Clinical Operations Coordinator & Manager (NIH)

Title: Clinical Operations Coordinator & Manager / Program Manager

Location: Bethesda, MD

Terms: Full-Time

Duration: Multi-Year

Clearance: Must have or be Public Trust eligible

Travel: N/A

Position Overview:

RIVA Solutions is looking for a qualified, on-site Clinical Operations Coordinator & Manager, overseeing 50+ Medical Support Assistants (MSAs), to support a federal contract at the Clinical Center at the NIH (National Institute of Health) in Bethesda, MD. This role will help ensure appropriate staffing and that MSAs comply with all contract and job requirements. This role will work closely with numerous government supervisors within the specific clinical areas where MSAs are assigned. This contract will provide support to both the Patient Support Services Department (PSSD) and the Nursing Department at the NIH Clinical Center (CCND).

There are 29 full-time MSA roles supporting the CCND and 20 full-time MSA roles supporting the PSSD. Both departments require multiple back-up MSAs, in addition to the other full-time 49 roles, to act as back-up/pool staff and would be contacted to perform services within various shifts in the case of unplanned leave, call outs, and other gaps in MSA staffing. (Shifts run from 7:00AM-11:00PM, 7 days a week)

MSAs are considered emergency personnel under the NIH Clinical Center policy, "Designation of Emergency and Non-Emergency Employees for Periods of Inclement Weather or Other Temporary Closings" and must report for duty when other federal employees are dismissed from duty due to inclement weather conditions or for any other reason. The Clinical Center is operational 24 hours a day/7 days a week/365 days a year.

Responsibilities:

• Coordinate to ensure RIVA provides MSA staffing services on this contract. Including working with RIVA’s Talent Acquisition team to identify potential candidates, schedule interviews with government leads, and select the best fit candidates for the role.
• Learn and understand NIH hiring process expectations and timelines for new hires (i.e. medical clearance, Equip/security clearance, badging, and mandatory trainings)
• Communicate weekly updates on the status of new hires through hiring process to both RIVA and NIH CORs (Contracting Offices Representatives).
• Ensure that staff assigned to this contract will provide consistent and reliable services, meeting all the requirements of their specific positions, as well as all program needs.
• Provide appropriate staff coverage using MSAs who are trained and able to perform the requirements of the position in a timely manner in the event an MSA is on planned or unplanned leave to ensure continuity of services.
• Ensure MSAs are trained/able to perform all duties, including scheduling activities, admissions and registration activities, reception, patient records, travel requests, data entry, etc. This requires the manager to have knowledge of all aspects of the work the MSAs will be performing.
• Ensure MSA staff report to work to support any non-cancelled operations during inclement weather, even if the Government has announced Official Closure or Liberal Leave. The Manager will be required to staff their positions.
• Conduct daily rounds to all contract MSAs in each area of clinics, inpatient areas, and other departments.
• Submit Monthly Status Reports and meet with CORs monthly to review reports and discuss issues/concerns.
• Meet with managing NIH stakeholders on a monthly basis to review work performance.
• Responsible for ensuring appropriate contractor staffing in all areas and for all shifts.
• Work collaboratively with the government supervisors/CORs on planned leave requests and assignments since assignments may change based on the specific needs for the location that day. (Additional staffing may be required on a busy clinic on certain days of the week and a contractor may be reassigned).
• Replace all contractor vacancies - call-ins (unplanned leave) and planned leave (vacations, days off) with a fully trained replacement. Monitor time and attendance (planned and unplanned leave) of the contract staff.
• Ensures all tasks, responsibilities, and requirements of the MSAs are accomplished according to established performance standards.
• Prepare evaluations both mid-year and end-of-year for MSAs with input from government supervisors for the respective areas.
• Ensure all MSAs are dressed appropriately and are wearing both their NIH/HHS, and Clinical identification badges.
• Respond verbally and in writing to the appropriate COR when informed of a complaint or event involving the contract staff within 24 hours of notification.
• Works collaboratively with government supervisors/staff of the specific area to review and make recommendations for revisions to procedure documents.
• Ensure the contract staff follow the Patient Privacy/Confidentiality requirements and use secure e-mail if the e-mail contains any patient information.
• Ensure that contract staff identify themselves as contractors and the company name when sending any e-mails or other form of written correspondence.

Basic Qualifications:

• Experience staffing/hiring and managing staff
• Experience managing and scheduling personnel in a hospital or like environment.
• Previous medical or hospital experience highly preferred.
• Good time management skills.
• NIH Experience preferred
• Ability to develop and write basic documents, to include contract deliverables, reports, memos, etc.
• Knowledge of Microsoft Office computer applications, scanning, copying, and filing.
• The ability to speak, read, write and understand the English language.
• The ability to carry medical records, medical equipment, etc. up to about 50 pounds.
• Medical requirements:
• Drug Screening
• PPD (within past 6 months)
• Hepatitis B Titer (must show evidence of vaccine/titer levels or signed declination form)
• Physical Exam (completed within the year, cleared for full duty with no physical restrictions)
• Chicken Pox (must show evidence of vaccine/titer levels indicating immunity status)
• MMR (must show evidence of disease or vaccine/titer levels indicating immunity status)
• Influenza Vaccine

About RIVA:

RIVA Solutions, Inc. is a rapidly growing provider of information Technology and Program Support Services to the United States Federal Government. Headquartered in McLean VA, RIVA has over 400 employees in 20+ states across the US. As we continue to expand our services within Management Consulting, STEM, Cyber AI and Robotic Process Automation, we are looking for highly qualified people to join and thrive with us. VivaLaRIVA!

RIVA is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, family medical history or genetic information, political affiliation, military service, or other non-merit based factors.