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.
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 (GOCIQ) and its interface with the Clinical Trial Support Unit (CTSU)/Regulatory Support System (RSS) database. This position also provides exceptional member service to the entire COG member base, works with the Membership Manager on CTEP investigator 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.
OTHER DUTIES AND RESPONSIBILITIES
- 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 with COG, CTSU and CTEP. 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 in RSS and GOCIQ.
- 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 COG (i.e. role/web permissions), CTEP re-registration and CTSU (i.e. RAVE, OPEN) access requests and COG password issues. Troubleshoots access issues and guides appropriately.
- Responsible for understanding the Clinical Trials Support Unit (CTSU)/Regulatory Support System (RSS) Institutional Roster data fields and screen requirements for COG institutional data. Assists with the CTSU RSS Database Roster Maintenance section for COG and PEP-CTN Person Rosters. Crosschecks data between COG and PEP-CTN person roster. Adds and removes members and CTSU and COG roles from both rosters as needed. Facilitates PEP-CTN requests from sites and COG PEP-CTN staff.
- Reviews the RSS Credentialing screen for NCORP (NCI Community Oncology Research Program) System and RUMS (Roster Update Management System) member site person requests. 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 RSS and GOCIQ UAT testing on new system releases and enhancements. Notifies the Membership Manager of any RSS and GOCIQ issues.
- Provides Membership reports from COG Reports (SSRS) 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 IPMC 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.
- At least three (3) years of related experience, including at least two (2) years related experience in science, medical or health-related field.
- Experience in a high volume e-mail and/or telephone communication setting a plus.
- Working knowledge of Microsoft OS and Office products is required.
- Independent judgment and ability to take initiative in prioritizing work.
- Excellent verbal and written communication and interpersonal skills required Requires overnight travel to the Group Meetings (twice a year).
- Good organizational skills to handle multiple projects and prioritize tasks.
- Strong problem solving skills, resourcefulness and critical thinking.
- Bachelor’s degree required. Science, medical or health-related majors are preferred. Or, you can substitute with four additional years of related experience.
- 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.
- Our office is currently closed due to COVID-19 through December 2021. We are currently working remotely and we expect this position will have remote workplace flexibility beyond December 2021.
FAIR LABOR STANDARDS ACT (FLSA) STATUS
This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.
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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We’re so pleased the Public Health Institute is an organization you would like to work with. Do you have questions about this opportunity? If so, email our recruitment team at Recruitment@phi.org.