YCCI OnCore Calendar Team Lead

Overview

Reporting to the Associate Director of Protocol Activation and Lifecycle Management (PALM), the OnCore Calendar Team Lead manages a team of calendar builders and vendors, and is accountable for calendar build quality, timeliness, and adherence to Yale Center for Clinical Investigation (YCCI) and Yale School of Medicine (YSM) policies. This position has oversight of calendar build services (including new and amendment calendars) and staff, and is involved in day-to-day support of research studies managed by YCCI, including prioritization, assignment, and escalation of any risks that may impact study activation timelines, billing compliance or system integration.

Working collaboratively with key stakeholders across and beyond YSM, this role advocates for the advancement of strategic objectives that promote effective, efficient, and compliant management of research studies. The OnCore Calendar Team Lead provides in-depth knowledge, expertise, ongoing support, education, and training to their team and researchers, and works with YCCI leadership to inform/develop and align on broader training programs and other initiatives as assigned.

Principal Responsibilities

1. Assign and monitor staff workload, tracking deadlines and progress to ensure timely and compliant completion. Complete calendar builds and reviews as needed to meet timelines, ensure quality and ensure equitable and sustainable staff workload.
2. Onboard and supervise YCCI calendar builders. Recruit, screen, interview, hire, and perform evaluations, progressive counseling, and development for staff as needed.
3. Develop team and individual goals with direct reports to foster professional growth. Routinely monitor and evaluate staff performance and provide constructive and meaningful assessments. Create an environment that encourages and supports development and learning through regular and timely feedback.
4. Serve as a central resource to OnCore Support, investigators and research professionals to provide guidance on OnCore Calendar Builds and how they translate to participant management, financial management and billing compliance.
5. Manage and oversee assigned operational components of the OnCore-Epic integration, including workflows, issue triage and coordination with relevant system owners for resolution.
6. Promote the design, development, implementation, assessment and continuous improvement of workflows that support compliant study conduct, and delivery of consistent and high-quality services.
7. Advocate for Yale researchers, identifying barriers to optimal study execution, formulating implementing, and assessing solutions. Identify resources needed for timely and successful completion of projects. Consult and provide input on institutional polices, identify and promote best practices.
8. Key Stakeholder Interfacing: Collaborate and effectively communicate with stakeholders from all levels, including other PALM units, Investigators and study team members, other YCCI teams, and Yale leadership. Know who to contact and where to seek answers when investigators and study staff have questions about YCCI services.
9. System Management: Maintain accurate and complete information for assigned studies across all systems (e.g. Salesforce, OnCore, Epic). Oversee and ensure staff compliance with data entry and maintenance in appropriate systems. Provide metrics on activation timelines for calendar build tasks and address bottlenecks on an ongoing basis.
10. Vendor Management: Oversee assignment and workload management with Calendar Build vendor(s). Maintain oversight of vendor work products, communication and invoices. Establish and apply QA/acceptance criteria for vendor calendar builds; document issues and ensure timely rework and closure.
11. Contribute to appropriate and timely internal department billing of calendar build services.
12. Identify, document, and manage issues, escalating as needed to achieve timely resolution.
13. Demonstrate a positive, professional and adaptable attitude.
14. May perform other duties as assigned.

Required Skills and Abilities

1. Bachelor’s Degree and at least 5 years of clinical research experience. Extensive knowledge of OnCore calendar builds as well as the other functions of OnCore, and the ability to work across related systems.
2. Creative, self-directed, and a self-starter with the ability to work, plan, research, and conduct projects with minimal supervision while also overseeing assignments of direct reports.
3. Professionalism, sound judgment, and ability to work with confidential material. Superior interpersonal, oral and written communications and the ability to work effectively with a wide variety of external and internal stakeholders.
4. Demonstrated leadership skills including the ability to lead and develop personnel with a wide variety of experience and backgrounds, successful collaboration across multiple stakeholder groups, and the ability to train, communicate and motivate in support of reaching defined goals and driving positive impact to the team and organization.
5. Demonstrated ability to manage, organize, and execute complex projects; multi-task, identify, analyze, and resolve problems efficiently and effectively; and independently follow-through on tasks, prioritize work, and manage multiple assignments to meet deadlines.

Preferred Skills and Abilities

1. At least one year in a supervisory position managing staff.
2. Certification as a Clinical Research Associate or Clinical Research Professional (ACRP, SOCRA, or equivalent).
3. Master’s degree in clinical research or related field.
4. Experience managing vendors and reviewing their work product and invoices.
5. Experience with the following systems in addition to OnCore: Epic, Salesforce, Power BI