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Research Administrative Operations Manager / 40 Hour / Day / BWH - CCI

Expired Job

Brigham And Women's Hospital Boston , MA 02298

Posted 2 months ago

GENERAL SUMMARY / OVERVIEW STATEMENT:

The Operations Manager (OM) is responsible for providing operational support to the cores of the BWH Center for Clinical Investigation (CCI). The OM is responsible for working with the Associate Program Directors, Department Managers, the Finance Manager and the Administrative Director to assure success of the cores within the CCI by monitoring activities, improving systems, addressing issues as they arise, and creating programs that will increase the functionality of the center and provide greater support for investigators. This position will report directly to the Administrative Director of the CCI and will have 1-10 direct reports.

Background:

The Center for Clinical Investigation (CCI) is designed to provide infrastructure support to the investigative community, leading to a more effective and robust clinical research enterprise at Brigham and Women's Hospital.

The CCI is comprised of the following services and facilities:

I. Participant and Clinical Interaction Resources

  • Inpatient Units- A 6-room Standard Bed Unit and a 5-room Intensive Physiologic Monitoring Unit provide space for a broad range of inpatient studies, available to BWH clinical researchers. CCI-funded nurses, technicians, and co-op students staff these units. CCI also supports clinical research activity in the NICU.

  • Outpatient Units- A 5-room outpatient center at 221 Longwood Avenue, 4 room, outpatient clinic at the Hale Building for Transformative Medicine and a 4-room outpatient center on the 4th floor of the Peter Bent Brigham Building in the main hospital.

  • Processing Team- CCI supports processing space, effort, and supplies for clinical investigators at each site for the Inpatient and Outpatient Cores as well as a special processing service at the Dana-Farber Cancer Institute.

  • Research Coordinator Network (RC Net)

  • Study Coordinator Pool- Offers investigators experienced study coordinators either full-time for a short period or part-time for an indefinite period.

  • Research Development Program (RDP)- Direct support for investigators and study staff in preparing and finalizing clinical research study documents for submission to the Institutional Review Board (IRB) and other regulatory groups.

  • Metabolic Phenotyping Core- Provides support for research diets on the inpatient and outpatient units.

II. Biostatistics Service- Statistical support available to the clinical and bench research community.

III. Bio-Informatics Service- Informatics support available to clinical investigators and CCI Staff.

IV. Education- Training and educational programs for study coordinators, physician investigators, and other clinical research staff members.

VI. Regulatory Support- Currently under development, this core will address regulatory issues within the BWH and the larger Harvard Clinical and Translational Science Center.

VII. Translation and Innovation Support- Currently under development, this core will address helping investigators with new and innovative ideas bring clinical studies into the CCI clinic.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

General

  • Responsible for ongoing evaluation, strategy development and project implementation, locally and through the Harvard Clinical and Translational Science Center (CTSC) to strengthen the culture of clinical research at BWH and improve the services available to investigators

  • Work with Associate Program Directors and Department Managers to develop new programs and initiatives, drawing on local and Harvard CTSC resources to improve the services provided to the clinical research community at BWH.

  • Act as a liaison between the Administrative Group and the Cores.

  • Increase the awareness of cores at BWH, other Harvard Academic Health Centers, and the Harvard CTSC

  • Work with Department Managers to complete all reports related to the Harvard Clinical and Translational Science Center

  • Responsible for accurately collecting, tracking, and reporting data throughout the grant and fiscal year.

  • Continuously assesses and improves the efficiency of systems and processes.

  • Tracking of various systems and procedures

Financial Management

  • As necessary, identify problems with budgets, spending, and develop strategies with Department Manager, Finance Manager, and Administrative Director to ensure that cores remain within budget

  • Responsible for working with Finance Manager and Department Manager to ensure that all services are billed appropriately and money is collected for services provided.

  • Prepare sections of the annual non-competing renewal grant application of the NCRR-funded budget, any supplemental grant materials, and the hospital budget.

  • Evaluate and determine the feasibility of CCI supporting ancillary and other costs for current and proposed research protocols. Consult with investigators and study coordinators regarding resource management of CCI funds.

  • Responsible for the timely completion and submission of Annual Progress Report materials for the NCRR-funded CTSC and hospital-funded programs.

Human Resources Management

  • Develop and manage the summer student intern program. Manage the day-to-day tasks of 1-2 college interns.

  • Manage the outpatient tech staff with assistance from a Phlebotomy Supervisor.

  • Transmit and interpret institutional policies to employees and ensure appropriate training of employees.

  • Assign project work and review workload for all direct reports. Supervise staff by assisting them with their responsibilities when necessary, by establishing goals that will increase knowledge and skill levels, and by delegating tasks commensurate with skill level. Assess employee workload and recommend changes as needed.

Marketing Responsibilities

  • Increase awareness of CCI Program throughout the clinical research community at BWH, other Harvard Academic Health Centers and the Harvard CTSC.

  • Support the development of marketing strategies and oversee the preparation of materials to promote all CCI initiatives. Implement marketing plans and evaluate their impact; making changes to plans as needed.

  • Oversee the CCI website for content related to cores and manage the interaction with the Harvard CTSC CONNECTS website

  • Facilitate improved methods of communication within the clinical research community via email, website, annual report, newsletter, and other avenues, particularly relating to the CTSC.

  • Act as a liaison between the leadership of the CTSC and related research groups within the Harvard Clinical Research Community.

Other Administrative Responsibilities

  • As assigned, manage meetings, agendas, and other related activities for the CIC/GAC, Executive Committee, and any similar advisory bodies.

  • Manage the protocol approval process for applications submitted to the BWH CCI.

  • In conjunction with the CCI Information Systems Specialist, design and/or implement new information systems that improve the efficiency of operations provide easier access to data, eliminate redundancy, etc.

  • Provide substantial education and administrative support to prospective investigators in preparing their applications for use of CCI and determining how CCI can be utilized for their study.

  • Maintain a current knowledge of Federal (HIPAA, GCP, FDA, etc), State, and Hospital laws, regulations, and guidelines governing human subject research; attends educational and professional seminars.

  • Assure compliance with BWH, JCAHO, NCRR, OSHA, DPH, and state and federal regulations.

  • Undertake special projects assigned by the CCI Administrative Director and the CCI Program Director.

  • Perform other duties as assigned.

For all positions that include direct patient care, indicate with an "X" the age(s) of all patient populations served

No Direct Patient Care

X

All age groups

Adolescence (13 to 17 years)

Neonates (birth to 1 month)

Young Adult (18 to 25 years)

Infant (1 month to1year)

Adult (26 to 54 years)

Early Childhood (12 months to 5 years)

Senior Adult (55 to 64 years)

Late Childhood (6 to 12 years)

Geriatric (65 years and up)

  • B.A. or B.S. required. Heath Care Administration background strongly preferred

  • Relevant experience in an academic health center is preferred

  • Supervisory experience preferred

  • Knowledge of and experience with NCRR and NIH Financial Grants Management preferred

SKILLS / ABILITIES / COMPETENCIES REQUIRED:

  • Outstanding interpersonal skills, ability to handle sensitive human resources issues and supervise diverse staff.

  • Outstanding organizational skills are necessary to manage many competing timetables and responsibilities. Ability to delegate and effectively supervise and plan for the timely and successful completion of short- and long-term objectives.

  • Excellent verbal and written communication skills to communicate effectively with a large and diverse constituency, including senior hospital leaders, division faculty and support staff, representatives of other BWH offices, collaborating institution officials, granting agencies (NIH, industry and foundations) representatives, and vendors.

  • Requires the ability to work independently and to accept responsibility for complex and sensitive decision-making as it relates to the overall conduct of the program.

  • High degree of analytic ability to manage the financial and human resources aspects of the position.

  • Interpersonal relationship skills needed to motivate others and work with many hospital-wide department heads, administrators, and physicians in a positive and collegial fashion.

WORKING CONDITIONS:

Works in an office setting, possibly in a cubicle. Attends meetings in and out of the hospital. Is available for early and late meetings and flexible to meet frequent deadlines. Some evening and weekend work will be required. The pace is often hectic and always challenging.

SUPERVISORY RESPONSIBILITY:

Will directly supervise 1-10 individuals.

FISCAL RESPONSIBILITY:

Responsible for working with Finance Manager and Department Managers on budget issues.


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Research Administrative Operations Manager / 40 Hour / Day / BWH - CCI

Expired Job

Brigham And Women's Hospital