Lead Membership Coordinator

Posting Number: #013-21

Position Title: Lead Membership Coordinator

Closing Date: Until Filled

Location: Monrovia, CA

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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 Lead Membership Coordinator will have primary responsibility for institutional membership applications as well as serve as a back-up for the Manager of the Membership Department on Main Member institution applications. This position maintains and monitors the COG membership database and its interface with the National Cancer Institute (NCI) database. This position also provides exceptional service to the individuals at our member institutions, works with the Membership Manager on NCI registration delinquencies, and serves as Membership leadership in the Manager’s absence.

Essential Duties & Responsibilities

  • Leads and assists in the supervision of Membership staff and projects.
  • Provides input regarding department staff performance, including assisting with performance evaluation feedback.
  • Coordinates, delegates and communicates tasks and projects to supervised staff.
  • Mentors membership staff with the goal of advancing their knowledge and development.
  • Is accountable for and takes ownership of supervised work.
  • Takes an active role in leading and guiding internal and cross-functional collaboration.
  • Researches and resolves complex issues and shares knowledge with membership staff for growth and development that supports the department.
  • Oversees all institutional membership processes, excluding main members – includes affiliates, transplant centers, proton therapy centers and cytogenetics laboratories. Extensive knowledge of the policy, procedure and process for each application type. Advises applicants and Membership staff through process and responsible for all tracking and monitoring.
  • For institutional membership applications, conducts initial review of applications. Obtains missing required forms and documentation. Prepares and distributes applications for review by Membership Committee or other committee specific to that application type. Ensures applications are reviewed by all required committees. Activates, as applicable, new institutions in the databases. Supports new affiliate Lead Investigator and Lead CRA in forming their institutional roster.
  • Manages the Transplant Center/FACT Accreditation of COG institutions. Notifies sites of impending FACT accreditation expiration. Consults with manager to determine removal of an approved COG transplant center. Sends new transplant center applications and processes approved transplant centers.
  • Serves as backup for Manager of the Membership Department on main member institution applications, NCI Community Oncology Research Program (NCORP) site packages, institution status changes, site FWA compliance, and committee and study committee appointments/roster changes. Knowledge of all applicable policies and processes. Extensive follow-up and coordination with the Leagues, the Group Chair’s Office and Key Committee Chairs.
  • Monitors the Membership Department group email and COG Help Desk as needed to ensure all inquiries have been handled and resolved. Assists members and staff with registration and access requests and COG password issues. Troubleshoots access issues and guides appropriately.
  • Responsible for understanding the data fields and screen requirements for COG institutional data. Assists with roster maintenance in the NCI database, including crosschecks between COG and Pediatric Early Phase-Clinical Trial Network (PEP-CTN) rosters. Adds and removes members and roles from both as needed. Facilitates requests from PEP-CTN sites and COG PEP-CTN staff.
  • Reviews the credentialing system for NCORP and member site requests through the NCI website. Determines and reviews requests received from the COG NCORP sites. With Membership Manager, tests system enhancements and resolves issues after enhancements.
  • Responsible for the required Responsible Investigator (RI) tracking. Ensures all member institutions have a required RI in place. Monitors RIs in the application process to ensure they are in place by policy deadline. Acts on RIs not in good-standing with COG.
  • Working knowledge and ability to assist with managing Full and Special (Consultant, Emeritus, Fellow, Conditional, Non-member, and International Associate) individual membership types. Understands the varied requirements to each membership type in relation to committee participation and COG web access.
  • Participates in Annual Conflict of Interest (COI) and Confidentiality Agreement (ACA) and Annual Institutional Roster Update processes including email communications and updating member records. Acts on data provided in weekly COI/ACA submissions report.
  • Participates in UAT testing on new system releases and enhancements related to Membership systems. Notifies the Membership Manager of any issues.
  • Provides Membership reports from COG report portal to members and staff. Works with manager to review complied data.
  • Creates and updates internal department SOPs.
  • Presents Membership during staff onboarding and presents to Membership and/or other Committees as needed.
  • Trains individual COG staff on Membership systems, processes and procedures as requested.
  • Participates in Membership activities at the Group Meetings or other duties as assigned.
  • Performs other tasks as assigned.

Minimum Qualifications

  • Bachelor’s degree required. Science, medical or health-related majors are preferred.
  • At least three (3) years of related experience, including at least two (2) years related experience in science, medical or health-related field.
  • Working knowledge of Microsoft OS and Office products.
  • Independent judgment and ability to take initiative in prioritizing work.
  • Excellent verbal and written communication and interpersonal skills.
  • Ability to travel overnight to group meetings (twice a year).
  • Good organizational skills to handle multiple projects and prioritize tasks.
  • Strong problem-solving, resourcefulness and critical thinking skills.

Desired Qualifications

  • Experience in a high volume e-mail and/or telephone communication setting a plus

Important Information

  • This is a full-time (40 hours/week) position.
  • This position is not typically eligible for telecommuting. However, during the COVID-19 shelter-in-place order an exception will be made.
  • 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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