Sr. Administrative Manager, Research Administration

Partners Healthcare System Belmont , MA 02178

Posted 3 weeks ago

The successful candidate will lead projects by leveraging strong project management skill, leadership, influence, communication and negotiation based on well-established stakeholder management abilities and strong collaborative working relationships. Fostering cohesive workforce of administrative staff across research divisions ensuring adhesion to institutional policies and values.This will be in large part independent, but with occasional supervision from the Sr. Director, Research Administration and the Chief Scientific Officer, with focus on the delivery of solutions and problem solving within the research enterprise.

Research Administration:

Responsible for independently managing all aspects of multiple small to moderately complex projects concurrently, from inception to implementation, working with our internal teams and central offices within Research Management and Partners Corporate. Some of the responsibilities will include:

  • Chairs RAP -Research Administrative Professionals meetings creating a place for research administrative staff to centralize resources and share best practices

  • Independently developing project plans and oversee all project activities on a day-to-day basis to ensure projects progress on schedule. Responsible for implementation, planning, and execution;

  • Coordinate all aspects of project and serve as a liaison between end users, leadership team, and internal and external resources

  • Manage technology and implementation plans with other divisions and project areas;

  • Organize and hold regular status meetings with related project team;

  • Estimate project skill requirements and work with department managers to identify appropriate resources as needed

  • Deliver engaging, informative, and well-organized presentations; Communicate difficult/sensitive information tactfully;

  • Manage the Grant proposal forecast by working with departments and Research Management to review balanced workloads

  • Approves all research travel reimbursement requests according to institutional and Partners policies; educate research community and serve as a resource

  • Research focused strategic planning involved in data collection, analytics and implementation

  • Processes Massachusetts Controlled Substance applications for all research investigators and monitors records to ensure compliance with Department of Public Health and Drug Enforcement Agency regulations and Partners policies

  • Serves as primary executive administrator to Sr. Director of Research Administration, including: payroll, scheduling appointments, and has signing authority for contracts

  • Manage office operations, initiates and maintains office policies and procedures, and recommends initiatives to provide increased office efficiency and effectiveness including web editor, database manager

  • Has signatory authority for various requisitions, purchase orders, check requests, and other documents within the scope of hospital policy

  • Serves as the Research Administration event support and projects for all research happenings including trainings


  • Independently responsible for visa applications for research staff in accordance with hospital and US Department of State policies

  • Mentor and educate research administrative staff with Partners wide and institutional policies and processes while fostering collaboration and encourage communication across departments and labs

  • Maintain current timekeeping contacts for research and coordinate backup support

  • Administrator for all HealthStream trainings assigned to research staff

Other Responsibilities:

Establishes and maintains electronic and paper records in compliance with institutional policies. Assumes additional responsibilities as assigned supporting the lifecycle of awards, contracts and unrestricted sources. Use Partners research applications as needed for daily workflow (e.g. PeopleSoft, Kronos, Insight, eExpenses, eCheck) Directs staff to funding source materials and search tools within the office and on the internet. Work with Grants Administrators as a team and provide coverage for each other when needed including becoming back-up for Kronos, PeopleSoft and other transactions. Fields telephone, fax and e-mail inquiries and communicates institutional policy, procedures and documentation requirement. Signature authority. Other projects as assigned

All McLean team members are expected to consistently demonstrate our values of integrity, compassion, respect, diversity, teamwork, excellence and innovation in their work activities and interactions.

Bachelor's degree, required in a related field.
2-4 Years of experience, strongly recommended

Must possess ability to thrive in a busy, high-volume, and deadline driven work environment

that requires coordination of multiple activities and the judgment and flexibility to reprioritize to

accommodate emergency requests

Must possess ability to independently work, organize, manage, and oversee complex project activities for an overall research program of hundreds of staff.

All employees must possess basic computer skills to use a variety of electronic or online systems for communication, clinical and administrative purposes.

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Sr. Administrative Manager, Research Administration

Partners Healthcare System