Clinical Project Manager (COG Group Administration)

Posting Number: #038-21

Position Title: Clinical Project Manager (COG Group Administration)

Closing Date: Until Filled

Location: Monrovia, CA

Program Summary

Children’s Oncology Group (COG), a project of PHI, is a National Cancer Institute (NCI) supported clinical trials cooperative group, and the world’s largest organization devoted exclusively to childhood and adolescent cancer research. Clinical research is conducted at more than 200 member institutions, which are leading children’s hospitals, universities, and cancer centers throughout the United States, Canada, Europe, Australia, and New Zealand. COG’s over 9,000 multi-disciplinary cancer researchers, affiliated with the network of member institutions, provide access to state-of-the-art therapies and the collective expertise of world-renowned pediatric specialists to children with cancer, regardless of where they live. Today, more than 90% of 14,000 children and adolescents diagnosed with cancer each year in the US are cared for at Children’s Oncology Group member institutions.

Position Summary

The Clinical Project Manager, who reports to the Group Administration Office at Children’s Hospital of Philadelphia (CHOP), is responsible for managing various projects under the supervision and direction of COG’s Executive Director of Administration. This position manages the coordination of the day-to-day administrative, financial, and site-support activities for COG including the reimbursement process for study enrollments, travel reimbursement, and other COG site payments. In addition, this position supports the meeting planning process; compilation and distribution of relevant reports; and collaboration with other organizational stakeholders in the development and maintenance of policies and procedures. This position also serves as the main point of contact in COG for member sites for their payment inquiries.

Essential Duties & Responsibilities

  • Manages the process for the Per Case Reimbursement (PCR)
    • Retrieves accrual data from the multiple report sources and servers.
    • Prepares excel sheets for each funding source, by the institution, to support Per Case Reimbursement (PCR).
    • Tracks the timeline for each funding source and ensures all files are submitted in a timely manner.
    • Finalizes and uploads PCR files to the payment system.
    • Documents the appropriate funding source for each file.
    • Maintains, updates and communicates relevant policies and procedures related to study reimbursement.
    • Acts as the administrator for the COG payment database by providing access and guidance to new users.
    • Works with the web developing team for maintenance and upgrade to the financial database.
    • Responds to all inquiries from sites regarding their financial questions and makes sure their questions are forwarded to the right team member.
    • Coordinates Group Meeting Planning & Manages Travel Process
  • Communicates to PIs, Committee Chairs, and other funded travelers about their level of funding for each meeting.
    • Identifies and tracks funded, unfunded, and invited travelers to meetings.
    • Initiates communication with members regarding meeting funding and reimbursement.
    • Verifies and reviews travel expense reimbursement forms.
    • Respond to traveler inquiries regarding the status of traveler’s reimbursement forms.
    • Oversees compliance with travel policies.
    • Works with meeting hotels to ensure funded traveler list accuracy and reviews and reconciles meeting hotel bill.
    • Track travel expenses and charges to various grants and report to COG Operations.
    • Maintains and updates policies and procedures related to travel and group meeting reimbursements.
  • Project Coordination
    • Reviews the funding sheets submitted by protocol coordinators and ensures correct information is provided to sites regarding funding levels.
    • Supports the Executive Director of Administration and the COG policy writer in the tracking and maintenance of COG Policies and Procedures.
    • Develops and maintains study and enrollment tracking reports to assist with the determination and execution of workload intensity payments.
    • Compiles and distributes standing and ad-hoc reports to the contracts and budgets team.
    • Creates and executes other project work plans to meet changing needs and requirements.
  • Performs other related duties as assigned.

Minimum Qualifications

  • At least 5 years’ experience in project coordination in an academic or research setting.
  • Bachelor’s degree in a related field.
  • Must have strong organization skills & verbal & written communication skills.
  • Strong analytics skills.
  • Intermediate level proficiency with Microsoft Excel.
  • Frequent use of Microsoft Outlook, Word & PowerPoint.
  • Ability to work under pressure & with a diverse group.
  • Highly organized and detail-oriented.
  • Able to work under deadlines.
  • Ability to work independently.
  • Self-starter.
  • Comfortable and proficient with computers.
  • Either know or ability to learn new software programs easily.
  • Excellent interpersonal skills.
  • Ability to interact at all levels of the organization.
  • Ability to work independently as well as part of a team.

Important Information

  • This is a full-time (40 hours/week) position.
  • To qualify for this position, applicants must be legally authorized to work in the United States.

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

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