Project Manager, Undiagnosed Diseases Network

Brigham and Women’s Hospital (BWH) Department of Medicine is recruiting a Project Manager to assist the Administrative Director of the Undiagnosed Diseases Network (UDN) at the Harvard clinical site. The Undiagnosed Diseases Network (UDN) is a research study that is funded by the National Institutes of Health (NIH) Common Fund. Its purpose is to bring together clinical and research experts from across the United States to solve the most challenging medical mysteries using advanced technologies. The Harvard clinical site includes Brigham and Women’s Hospital, Massachusetts General Hospital and Boston Children’s Hospital.

Overall the UDN is a group of 12 clinical centers across the United States, including: the NIH, Baylor College of Medicine, Duke Medical Center, Harvard Affiliated Hospitals, Stanford Medical Center, University of California, Los Angeles Medical Center, University of Miami School of Medicine, Children’s Hospital of Philadelphia/University of Pennsylvania, University of Washington, Washington University and Vanderbilt University Medical Center. The center in charge of coordinating the UDN (the Coordinating Center) is at Harvard Medical School and Baylor College of Medicine performs genetic testing for the UDN.

The Project Manager will play a key role in the day-to-day administration and coordination of research and clinical activities. The Project Manager will play a critical role in the transition from a grant-based initiative to a sustainable clinical model. The ideal candidate will either have clinical research experience or experience setting up a new ambulatory clinic.

For more information regarding the BWH Department of Medicine or UDN, please visit http://www.brighamandwomens.org/Departments_and_Services/medicine/default.aspx and https://undiagnosed.hms.harvard.edu/.

Principal Duties and Responsibilities

Responsibilities include, but are not limited to, the following activities:

• Work with senior UDN leadership at the Harvard Clinical Site to prepare for and transition to a sustainable clinical model by June 2024
• Create and implement strategies for recruiting under and uninsured patient populations to the Harvard UDN clinical site
• Develop and maintain IRB documentation including, but not limited to, amendments and annual reviews
• Triage requests from the UDN coordinating center and coordinate site-wide feedback
• Manage all new patient applications
  • Collect and organize patients’ medical records for review by UDN Clinical Team
• Coordinate UDN patient visits at Brigham and Women’s Hospital
  • Communicate with patients and families over the phone, email and mail
  • Mail acceptance/deferral letters to patients
  • Coordinate the distribution and collection of consent forms packets and DNA sequencing packets prior to HUDN visit
  • Assist genetic counselors in requesting medical records
  • Track patient flow through the Cases Assessment Committee, Steering Committee and Clinical Evaluation Teams
  • Coordinate travel for patients and families visiting the Harvard clinical site
  • Create summary schedule for clinical visit and distribute to patients and family
  • Meet patients when they arrive at clinical site
  • Act as patient liaison while UDN patient and family members are visiting clinical site

• Track insurance billing for BWH and MGH patients; make recommendations to HUDN leadership regarding expenses not covered by insurance
• In collaboration with physicians and genetic counselors, draft wrap-up evaluation documentation and communicate outcome of evaluation to referring provider
• Coordinate Harvard UDN Case Assessment meetings (1 x month), Harvard UDN Steering Committee meetings (1 x month) and BWH Clinical Evaluation team meetings bi-weekly and ad hoc
  • Assign cases to clinicians and compile case slides for Case Assessment meeting
  • Coordinate Brigham Clinical Evaluation Team meeting (2 x month)
  • Record minutes and follow up on action items
• Coordinate and track BWH collaborations
  • Draft and submit Data Use Agreements/Material Transfer Agreements
  • Coordinate sample transfer
• Request and track shipping of samples from BWH biorepository to UDN biorepository, sequencing cores or metabolomics core
• Track patient flow through the Case Assessment Committee, Steering Committee and Clinical Evaluation Teams
  • Draft and mail decision letters for accepted and not accepted patients
• Partners Research Electronic Data Capture (REDCap) database maintenance and data entry
• Responsible for updating central UDN database (Gateway) for all BWH, MGH, and BCH patients
• Manage process of storing, tracking, and shipping samples, both clinical and research
• Works closely with Site Operations Team (Research Assistants, Genetic Counselors, and Administrative Director) to track and manage all accepted patients.
• Order supplies as needed

Qualifications:

• BA/BS, Masters degree in relevant field strongly prefered (CGC, MPH, MPP, MBA)
• 4-6 years of experience in an academic, research, or related setting with proven project management skills.

Skills/Competencies Required:

• Maturity to work effectively with all levels of faculty, administration, staff and students. Interact with all levels in a knowledgeable, confident and professional manner.
• Ability to work both in independent and team-based environments.
• Astute attention to details and commitment to accuracy and integrity of all data, reports, and communications.
• Outstanding organizational skills are necessary to manage many competing timetables, responsibilities and deadlines.
• Ability to plan for the timely and successful completion of short- and long-term objectives.
• High degree of analytic ability to manage the data aspects of the position.
• Interpersonal relationship skills needed to manage and motivate others; work with many hospital-wide leaders, administrators, and physicians in a positive and collegial fashion.

Excellent verbal and written communication skills to communicate effectively with a large and diverse constituency, including hospital and departmental clinical leaders, departmental and division faculty and support staff, representatives of other BWH offices, collaborating institution officials, representatives, and vendors

BWH is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.