Frontline National is currently seeking Office Managers for an opportunity support RTI International in implementing a research project in Kalamazoo, Michigan. Please apply online or call our office directly at 513-528-7823 to learn more about this great opportunity!
Study team members will collect data at a Study Office from approximately August 2022 to August 2023. For these studies, recruited research participants will be scheduled for appointments at a local study office in Kalamazoo, MI. At the office, participants will meet with a staff member who will collect measurements such as height, weight, waist and hip circumference, and blood pressure. Trained phlebotomists will collect a blood sample. Participants will also complete a survey about their health, either prior to their appointment or during their appointment. Depending on the study, minor participants may complete a neurobehavioral assessment. Study office staff will also receive participant urine samples, process blood samples into serum aliquots, and ship the blood, serum, and urine samples to off-site labs for analysis. The team will be overseen by an on-site Office Manager or Team Lead.
Office Manager daily responsibilities include but are not limited to:
- Interviewing all other study office staff including the Team Lead, Research Associates, Phlebotomists, and assistant Laboratory Technicians and making hiring recommendations.
- Supervising all study office staff including the Team Lead, Research Associates, Phlebotomists, and assistant Laboratory Technicians, the reviewing and approval of timesheets, providing performance feedback to staff, and reporting staff issues to management.
- Leading in-person training activities, certifying study office staff to work on the project, and directing additional training and team-building activities throughout data collection.
- Creating and reviewing all weekly staff schedules for managerial coverage and coverage for all participant appointment activities.
- Checking that scheduled staff have arrived to work and attending to any needed follow-up for possible replacements.
- Conducting weekly management meetings and monthly study meetings for all staff.
- Attending weekly quality and production meetings with study leaders. Attending project meetings with clients and others as necessary.
- Appropriately and clearly communicating with all staff, project management, clients, and the general public.
- Setting up the study office, including finalizing office layout and furniture needs and receipt, unpacking and arrangement of furniture, equipment, office materials and study supplies.
- Interacting with all subcontractors/service vendors and handling any issue resolution. Subcontractors/service vendors may include: rental furniture, telecommunication service, cleaning service, dry ice and liquid nitrogen delivery, biohazard waste disposal, study office security system, copy/fax and other equipment.
- Communicating with building management/maintenance to address any building-related needs.
- Directing technical systems and equipment issues to appropriate parties for resolution and following up to assure completion by appropriate staff.
- Informing appropriate office staff of any connectivity and equipment problems.
- Coordinating daily project procedures and tasks among all study office staff.
- Managing media and visitor call-in questions and visits and directing them to study leaders, as necessary.
- Conducting participant appointments and serving as back up to study staff in conducting participant appointments. Adhering to all project protocols associated with participant procedures.
- Coordinating and conducting reminder and rescheduling calls to participants prior to their appointments and to follow-up on missed appointments. During participant appointments, recruiting participants for other research studies (as relevant).
- Using interpersonal and verbal communication skills to communicate effectively with study office staff and participants.
- Providing a clear explanation of study procedures to participants and their family.
- Assisting in preparing the shipments of participants’ blood and urine samples to study labs.
- Overseeing inventory management including taking receipt of equipment, materials, and supplies; comparing contents of deliveries to invoices and purchase requests and flagging discrepancies; regularly taking inventory and communicating needs for resupply; identifying and communicating the need for alternative or new supplies, as appropriate.
- Ensuring quality data collection through adherence to documented quality control procedures and plans, and reporting quality concerns, unanticipated problems, and adverse events to appropriate Task Leaders.
- Overseeing the closeout of the office at the end of data collection, including inventory and removal of furniture, office materials, and study supplies.
- Coordinating with the Team Lead to ensure all daily and weekly tasks are completed, including opening and locking the study office for the day.
- Complying with all COVID-19 related safety requirements.
- Other duties as required.
- Potential for exposure to blood-borne pathogens.
- High school diploma or GED.
- Prior experience as an office manager, assistant office manager, or supervisor in a medical or research setting required.
- One year of prior phlebotomy experience preferred.
- Effective communication skills through speech and listening and fluency in English through reading, writing, and speaking.
- Basic computer skills.
- Availability for entire training and data collection period.
- Able to successfully complete project training.
- Able to successfully lead project training.
- Able to keep project information confidential.
- Valid driver’s license and reliable transportation to and from the study office.
- Available to work, on average, 32 hours per week August through December 2022 to attend project training, perform all study office set-up tasks, and conduct a small number of participant appointments as described above. Weekly schedule will vary and be planned around the timing of deliveries, schedule to complete study office set-up tasks, and limited data collection days.
- Available to work, on average, 32 hours per week from January through August 2023. Study office hours may vary by month, but primarily shifts will be 6:30 AM to 2:30 PM Tuesday through Saturday. An occasional afternoon or evening shift may be added if participants specifically request a later appointment, but any afternoon or evening shift will be coordinated with the Office Manager.
- Ability to pass a background check.
- As part of preventative measures to protect staff and participants, all staff are encouraged to get vaccinated against COVID-19 prior to beginning work.
Training & Pay:
- Attend and successfully complete Office Manager project teleconference training sessions throughout August and September. Teleconferences will be scheduled during regular business hours.
- Attend training for all study protocols, which are currently scheduled for September 2022, January 2023, and March 2023.
- Conducting in-person training and certifications of the other study office staff.
- Staff must also complete the requirements of an 8-hour research with human subjects training.
- Pay for this position will vary based on experience