Operations Support Analyst - 130799

$60,320 - $87,880/Yr

University of California - San Diego, CA

Full-time

San Diego, CA

Educational Services

About the position

The Operations Support Analyst will play a crucial role in supporting the ambulatory research clinic at the Altman Clinical and Translational Research Institute (ACTRI). This position involves ensuring the effective execution of project tasks at various clinical research locations, including the ACTRI La Jolla and Rady's Children's Hospital. The analyst will be an integral part of a collaborative clinical research team, assisting leadership with project planning, resource allocation, risk analysis, and documentation of lessons learned. The role requires strong communication skills to serve as a point of contact for meeting attendees and collaborating institutions, as well as the ability to produce progress reports and facilitate future collaboration opportunities. In addition to project coordination, the Operations Support Analyst will manage the clinic's electronic medical record (EMR) platforms, ensuring that all necessary resources are available for scheduled research visits. This includes overseeing the study build in ACTRI's current EMR and verifying that resources are accurately included. The analyst will also handle administrative tasks such as processing purchase orders and payment requests, while maintaining confidentiality of patient data. A commitment to high-quality customer service is essential, as the analyst will interact with patients, staff, and faculty, requiring professionalism and discretion in a fast-paced environment. The position demands a creative, organized, and solution-oriented individual who thrives in a dynamic work setting. The analyst will monitor daily clerical activities, billing, and operational services, applying their clinical and operational knowledge to coordinate clinic operations effectively. Other duties may be assigned as needed, contributing to the overall success of the clinic's operations.

Responsibilities

• Support an ambulatory research clinic by ensuring execution of project tasks at various locations.
• Assist leadership with project planning, resource planning, risk analysis, and documentation of lessons learned.
• Serve as a point of contact for meeting attendees and collaborating institutions.
• Call meetings, produce progress reports, and follow up on collaboration opportunities.
• Provide high-level support to faculty and staff in clinical, research, and service activities.
• Ensure smooth day-to-day operations at assigned clinical sites.
• Coordinate and execute projects, independently composing correspondence.
• Manage the clinic's EMR platform(s) and ensure all necessary resources are scheduled for research visits.
• Communicate with study teams to ensure accurate resources are included for study builds in the EMR.
• Complete end-of-day verification in the EMR to ensure visits are appropriately closed.
• Process purchase orders, payment requests, and other reimbursements.
• Access confidential patient data and serve as the administrative resource for the ACTRI business office.
• Serve as the front desk person for clinic visitor and staff arrival as needed.
• Monitor daily clerical activities, billing, and other operational services for the clinic.

Requirements

• Six years of related experience, education/training, OR a Bachelor's degree in a related area plus two years of related experience/training.
• Knowledge of ambulatory care clinic practice management including patient care workflows and processes.
• Demonstrated understanding of medical terminology and clinical knowledge of clinic practice area.
• Familiarity with clinic research billing practices including coding, billing systems, and documentation requirements.
• Knowledge of clinical research recharge practices including differences between Federal and Commercial billing practices.
• Working knowledge of medical center policies and procedures and related legislative, accreditation, licensing, and compliance environments.
• Familiarity with FDA and NIH regulations and compliance policies.
• Strong communication skills, including verbal, written, and active listening.
• Demonstrated interpersonal skills with diverse staff and patients.
• Proven organizational skills and the ability to effectively manage time and prioritize tasks.
• Ability to perform all commonly applicable functions in word processing and spreadsheet software.
• Skills in data management and ability to use relevant healthcare and clinic operations information technology.

Nice-to-haves

• Demonstrated proficiency in navigating EMRs (e.g., Epic, Clinical Conductor).
• Demonstrated ability to respond and adapt to new and changing situations.
• Familiarity with clinic medical billing practices including coding, billing systems, and documentation requirements.
• Knowledge of clinical trials and clinical research.
• Experience with scheduling clinic visits.