The Center for Genomic Medicine (CGM) at Massachusetts General Hospital (MGH) is one of the most dynamic hubs of genomics and precision medicine research in the world. MGH operates the largest hospital-based research program in the US, and the CGM is a cross-departmental thematic research Center that is focused on discovering, treating, and preventing the genetic causes of human disease. Our community includes over 50 Harvard Medical School and MGH faculty and about 500 genomics researchers. The CGM is also a major docking point for faculty leadership and scientists at the Broad Institute of MIT and Harvard. We are seeking a new Senior Administrative Manager – Research (Sr. AM) to join our team and occupy a critical role in the financial management of the scientific portfolio of the CGM, and to support the overall CGM mission and activities.

Receiving general direction from the Director and the Administrative Director of CGM, the incumbent is responsible for administrative, operational, and financial oversight of CGM. The position will draw upon the candidate’s broad understanding of the MGH, Harvard Medical School, Broad Institute, and sponsor policies, and display a high degree of initiative and independent judgment. The Sr. AM will be the principal point of engagement with the CGM Principal Investigators (PIs) to manage financial transactions, perform budget forecasting, monitor fund statements, resolve accounting issues, develop financial planning for funding opportunities (federal, industry, foundation, and philanthropic), and function as a liaison to grantor agencies and subcontracting institutions. The Sr AM will possess a thorough knowledge of current MGH, NIH, HMS, USDA, and other research-related policies and procedures, guidelines, and standards. Requires discretion and judgment to organize priorities, complete tasks and handle confidential information.

PRINCIPAL DUTIES AND RESPONSIBILITIES:  

The Sr. Research Administrative Manager provides administrative management for the day-to-day operations and financials.

Financial & Grant Management Responsibilities

• Manages directly or directs and oversees CGM grants administrators in all phases of research grant and contract administration (for NIH, industrial and foundation grants, sundry funds, clinical trials, etc.). Trains and supervises grant managers in research administration and research fund management duties.
• Advises on grant/contract proposal development including developing budget, key personnel and other support components; informs the principal investigators and CGM administrators regarding the allowable costs to be charged to the program; reviews proposals for submission, in coordination with PIs and CGM administrators, Research Management and Research Finance; reviews and apprises Center Director and Administrative Director of requests for external funding that allow less than applicable indirect costs; reviews award notices from the sponsors and revises budgets as needed to serve as fiscal control mechanisms for the projects.
• Is responsible for the overall financial management of the CGM’s research funding.  Directs and oversees the grants administrators as it relates to monitoring, reporting, and management of research funds.

• Works with PIs and CGM administrators to maintain fiscal and administrative compliance with institutional, Federal, private and industrial guidelines, terms and conditions.
• Performs funding analyses, including forecasting anticipated deficits/surpluses.
• Coordinates with Accounts Payable, Research Finance, Payroll, and other departments as needed for identification of and resolution of systemic problems.

• Develops monthly status reports of research funds and reviews statements with Center Director on a quarterly or more frequent basis.
• Recommends and implements strategies for the resolution of financial overruns; responsible for working with principal investigators and Center administrators to prevent, identify and resolve projected overruns and for resolving any deficits in a timely manner.
• Works with Center Director to approve all capital purchases.
• Responsible for the timely closeout of all expired projects; in conjunction with Research Finance, performs final review for sponsor compliance prior to project termination.

• Works with PIs and Research Fellows to research and identify new sources of funding.
• Oversees and approves research financial transactional activities (payroll, travel requests, Peoplesoft MSS employee changes, journal entries, check requests, etc.) as appropriate; oversees research expenses (telephones, staffing, etc.) management issues; oversees these activities as they occur at the Center and laboratory level; performs comparative analyses; develops and implements policies and procedures and strategies for cost containment.
• Monitors monthly CGM laboratory level research statistics, including various density measures and facilitates strategies for improvement in utilization etc.; prepares reports of such activities and reviews them with the Center Director and Administrative Director on an annual or more frequent basis.
• Conceptualizes and performs a variety of financial analyses (e.g. for fund monitoring, program development, PI recruitment, etc.).

Operational and Regulatory Responsibilities

• Interprets and articulates institutional and sponsor research regulations, including numerous, detailed Federal regulations that are subject to varying interpretations and non-Federal regulations for which each private sponsor has unique requirements pertinent only to that sponsor; develops and recommends solutions acceptable to both the institution and the sponsor; maintains a current working knowledge of all pertinent sponsor regulations through attendance at regional and national seminars, and by staying up to date with agency publications and industrially sponsored agreement terms and conditions.
• Develops and implements tools, systems and resources to support and facilitate proposal and award activities and to improve coordination of grant activities among principal investigators, Research Management and Research Finance; works in concert with Research Management and PIs to ensure the continuity of the overall research effort.
• Completes and submits quarterly “Time & Effort” reporting for Center to Research Finance.
• Works with departmental and clinical department management staff and representatives from other departments to evaluate, establish, implement and maintain systems, policies and procedures consistent with MGH, MGB, Harvard Medical School and sponsor agency guidelines; Revises as necessary to improve research operations and maximize efficiency.

Other Responsibilities

• Performs/coordinates special projects for Center Director and Administrative Director as may arise from time-to-time.
• Participate in Center, hospital, and/or system-wide groups and task forces as requested and appropriate.
• Attend MGH, regional and local research management meetings.
• Represent the CGM as a “grant management expert” on hospital committees, external meetings, and symposia.

QUALIFICATIONS: 

• Bachelors degree required in Business, Management, Finance or scientifically-related discipline
• Master’s degree preferred
• Minimum of 5 to 7 years of directly related experience required, including supervisory experience.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:  

• 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 and capacity to develop and maintain these skills among team members. Ability to effectively manage day-to-day operations, establish and maintain policies and procedures, monitor statistics, manage workflow and output, and coordinate space and infrastructure issues.
• Personnel Management: Ability to skillfully handle issues of sensitive nature with respect to confidentiality, abiding by institutional guidelines. Ability to recruit, train and supervise staff and to ensure that performance evaluations, payroll, employee changes and other HR transactions are completed in an accurate and timely manner. Ability to provide support, direction and development to staff.
• Professional knowledge: Extensive knowledge regarding research financial, operational, business planning and project management, grant and laboratory management, sponsor and institutional guidelines and requirements, etc. Sufficient knowledge to improve, enhance, or upgrade complex financial, operational and technical systems.
• Leadership: Ability to identify issues/projects and initiate plans to address; demonstrates forthrightness and integrity.  Ability to develop a common vision for diverse constituents, communicate effectively, sell ideas, and take ownership and responsibility for activities.
• Fiscal Responsibility: Effective financial and analytical skills, including ability to develop and monitor budgets, 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, including medical and scientific terminology.
• Information Systems/Technology Skills:  Exceptional computer skills (including operating systems, word processing, database, electronic mail, Internet, and spreadsheets).
• Safety/Compliance:  Knowledge in all aspects of laboratory safety and ability to ensure a safe environment for laboratory staff and subjects.
• Is knowledgeable and compliant in all hospital, State and Federal regulatory requirements, including hospital policy and procedures (where applicable to the performance of the job), Joint Commission on Accreditation of Healthcare Organizations (JCAHO), and Health Insurance Portability and Accountability Act of 1996 (HIPAA).

WORKING CONDITIONS: 

• Administrative office in research environment. Hybrid working models are possible.

SUPERVISORY RESPONSIBILITY:

• Supervise up to 4 additional grants and financial managers.

FISCAL RESPONSIBILITY: 

• The CGM encompasses over 50 faculty and ~$70M in annual research funding at MGH, and the position must actively interact the portfolios managed by CGM faculty with appointments at the Broad Institute and other institutions.

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.