Position Summary

The Practice Coordinator (PC) works closely with administrative, clinical, laboratory, and management teams to support CRS/BSPL operations and customer service efforts. The PC is primarily responsible for administrative and operational functions including, but not limited to: coordinating Study Activation requirements and next steps; tracking and routing required study documentation to appropriate subject-matter experts; coordinating research participant visits and CRS/BSPL resources; scheduling nursing and laboratory/SRA resources, specimen collection and pickup, and other study-specific services; scheduling and registering participants; preparing visit materials; assisting with research billing; supporting communication with study teams; and creating and maintaining customized Patient Visit Request (PVR) forms and scheduling templates for active studies.

The PC works closely with investigators and study team Clinical Research Coordinators (CRCs) throughout Study Activation and ongoing study operations. The PC coordinates administrative requirements and facilitates communication with CRS/BSPL nursing, laboratory, Finance, and other subject-matter experts to support timely progression through Study Activation and implementation of CRS/BSPL services. The PC does not independently perform or approve regulatory, scientific, clinical, laboratory, or financial review; those determinations remain with the appropriate subject-matter experts.

Once a study is active, the PC serves as an ongoing operational resource for study teams regarding CRS/BSPL scheduling, policies, procedures, and workflows. The PC coordinates and schedules resources identified by the study team and appropriate CRS/BSPL clinical and laboratory specialists, including nursing services, specimen collection and pickup, laboratory processing, and other study-specific service needs. The PC works closely with study CRCs to coordinate research participant visits and ensure CRS/BSPL resources are scheduled at the appropriate site and time to support study requirements. The PC does not replace the study team's CRC or assume responsibility for study-level functions such as protocol management, participant recruitment or consent, or regulatory management.

The PC must be highly organized, detail-oriented, accountable, and able to communicate professionally, clearly, and effectively in multiple formats with research participants, family members, investigators, study teams, and interdisciplinary staff. The PC must be flexible with changing priorities, capable of independent problem-solving within established procedures, and able to recognize issues requiring escalation to the appropriate clinical, laboratory, Finance, study team, or management personnel.

Department Overview

The Research Resourcing Program (RRP) supports shared research infrastructure and services across UCSF. Within RRP, Clinical Research Services (CRS) and the Biospecimen Processing Lab (BSPL) provide specialized clinical research and biospecimen services to investigators and study teams conducting clinical and translational research.

Responsibilities

%

of time

Essential Function (Yes/No

)

Key Responsibilities

(To be completed by Supervisor)

45Yes

Research Service Scheduling and Coordination

• Receive and process research service and participant visit requests submitted by study teams. 
• Review requests for completeness and coordinate required CRS/BSPL resources, including nursing, laboratory/SRA, specimen collection and pickup, facility/room, and other operational resources. 
• Coordinate with CRS/BSPL nursing, laboratory, and operational staff to confirm resource availability and schedule services at the appropriate site and time. 
• Schedule nursing and laboratory/SRA resources based on study requirements, anticipated workload, site needs, and resource availability. 
• Coordinate specimen collection, pickup, processing, and other time-sensitive laboratory service requests with study teams and BSPL staff. 
• Communicate confirmations, alternate dates/times, cancellations, rescheduling, and other scheduling information with study teams and appropriate CRS/BSPL staff. 
• Schedule and maintain research participant visits and service requests in applicable systems, including APeX and designated research operations/billing systems. 
• Ensure reservations and service requests are entered accurately and timely to support nursing, laboratory, and pre-service preparation. 
• Greet and register research participants, when applicable, and communicate arrival to appropriate staff. 
• Coordinate preparation of visit- and service-related administrative materials and documentation. 
• Identify scheduling or resource conflicts and escalate clinical, laboratory, protocol, staffing, or operational questions to the appropriate specialist or supervisor.

30Yes

Study Activation & CRS/BSPL Service Implementation:

• Serves as a primary administrative coordinator for the Study Activation process, guiding study teams through required administrative steps, timelines, and CRS/BSPL operational requirements.
• Communicates Study Activation requirements and next steps to investigators, Clinical Research Coordinators (CRCs), and other study team members.
• Coordinates the receipt and tracking of documentation and information required to support Study Activation, including applicable regulatory documentation, IRB approval information, MD orders, study contacts, and other required materials.
• Routes documentation and requests to the appropriate CRS/BSPL nursing, laboratory, Finance, regulatory/scientific, or other subject-matter experts for review and tracks outstanding requirements through completion.
• Facilitates communication between study teams and CRS/BSPL subject-matter experts when clarification, additional information, or revisions are required.
• Coordinates the administrative workflow associated with CRS nursing feasibility review, including obtaining MD orders and relevant study materials, routing them to Nursing for review, communicating requests for additional information to the study team, and tracking completion.
• Coordinates the administrative workflow associated with BSPL laboratory feasibility and study setup, including obtaining protocols, schedules of events, specimen processing and handling requirements, collection and shipping information, and other required study materials; routing materials to appropriate BSPL staff for review; communicating requests for additional information to the study team; and tracking completion.
• Tracks CRS and BSPL Study Activation requirements through completion and coordinates outstanding administrative items with study CRCs and appropriate clinical, laboratory, Finance, pharmacy/IDS, and operational staff.
• Coordinates scheduling of study in-service/start-up meetings once applicable prerequisites have been completed or confirmed by the responsible subject-matter areas.
• Receives and operationalizes approved study-specific service and scheduling requirements following in-service review, including nursing, laboratory/SRA, specimen collection and pickup, facility/room, and other resource needs.
• Develops and maintains study-specific Patient Visit Request (PVR) forms, scheduling templates, and related administrative tools based on visit requirements and services identified by the study team and appropriate CRS/BSPL subject-matter experts.
• Coordinates with study CRCs and CRS/BSPL nursing, laboratory, and operational staff to document visit scheduling parameters, anticipated visit duration, required resources, and administrative workflows.
• Orients study CRCs and other study team personnel to CRS/BSPL visit-request procedures, scheduling processes, operational workflows, and appropriate points of contact.
• Updates PVRs, scheduling templates, and related administrative tools when protocol amendments, new visit types, or changes in approved CRS/BSPL services affect visit operations.
• Maintains accurate Study Activation status, study contact, and operational information in applicable systems and tracking tools.
• Supports consistent Study Activation and CRS/BSPL service implementation workflows across sites and services and identifies administrative process issues for escalation to the appropriate supervisor or subject-matter expert.

15Yes

Administrative, Data, and Research Billing Support:

• Enter and maintain accurate visit, resource, and research billing information in applicable systems
• Assist with resolution of scheduling, registration, billing, and data discrepancies.
• Maintain accurate administrative records and study-related operational information.
• Support utilization, census, workload, and other operational reporting for CRS/BSPL services.
• Assist with development and maintenance of administrative SOPs, reference materials, and standardized workflows.
• Identify opportunities to standardize, simplify, and improve routine administrative processes across integrated CRS/BSPL operations.

10Yes

Communication, Participant Experience, and General Operations:

• Provide professional, responsive customer service to research participants, families, investigators, study CRCs, and CRS/BSPL staff.
• Communicate delays, scheduling changes, and operational information to appropriate parties.
• Direct clinical, laboratory, or protocol-related questions to the appropriate nurse, laboratory professional, CRC, investigator, or supervisor.
• Participate in staff meetings, training, quality improvement activities, and operational initiatives supporting CRS/BSPL goals.
• Maintain confidentiality and comply with UCSF, RRP, CRS/BSPL, HIPAA, and applicable research-related policies.
• Provide cross-coverage for Practice Coordinator functions across CRS/BSPL services and sites as operationally needed.
• Perform other duties as assigned.

100% (To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Qualifications

Required Qualifications

• Bachelor's degree in a related area and six months of related experience, or an equivalent combination of education, training, and experience.
• Demonstrated administrative, scheduling, or office coordination experience.
• Excellent communication and interpersonal skills and ability to communicate effectively and diplomatically with research participants, investigators, study teams, and colleagues.
• Strong organizational, prioritization, problem-solving, and attention-to-detail skills.
• Ability to coordinate multiple schedules, resources, and competing priorities in a complex environment.
• Knowledge of confidentiality requirements and ability to appropriately handle protected health and research information.
• Proficiency with Microsoft Office applications and ability to learn and use multiple electronic scheduling, medical record, research, and billing systems.
• Familiarity with medical terminology.
• Ability to work collaboratively with multidisciplinary clinical and research teams.
• Flexibility to work across locations supporting CRS/BSPL operations as operationally required.

Preferred Qualifications

• Experience in an academic medical center, healthcare, clinical research, or research operations environment.
• Experience coordinating complex patient or research participant appointments.
• Experience with APeX/Epic or a similar electronic medical record system.
• Familiarity with clinical research terminology and workflows.
• Experience working with Clinical Research Coordinators, investigators, nursing, laboratory, or other multidisciplinary research teams.

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world’s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence – also known as our PRIDE values.
In addition to our PRIDE values, UCSF is committed to equity – both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available here.
Join us to find a rewarding career contributing to improving healthcare worldwide.
Equal Employment Opportunity
The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.
Salary Information
The final salary and offer components are subject to additional approvals based on UC policy.
Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.
To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html