSciento values.
• Implements and tracks project Key Performance Indicators (KPIs) and Key Quality Indicators (KQIs) as directed.
• Ensures that all studies are recruited in compliance with Good Clinical Practices (GCP) and study protocols, ProSciento Standard Operating Procedures (SOPs) and Work Instructions (WIs), ICH guidelines, and relevant FDA regulations.
• Provides input to Study Participant Recruitment Leadership on department-specific objectives and structure, department procedural documentation, staffing of projects and design, and implementation of tools for recruitment activities.
• Collaborates with Community Engagement Leadership team and Director, Recruitment Services, in planning strategic, effective, and timely recruitment project plans.
• Maintains consistent communication with Director, Recruitment Services as it relates to all department related functioning and planning: objectives, structure, procedural documentation, staffing of projects, design, and implementation of tools for recruitment activities, etc.
• Actively pursues continuous quality improvement in recruiting. Provides creative solutions and activities to create new recruitment resources while providing community outreach.
• Proficient in department tools necessary to provide analytics using recruitment reporting platforms, including but not limited to Salesforce, CRIO, Veeva, and Clinical Trial Management System (CTMS).
• Compiles department, individual, and study metrics on a weekly, monthly, quarterly, and annual basis, to be reported to the Director, Recruitment Services as needed.
• Participates in community outreach functions, seminars, and fundraising events.
• Attends study specific teleconference meetings with sponsors regarding study specific recruitment strategies and goals.
• Works closely with Regulatory Specialists and Project Managers/Study Managers to ensure advertisements, patient marketing materials, and study FAQs/Recruitment Phone Scripts, are approved timely by Institutional Review Boards (IRBs).
• Supports department director with oversight activities related to system administration and functional responsibilities.
• Provides subject matter expertise, advice, and project management support as needed.
• Manages a single site and their associated projects, fostering relationships with assigned site and sponsors.
• Manages single-site, study project deliverables in coordination with recruitment leadership team and executives.
• Participates in the development of recruitment plans and recruitment risk mitigation planning for site assigned to the study project.