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Senior Administrative Manager, Research.

Massachusetts General Hospital(MGH) – Boston, MA

Reporting directly to the Senior Administrative Manager and Senior Administrative Director of Nephrology, the Senior Administrative Manager is responsible for setting the administrative direction (policies and procedures) for all aspects of the grants management operation of the division. A broad understanding of MGH, HMS, and sponsor policies and requirements and display a high degree of initiative and independent judgment. The Senior Administrative Manager will collaborate closely with physician, scientist and divisional research leadership including the Nephrology Research Supervisor and the part time Grants Administrator to continually assess and direct a wide range of research issues.
This person will be responsible for human resources management; grants budgeting and financial management; policy and program development and implementation; purchasing; oversight of grants preparation and management as well as advising the division administration on facilities and systems management.
This position requires strong leadership skills and the ability to work with others in developing resolutions. The manager will need to work with both research staff and clinical staff. Must understand both research, and, at a high level, clinical operations. The candidate must be professional, highly motivated, and resourceful, with a strong attention to detail.
Principal Duties and Responsibilities
Financial Responsibilities:
  • General oversight of all research funds in the department including research sundries.
  • Works with division administration for budgets, forecast revenue, budgets for professional and non-professional salaries and non salary expenses. Monitors the budgets throughout the year; analyze and reports financial performance.
  • Manages directly all phases of research grant and contract administration (for NIH, Industry, foundation grants, sundry funds, clinical trials, etc.).
  • Participates in proposal development for complex projects including developing budget, key personnel and other support components; informs the principal investigators on allowable costs to be charged to the program; review proposal for submission, in coordination with the principal investigators and research management.
  • Monitors directly or indirectly research funds within the department for investigators with especially complex portfolios. Oversees these activities at the divisional and laboratory level.
    • Reconcile monthly fund statements.
    • Performs funding analysis, including forecasting, anticipated deficit/surpluses.
    • Coordinates with Accounts Payable, Research Finance, Payroll, and other departments as needed for identification of charges and resolution of errors.
    • Develops monthly status reports of research funds and reviews statements with physicians/principal investigators.
    • Works closely to resolve any fund shortages and ensure that department funds are closed in a timely manner.
    • Recommends and implements strategies for the resolution of financial overruns; responsible for working with principal investigators and divisional and laboratory administrators to prevent, identify and resolve projected overruns and for resolving any deficits in a timely manner.
    • Responsible for the timely closeout of expired projects.
  • Responsible for EDC for the divisional research staff (professional and weekly).


Human Resources/Supervisory Responsibilities:
  • Establish effective working relationships with principal investigators, divisional research leadership, Department of Medicine Research Leadership and representatives of other MGH Departments and sponsor agency representatives.
  • Coordinates with laboratory administrators on research personnel issues.
    • Coordinates with Sr. Administrative Manager, Sr. Administrative Director, Chief of Nephrology, principal investigators, divisional and laboratory administrators, Human Resources, Payroll, International Office for the interviewing, hiring and implementing institutional corrective action policy for all research staff
    • Approves and performs directly (or oversees) as needed all non-professional research staff personnel transactions (hiring, salaries, promotions, job descriptions, etc) and salary changes (professional and weekly) for departmental research funds/personnel
    • Reviews divisional workload issues to ensure appropriate staffing
    • Serves as a departmental resource for issues related to professional and non-professional research staff benefits
    • Ensures that all research personnel performance evaluations are performed in a timely manner and in compliance with our pay policies
    • Interprets and ensures compliance with institutional and sponsor agency personnel policies and procedures
  • Assist Principal Investigators with other personnel-related issues.


Space and Facilities Responsibilities:
Research Space Locations: Main hospital, CPZ-3, Simches 8, GRB-10, CNY 4 and CNY 8 floor:
  • Manages research space inventory in coordination with Research Space Management.
  • Monitors research space density calculations and coordinates space allocation; recommends and implements strategies for density management.
  • Oversees divisional research facilities and environmental issues related to repairs, cleaning, directories, signage, etc.
  • Oversees/coordinates research related renovation projects.

Oversee departmental research information systems:
  • Coordinates with Partners Information Resources Department to arrange for hardware/software installations.
  • Explore, evaluate and implement new technologies and develops departmental research information systems resources as appropriate.
  • Responsible for educating staff with regard to EBuy, Insight, InfoEd and other electronic systems.

Other:
  • Attend monthly RADG meetings
  • Attend monthly RAF meetings


Skills:
  • Time Management: Exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate. Flexibility to handle multiple tasks and deadline pressures.
  • Quality Assurance: Skills to work efficiently and effectively and strives to do so in all aspects of position. Ability to encourage these skills among staff.
  • Personnel Management: Ability to skillfully handle issues of sensitive nature with respect to confidentiality, abiding by institutional guidelines. Ability to provide support, direction and development to staff.
  • Leadership: Ability to identify issues/projects and initiates plans to address; Demonstrates forthrightness and integrity.
  • Fiscal Responsibility: Effective financial and analytical skills, including budget development, grant and contract management. Ability to ensure timely submission and review of budgets and performance evaluations.
  • Discretion and Confidentiality: Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained by staff.
  • Analytical Skills: Ability to conceptualize and conduct complex analysis (financial and operational).
  • Critical Thinking/Decision Making: Ability to appropriately evaluate all aspects of a situation and to independently make appropriate and timely decisions.
  • Interpersonal/communication: Excellent interpersonal/communications skills and a good command of English language.
  • Information Systems/Technology Skills: Exceptional computer skills (including operating systems, word processing, database, electronic mail, Internet, and spreadsheets).
  • Safety/Compliance: Knowledge of laboratory safety and ability to ensure a safe environment for laboratory staff and subjects.

Qualifications Bachelors Degree required. Masters Degree (Health/Business Administration) preferred.
Minimum of 5 - 7 of related experience required, including management experience.
EEO Statement
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged. Primary Location: MA-Boston-MGH Main Campus Work Locations: MGH Main Campus 55 Fruit Street Boston 02114 Job: Research-Management Organization: Massachusetts General Hospital(MGH) Schedule: Full-time Standard Hours: 40 Shift: Day Job Employee Status: Regular Recruiting Department: MGH Nephrology Job Posting: Aug 22, 2019

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