Project Management Specialist, Patient Travel

SUMMARY:  

The Project Management Specialist is responsible for maintaining project files and study information on Elligo Systems. This role also assists with facilitating patient travel, project management-related tasks, and processing reimbursements for patient travel. While collaborating with Associate Director, Project Management and Project Managers, the Project Management Specialist ensures communication between external stakeholders is up to date and that data is accurately reported. 

ESSENTIAL DUTIES:

• Travel coordination for patients and caregivers, including onboarding of a patient per the project guidance document.  
• Site communication to obtain future appointment dates 
• Processing reimbursements for patients and caregivers 
• Sending reminders to sites and patients for upcoming travel 
• Completing booking transactions via Sabre, including ticketing, exchanges, refunds, etc. 
• Monitoring and maintaining queues  
• Sending credit card authorization forms to hotels once booking has been made 
• Update the appropriate documents based on the program guidance document 
• Setting necessary tasks outlined in the project guidance document within Salesforce 
• Completing the tasks described in the project guidance document within the appropriate timeline 
• Accurately report hours worked on individual projects into Netsuite daily; submit the weeks reported hours every Friday  
• 100% compliance with Travel Program Guidance Document and ClinEdge Handbook 
• Must be compliant with IRB, GCP, and HIPPA guidelines 
• Minimum of 60% utilization (60% billable hours) 

QUALIFICATIONS:

• Strong customer service skills
• Ability to multi-task  
• Ability to show attention to detail  
• Ability to handle multi-faceted projects  
• Time Management skills  

Preferred: 

• Knowledge of the clinical trial process  

General qualifications:

• Ability to work with functional groups and different levels of employees throughout Elligo to achieve business results effectively and professionally.
• Proactive and timely follow-up skills: the ability to organize applicable department timelines and follow up with internal and external stakeholder needs as needed.
• Clear and concise written and oral communication skills, including the ability to present ideas and suggestions clearly and effectively.
• Strong organizational skills: ability to accomplish multiple tasks within the agreed-upon timeframes through effective prioritization of duties and functions in a fast-paced environment.
• Proven track record of building and maintaining solid relationships with both internal and external stakeholders.
• Self-motivated; able to work independently to complete tasks respond to department requests and collaborate with others to utilize their resources and knowledge to identify quality solutions.

EDUCATION AND EXPERIENCE:

• 1-2 years of experience in a customer-service based role  

ENVIRONMENT:

• Remote Position
• Up to 20% of travel may be required to support the position’s responsibilities.  

PHYSICAL DEMANDS:

While performing the duties of this job, the employee may:

• work at a desk using a computer for prolonged periods;
• regularly communicate via e-mail, telephone, chat, webcam (remote sessions such as MS Teams or Zoom), and exchange accurate and timely information;
• frequently sit/stand/walk, grasp lightly/fine manipulation of objects
• occasionally reach/work above shoulders, twist/bend/stoop/squat, grasp forcefully, lift/carry/push/pull objects that weigh up to 20 pounds.

ADDITIONAL:

Elligo Health Research is a dynamic organization in a rapidly changing industry. Accordingly, the responsibilities associated with this job may change from time to time in accordance with business needs. More specifically, the incumbent may be required to perform additional and/or different responsibilities from those set forth above.

The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are designed only to describe the general nature of the job.

The incumbent must be flexible as there may be workweeks that require more than 40 hours to ensure the position's expectations and responsibilities are met. 

Elligo Health Research is committed to a policy of equal employment and will not discriminate against an applicant or associate based on his or her age, sex, sexual orientation, gender identity, race, color, creed, religion, national origin or ancestry, citizenship, marital status, familial status, physical or mental disability, handicap, military or veteran status, genetic information, pregnancy or any other category protected under federal, state or local law, regulation or ordinance.

1-2 years of experience in a customer-service-based role