What are the responsibilities and job description for the Clinical Trial Intake & Activation Coordinator position at University of Chicago?
Department
BSD OCR - Operations Infrastructure Support
About The Department
The Office of Clinical Research (OCR) was created to further the research missions of the University of Chicago Biological Sciences Division and the University of Chicago Medical Center. The office’s mission is to catalyze clinical research by providing expertise, resources, infrastructure, and systems that
facilitate clinical research operations and enable collaboration across the enterprise while promoting compliance and human subject protection. To do this, the work of the OCR is supported by five service units: Human Subject Protection (IRB); Research Compliance; Clinical Research Operational Excellence; Clinical Research Incubation; and Clinical Trial Finance.
Job Summary
Join a dynamic and fast-growing team at the divisional level, where you'll play a key role in shaping and supporting cutting-edge research infrastructure across the institution! This is an incredible opportunity to make a lasting impact in a collaborative and innovative environment. The Clinical Trial Intake & Activation Coordinator serves as a key liaison between Investigators, Study Teams, and institutional stakeholders to facilitate the intake and activation of new clinical trials. This role is responsible for triaging initial study intake submissions through ServiceNow, ensuring all required documentation is complete and accurately routed for study start-up. Additionally, the Coordinator manages and prioritizes support requests, directing them to the appropriate teams for resolution, and submits and tracks service requests with external vendors to ensure timely updates and delivery of requested system builds. By maintaining efficient workflows and clear communication, this position plays a critical role in streamlining study activation processes and ensuring compliance with institutional and regulatory requirements.
Responsibilities
Minimum Qualifications
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Work Experience:
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
Certifications:
Preferred Qualifications
Education:
Job Family
Research
Role Impact
Individual Contributor
Scheduled Weekly Hours
40
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Pay Rate Type
Hourly
FLSA Status
Non-Exempt
Pay Range
$19.23 - $26.44
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.
Benefits Eligible
Yes
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.
Posting Statement
The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.
All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
BSD OCR - Operations Infrastructure Support
About The Department
The Office of Clinical Research (OCR) was created to further the research missions of the University of Chicago Biological Sciences Division and the University of Chicago Medical Center. The office’s mission is to catalyze clinical research by providing expertise, resources, infrastructure, and systems that
facilitate clinical research operations and enable collaboration across the enterprise while promoting compliance and human subject protection. To do this, the work of the OCR is supported by five service units: Human Subject Protection (IRB); Research Compliance; Clinical Research Operational Excellence; Clinical Research Incubation; and Clinical Trial Finance.
Job Summary
Join a dynamic and fast-growing team at the divisional level, where you'll play a key role in shaping and supporting cutting-edge research infrastructure across the institution! This is an incredible opportunity to make a lasting impact in a collaborative and innovative environment. The Clinical Trial Intake & Activation Coordinator serves as a key liaison between Investigators, Study Teams, and institutional stakeholders to facilitate the intake and activation of new clinical trials. This role is responsible for triaging initial study intake submissions through ServiceNow, ensuring all required documentation is complete and accurately routed for study start-up. Additionally, the Coordinator manages and prioritizes support requests, directing them to the appropriate teams for resolution, and submits and tracks service requests with external vendors to ensure timely updates and delivery of requested system builds. By maintaining efficient workflows and clear communication, this position plays a critical role in streamlining study activation processes and ensuring compliance with institutional and regulatory requirements.
Responsibilities
- Serve as the primary point of contact for Investigators and Study Teams, facilitating the submission and review of required study documents for new study intake, activation, and ongoing maintenance of core study files, including the most up-to-date budget and regulatory documents.
- Triage initial study intake submissions via ServiceNow, ensuring accurate and efficient processing of required documents. Verify completeness, route submissions appropriately, and escalate issues as needed to streamline study activation workflows.
- Conduct a thorough preliminary review of study intake submissions to confirm the presence and accuracy of all essential documentation, enabling seamless navigation through the appropriate activation pathway. Identify any gaps or deficiencies that could impede progress and proactively coordinate with study teams to resolve outstanding requirements.
- Manage and triage incoming support requests via ServiceNow, ensuring timely resolution of both technical and general inquiries. Assess the nature of each request, direct issues to the appropriate teams, monitor progress, and follow up as needed to facilitate efficient problem resolution.
- Submit and track service requests with external vendors, ensuring timely updates, progress monitoring, and successful delivery of requested builds or enhancements. Maintain clear communication with vendors and internal stakeholders to align expectations and address any delays or issues.
- Assists with data entry and reports on results.
- Assists in analyzing data. Assists with preparation of reports, manuscripts and other documents.
- Performs other related work as needed.
Minimum Qualifications
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Work Experience:
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
Certifications:
Preferred Qualifications
Education:
- Bachelors degree in related field strongly preferred.
- Experience in administrative support, research coordination, healthcare, or a related field, with exposure to document management, workflow coordination, or regulatory processes strongly preferred.
- Familiarity with service management or ticketing systems and basic data entry or tracking processes, demonstrating the ability to triage and resolve requests efficiently.
- Strong organizational and communication skills, with the ability to manage multiple tasks, coordinate with cross-functional teams, and ensure accuracy in document submission and workflow processes.
- Problem-solve, leveraging information and expertise available.
- Strong organizational skills.
- Manage projects at various stages of completion.
- Manage high volume of workload and meet deadlines.
- Demonstrated attention to detail.
- Office Environment.
- Resume (required)
- Cover Letter (preferred)
Job Family
Research
Role Impact
Individual Contributor
Scheduled Weekly Hours
40
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Pay Rate Type
Hourly
FLSA Status
Non-Exempt
Pay Range
$19.23 - $26.44
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.
Benefits Eligible
Yes
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.
Posting Statement
The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.
All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
Salary : $19 - $26
