Manager, Clinical Guidelines

Position Summary

The Manager of Clinical Guidelines manages the administrative activities of the Heart Rhythm Society (HRS) clinical guidelines pathway, coordinating the development of documents that align with the Society's strategic plan and member needs. The Manager serves as the Staff Liaison to the Clinical Guidelines Committee, supporting the committee in overseeing the development and endorsement of clinical guidelines and educational derivatives that advance electrophysiology and showcase HRS as the trusted authority on arrhythmia care. This position reports to the Senior Director, Research, Standards, & Guidelines.

Responsibilities

1. Manages Activities for the HRS Clinical Guidelines Pathway

• Oversees the administrative coordination for developing approximately 2-3 clinical guidelines at a time; varies depending on the pipeline of approved topics.
• Ensure adherence to the established standards in the HRS Clinical Guidelines Methodology Manual; develops, maintains, and executes standard operating procedures (SOPs) for operationalizing the methodology.
• Manages the Call for Nominees process (Salesforce) and facilitates the writing committee empanelment and onboarding processes.
• Manages writing committee disclosures, including generating reports in Salesforce and tracking disclosures throughout the document development process.
• Facilitates the scheduling and adherence to timelines for clinical guideline development, supporting the Chairs in logistical aspects.
• Provides administrative support to Chairs in documenting and managing PICOT (patient, intervention, comparison, outcome, and time) questions that address the purpose and scope of the Clinical Guideline.
• Coordinates with experts to address methodology questions from writing committees, ensuring the development process aligns with the HRS Clinical Guidelines methodology.
• Confirms the types of evidence being used to support clinical recommendations align with the HRS Clinical Guidelines methodology; informs the writing committee Chairs of any issues with the evidence.
• Assists the writing committee chairs with cross-checking and verifying the clinical practice recommendations.
• Manages the logistical aspects of the consensus voting process for clinical recommendations.
• Provides administrative support in coordinating the manuscript development process from initiation through publication (compilation and review of individual sections, incorporation of revisions, reference management, tables and figures, permissions, and submission).
• Manages the internal/external review, public comment, and endorsement processes.
• Supports the Chairs in administrative tasks related to manuscript finalization and submission readiness; facilitates the manuscript submission in collaboration with the Journal Manager .
• Tracks and reports the document development milestones and activities in Salesforce (HRS Documents database).
• Facilitates communication between HRS staff, writing committees, the Clinical Guidelines Committee, and other internal/external stakeholders.
• Updates and maintains the HRS Documents database (Salesforce) to ensure accurate tracking of all future, in progress, and published HRS clinical guidelines (internal/external-led).
• Manages the promotion of clinical guidelines; updates and maintains the HRS webpages related to clinical guidelines; drafts, reviews, and edits communications, promotions, internal and external eblasts, Keeping Pace, and social media posts.
• Manages the proposal and development of educational derivatives for clinical guidelines, coordinating and communicating efforts across HRS teams.
• Collaborates with the Senior Director of Research, Standards, & Guidelines to achieve the program's financial goals; writes and reviews contracts, sets up and submits invoices, and assists in developing and managing budgets, assists in analyzing and forecasting financial performance.
• Provides support to the Senior Director of Research, Standards, & Guidelines in managing the strategic plan for clinical guidelines; proactively identifies new activities and opportunities.
• Supports volunteers, vendors, and consultants by facilitating communication and coordination of projects.

1. Serve as Staff Liaison to the Clinical Guidelines Committee

• Provides committee meeting management support; regular update calls/emails with Committee Chairs, schedules meetings, creates agendas, drafts minutes, relays Society announcements, and follows up on action items.
• Maintains and updates information on committee activities in the Inter-Committee Communications Google sheet, drafts committee reports/updates for HRS Board of Trustees, and facilitates communication and collaboration with relevant stakeholders, working groups, and task forces.
• Facilitates the development and dissemination of committee deliverables; maintaining relevant HRS webpages, conducting surveys, managing the Call for Topics process, managing internal/external endorsement requests, facilitating currency review, and providing reports to the HRS Board and other stakeholder, as needed.
• Assists the Clinical Guidelines Committee in the development of proposals and manuscripts for committee-sponsored documents published via the HRS Committee Documents Pathway; manages author disclosures, tracks development progress, manages review process, and supports the authors in finalizing the manuscript for review and submission.
• Coordinates the submission of proposals and manuscripts for committee-sponsored documents published via the HRS Committee Documents Pathway; manages author disclosures, tracks development progress, manages review process, and supports the authors in finalizing the manuscript for review and submission; coordinates the submission of the proposals and manuscripts for review; assists with the development of educational derivatives, if applicable.

Skills & Abilities

• Analytical and problem-solving skills with effective verbal and written communication.
• Able to work independently with minimal supervision, take initiative, and collaborate within a remote team environment.
• Exceptional organizational skills and adept at managing multiple projects at different stages of development simultaneously, while maintaining close attention to detail.
• Adaptable to varying workloads and thrives in a variable-paced setting.
• Skilled at building relationships with volunteers, staff, and external stakeholders.
• Willing to work outside regular office hours, as needed.
• Travel may be required.

Required Education and/or Experience

• Education: Bachelor's degree in science/medicine or relevant field.
• Experience: Four (4) to seven (7) years of experience coordinating the development of clinical practice documents or similar program work and collaborating with medical professionals. Prior work at a membership association is preferred. Experience using the GRADE methodology is preferred.
• Computer/System Skills: Proficient in MS Office and video conferencing tools (Zoom). Experience with real-time collaboration software (MS Teams, SharePoint), project management software, CRM software (Salesforce), survey tools, and website editing software (Drupal, WordPress). Knowledge of reference management software (EndNote).
• Certificates, Licenses, Registrations: None
• Other Requirements: None