Duties/Responsibilities: 50% Develop and implement processes for timely and accurate financial review of clinical trial invoices from Fairview, and UMP (the current status is that the bills are in error between 25% - 50% of the time and are not reconciled to budget by the submitting organizations). • Develop efficient workflow for review of invoices from above organizations (totaling several million dollars/year) that ensures timely payment and identifies and solves operational/programmatic problems that result from working across three organizations (University of Minnesota, Fairview, UMP). This requires an understanding of University of Minnesota, Fairview, University of Minnesota Physicians, and other clinical practice organizations' patient revenue processes and research funding models; knowledge of Pediatric BMT Clinical Protocols as well as other divisions' protocols if patients are co-enrolled on other studies. • Improve the efficiency and effectiveness of clinical research billing by collaborating with other administrators in the Division, Cancer Center and AHC as well as the accountants in Department of Pediatrics, to develop, implement, and coordinate new institutional processes and procedures to achieve accurate and timely billing as well as processing of invoices. Provide recommendations to the Department for standard operating procedures. • Ensure that all billing activities and processes comply with regulatory and reporting requirements of all entities involved (e.g. contracts with sponsors, pharma regulations, professional agreements with Fairview, protected health information). • Develop and carry out audit of submitted clinical trial invoices for accuracy; if appropriate, provide justifications and dispute charges. • Create and maintain an internal tracking system to ensure accurate reporting to Division leadership, Department finance office, Clinical Trials Office/CTSI and Fairview Research Administration. • Perform complex problem-solving to determine the root cause of invoicing errors. • Effectively navigate and utilize software and systems including EFS, OnCore, EPIC (the hospital electronic medical record system), TASCS, and Fairview intranet to gather data for analysis and reporting. • Effectively establish productive working relationships with internal and external constituents; field inquiries while professionally representing the culture and mission of the Pediatric BMT Program.
35% Develop and implement processes to manage and report on clinical, research, and educational responsibilities of Pediatric BMT Program leaders (i.e., Inpatient Medical Director, Fellowship Director) by: • Coordinating information requests and communications with local, national, and international collaborating agencies and institutions in blood and marrow transplant (e.g. NMDP, CIBMTR, FACT, ASBMT, foreign embassies, collaborating BMT centers) to support the overall mission of the program. • Collaborating with other staff members (from medical education, heme/onc) to develop new procedures and protocols aimed at improving program support and growth; ensure all program activities and processes comply with University requirements and policies. • Composing, editing, and distributing clinical communication for Pediatric BMT Program Inpatient Medical Director and APP Director; understand and interpret Fairview and UMP administrative (HR, IT) policies and procedures. • Fielding inquiries from potential patients, providers from other institutions, and philanthropic donors (notably the Kidz1stFund which has donated $4.5 million to Dr. MacMillan) while professionally representing the culture and mission of the division. • Working with administrators from the division, department, Medical School and other areas of the University (GME as well as employees from Fairview (interpreter services, BMT secretaries, BMT analyst and secretaries). • Prepare reports and ensure compliance with the Institutional Review Board, FDA for Investigational New Drug applications, Foundation for the Accreditation of Cellular Therapy (FACT) to maintain accreditation, NIH for grants, and other organizations. • Administrative contact for the Mayo building; responsible for facilities management (requests for carpentry, electrical, HVAC, etc.) of Mayo Building office space, compliance with institutional safety, privacy and security policies.
15% Manage training and development for Pediatric BMT Program for learners: • Develop a training program for domestic and international observers, visiting physicians, and volunteer experiences in the division. These often end up being our future faculty or leaders of collaborating institutions, important for maintaining patient referrals and collaborative partnerships for research. • Coordinate Pediatric BMT Fellowship and Pediatric Hematology, Oncology, and BMT Medical Student Elective. • Represent the program at department and GME education meetings; participate in Medical School education workgroups to improve processes. • Assist with development of a cross-department educational and training program for physicians interested in Rare Diseases. • Implement effective communication, marketing, and outreach strategies to increase the number of Pediatric BMT fellowship applicants. • Assist with development of a strategy to use training and development to share knowledge with other institutions and transfer knowledge (e.g. video conferencing with other institutions), network with potential referring providers, and create referral pipelines. • Understand and interpret Fairview, UMP, and Office of the General Counsel policies and procedures related to observers, volunteers and visitors; analyze and recommend procedures for improving reporting and compliance. For example, all three organizations (University of Minnesota, UMP, and Fairview) have different definitions of and policies for “observers”. • Manage BMT continuing education programs for FACT accreditation, such as BMT Conference, patient conference and didactics, Moodle courses, and coordinate visits for guest lecturers, collaborators, and potential faculty members for the BMT Program (adult and pediatrics). • Monitor Pediatric BMT Fellowship budget. • Develop, implement, and manage administrative processes, workflows and communications to support the Medical Student Summer Research Program in Regenerative Medicine, including student recruitment, applicant evaluation and selection, career mentoring, monitoring of student productivity, curricula development, preceptor selection, and program organization.
*REQUIRED QUALIFICATIONS (Must be mentioned on application/resume): 1. Bachelor's degree; or a combination of education and related professional work experience to total four years. 2. Demonstrated familiarity with clinical business operations, such as from working in a clinical setting or administratively interfacing with a clinical program. 3. Demonstrated experience overseeing administrative workflow of an education program. 4. Demonstrated experience developing and implementing processes and workflow for preparing, processing, tracking, and reporting on clinical data and clinical/translational research documents (e.g., manuscripts, clinical protocols, internal grants and clinical trials applications/protocols). 5. Demonstrated experience managing schedules, providing direction, and coordination for the implementation and support of strategic goals and key initiatives. Professionally representing program to internal and external constituents. 6. Demonstrated experience working with sensitive and/or confidential information and documents, including Protected Health Information (PHI). 7. Excellent written and verbal communication.
Preferred Qualifications: 1. Experience working in an academic institution; proficiency with University of Minnesota computer systems and software, electronic calendars, and ability to assimilate new systems quickly.
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.