Business Operations Specialist

Why us, Why now?

Located within the Organizational Effectiveness unit, the Organizational Effectiveness Business Operations Specialist II will oversee the day-to-day operations of the Survey and Research Central and Human Subjects Protections program, including managing the reviews of all AAMC systematic data collections for legal and regulatory compliance, provide account management and technical survey support to teams across the enterprise in the organization’s approved survey tool; ensuring compliance with organization policies, best practices and processes, in addition to operationalizing and supporting key organizational processes established by the AAMC’s Leadership Team and Chief Strategic Operations and Data Officer.

Activities include being a main contact/liaison for external vendors, supporting internal teams in developing data collections, managing Verint training, managing proper documentation of all data collections and research activities, and awareness of AAMC data policies and application of accessibility and conditions of release. This position will act as a centralized hub to triage processes on behalf of the leadership team, including all proposed data collections, research projects, and staff use of any artificial intelligence (AI) capabilities. This position will also teach and apply knowledge of federal guidelines involving Human Subjects research to all data collections across the organization, in addition to providing operational support to enterprise programs/projects and may lead projects and process effectiveness activities across the enterprise offering generalist support across the OE team.

The ability to be multifaceted in participating and supporting other domains of the OE unit such as project management, process excellence, change management, and other governance and risk activities. Applies professional-level functional knowledge to solve problems requiring the identification and analysis of moderately complex variables. Takes action to address issues that routinely arise in areas of assigned responsibility, but may receive guidance or expertise from higher-level staff on more complex problems.  Demonstrates a high level of enterprise thinking and collaboration in the performance of duties and issue resolution

How will you make an impact?

Survey and Research Central :

• Conducts compliance assessment on research and data activities conducted at the AAMC to ensure compliance with internal policies and processes. Where the applicant, facilitates the Leadership Team processes for review of major projects and research.

• Helps develop and enforce compliance policies and processes for data protection at the AAMC monitoring content in meta-data systems such as Data1, compliance with required training such as Data Asset Owner training, etc.

• Manages daily tasks of the online survey tool, Verint, and coordinates with vendor and IT for proper upgrades and system maintenance.

• Responsible for providing user assistance in Verint and managing any issues that occur in the system.

• Manages the Data Collection and Research Inventories within Data1, the AAMC’s centralized site for all data and research.

• Lead various training specific to survey, data, and human subjects collection and dissemination, from one-on-one support to small groups, on unit survey processes, or other topic areas.  This can include creating guides and manuals, presenting demos to teams, and providing individual support for specific projects.

Organizational Effectiveness

• Assists OE team members in conducting organizational assessments, including leading cross-functional teams, conducting small- to moderate-sized non-technical business projects or phase(s) of a larger project by setting deadlines, assigning responsibilities, and monitoring and summarizing the progress of the project.

• Responsible for having an in-depth familiarity with functional/business scope and project objectives where assigned to champion change across the organization. 

• Direct project/program correspondences by coordinating meeting agendas, meeting notes, and preparing and reviewing deliverables

• Intake unit support requests and coordinate internal workflows, helping track and monitor work to resolution. 

• Provide operational support across the Organizational Effectiveness unit workstreams, including change management, project management, and process support.

• Responsible for addressing client needs and questions promptly promoting an overall positive experience.

Human Subjects Protection Program

• Conducts initial Human Subjects reviews for all data collections and research for compliance with federal laws and regulations for Human Subjects research

• Ensures compliance with project consent language when data is stored, shared, or transferred

• Serves as liaison to the external Institutional Review Board and internal project leads

• Tracks and monitors all research conducted at the AAMC, including federally mandated-annual reviews

• Assists team in managing the Human Subjects review system, IRBNet, where all staff submit any data collection and research for IRB review

• Creates and conducts training and manuals for IRBNet and IRB submissions

• Manages response actions to data incidents by providing teams assistance in the next steps while also reporting incidents to supervisors and IRB

• Review any data request that involves sensitive data and provide approval of those requests

Governance, Risk & Compliance

• Assists the Leadership Team with facilitation and triaging organization-wide governance and compliance activities such as policy review, AI compliance activities, research agenda, and data collection activities as well as enterprise risk activities.

• Maintains the AAMC organization-wide policy review process and other risk inventories, convening a sub-group of LT members as appropriate.

• Assists in conducting the initial compliance and quality check review on surveys, data collections, and research conducted at the AAMC, ensuring compliance with internal policies and processes.

• Assists with other compliance activities including identification, tracking, monitoring, and reporting organization-wide, as assigned by the Chief or other OE staff members.

What will you bring to the role?

Required Qualifications:

• Bachelor's degree in business administration or a related field or equivalent work experience

• 3-5 years of related work experience

• Excellent communication, interpersonal skills, and detail-oriented

• Strong customer service skills and experience.

• Ability to learn and adapt to new technologies and processes as needed

• Ability to effectively prepare resources and materials to support staff and others in compliance with AAMC guidelines and policies

• Excellent enterprise knowledge and collaboration skills to support problem-solving and enterprise initiatives and processes as demonstrated through active listening, analytical capabilities, and strong communication skills both written and oral

• Advanced knowledge of MS Office Applications including Outlook, Word, PowerPoint, Excel, Project, Teams, and Visio

Certifications/Specialized Skills

• Project Management certification or equivalent work experience

• Facilitator certification or experience demonstrated

Remote Work Eligibility

This position is eligible for remote work in the contiguous US

Compensation Grade Range

$69,020.00-$81,200.00/ Grade Mid-Point:

Multiple factors are taken into consideration to arrive at the final hourly rate/annual salary to be offered to the selected candidate. Factors may include, but are not limited to, the scope and responsibilities of the role, the selected candidate’s work experience, education and training, as well as internal equity, market, and business considerations.

If a bachelor’s degree is required, related work experience may be substituted in some positions.  One year of college course work at an accredited institution is equivalent to one year of related work experience.

The Association of American Medical Colleges (AAMC) is an Equal Opportunity/Affirmative​​ Action Employer.  The AAMC is committed to the policy of an equal employment opportunity in recruitment, hiring, career advancement, and all other personnel practices. The AAMC will not discriminate on the basis of race, color, sex, national origin, religion, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, disability, past or current military service, or any other legally protected characteristic.

Please attach a resume as part of the application process. It is important that files DO NOT include periods ( . ) within the file name.

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