GENERAL SUMMARY/ OVERVIEW STATEMENT:
Receiving general direction from the Sr. Director of the Healey Center for ALS and the Neurological Clinical Research Institute (NCRI), the Program Manager is responsible for the operations, human resources, and project/program management of the Healey Center and NCRI. Drawing on a broad understanding of Hospital practices and policies and displaying a high degree of initiative and independent judgment, the incumbent will continually assess and direct a wide range of programmatic issues including personnel management, long-range planning, project development and Hospital, sponsor and clinical site relations. The incumbent shares the responsibility of providing the organizational direction necessary to effect change and promote excellence for the NCRI. He/she will lead key new initiatives as a member and liaison of the NCRI leadership team. The Program Manager will ensure effective and optimum utilization of personnel, fiscal and material resources.
The Program Manager develops and maintains effective communication and working relationships with principle investigators, nurses, project managers, systems and data managers and external departments and organizations to improve operations. Requires discretion and judgment to organize priorities, complete tasks and handle confidential information. The Program Manager is responsible for 10-12 staff including an office manager, communication specialist and staff assistants and a variety of project duties in a fast-paced/dynamic environment involving all levels of staff and management.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Leadership and Administration
- Develop, implement and administer strategic planning effort for the NCRI that identifies goals, defines objectives, tracking processes and action plans
- Participates as a member of the NCRI leadership in support of business, programming and space planning efforts both internal to MGH and in collaboration with external affiliates.
- Collaborates with the Sr Director of the program and meets regularly with Directors & Associate directors concerning programmatic, operational and office management activities and issues; Provides recommendations and implements solutions
- Manage the development and implementation of new processes and polices;
- Meets regularly with Sr Director concerning Healey Center and NCRI issues and activities, and the status of projects.
- Manage Healey Center project activities for leadership team regarding their tasks to ensure that project milestones are met.
- Analyze operational and financial impact of new space/business ventures and makes recommendations accordingly.
- Support research site and administrative staff to ensure clinical study visits run smoothly and to ensure progressive steps toward organizational and programmatic consistency and sustainability.
- Develop workflows, processes, and procedures to improve operational efficiency and effectiveness of this program
- Meet regularly with Development Office, Marketing and Public Relations to ensure project activities proceeding on schedule and as planned.
- Facilitate and/or coordinate special projects for the Healey Center and NCRI, including process improvement initiatives.
- Facilitate all aspects of monthly NCRI Organizational meetings and Quarterly All Staff Meeting.
- Manage the events and associated processes for the Healey Center and NCRI.
- Works with the Sr. Director and other administrative staff members to ensure a quality-based flow of work. Serves as a liaison with staff in and outside the NCRI as well as those external to MGH, such as vendors and other representatives.
- Acts as key point of contact for all members of the NCRI to provide direction and guidance regarding day-to-day issues and activities within the NCRI.
- Acts as a resource for both administrative, research and professional staff.
- Oversee planning of yearly NEALS meeting and ALS One Symposium, and other investigator meetings, etc.
- Responsible for arranging meeting rooms and social events.
- Organizing meetings with staff - may include typing the agenda and taking minutes.
- Help to plan Investigator meetings including ALSFAC Scientific Advisory Meetings and ALS Center Science Meetings & Workshops. Meeting logistics, including all AV requirements, travel, refreshments, slides or any handouts needed for meeting.
- Effectively interfaces with hospital leaders, clinicians and administrative staff and attend hospital wide leadership meetings.
- Prepare and give presentations to audiences at all levels as directed.
- Organize project-related meetings, including the creation of agendas and preparation of materials
- Document activities and develop feedback reports to communicate project findings and activities to collaborators and others involved (e.g workflows, processes, etc.).
- Develop reports and other deliverables as assigned.
- Direct and complete projects as assigned.
- Performs other related duties as assigned.
Marketing & Communication
- Responsible for posting, advertising and completing all necessary paperwork for new positions available in the unit.
- Coordinate with Human Resources to ensure successful set up of employee orientation for all new staff.
- Helps to process all Visa applications for incoming fellows and other NCRI employees.
- Oversee new hire process for administrative staff positions.
- Manage new employee onboarding process including arranging for all access cards and informing them of the policies and procedures in the NCRI concerning payroll, keys, ID access, training classes, etc.
- Oversees records of working hours for all non-professional personnel, coordinates sick leave, vacation time, and processes claims for job related injuries, as needed
- Build and maintain ongoing working relationships with staff to facilitate positive staff morale and to support productivity through regular meetings.
- Responsible for daily supervision of 1 office manager, 1 communication specialist, and oversight of 8-10 administrative staff which includes evaluation performance and implementation of corrective action
- Provides mentorship to administrative staff, and others as appropriate.
- Participates in marketing, including social media, in order to optimize program visibility.
- Builds and maintains ongoing working relationships with staff to facilitate positive morale and to support productivity
- Responsible for creating and publishing periodic NCRI Newsletter and NCRI Wide communications
- Maintains and distributes NCRI distribution lists
- Creates collateral marketing materials for internal and external audiences as requested.
- Communicates effectively with professional staff, peers, colleagues, patients, employees and family members.
- Meets regularly with support staff to organize and prioritize workflow
- Attends and participates in NCRI meetings as appropriate.
May include duties and responsibilities of the Office Manager and Communications Specialists.SUPERVISORY RESPONSIBILITY:
- Manages a team of >10 administrative staff including 3 full-time direct reports (Office Manager, Communications Specialist and Staff Assistant III), 7-9 Administrative & Staff Assistants a
- Central point of contact for new hires and onboarding for all NCRI >130 Staff
Provides financial management of NCRI Directors and Operations funds including budget oversight of >$150,000 annually.Qualifications SKILLS/ABILITIES/COMPETENCIES REQUIRED:
- Strong interpersonal/communication skills
- Strong organizational/time management skills
- Ability to set priorities and work well under time constraints in a deadline driven environment
- Dependable, excellent follow through, good attention to detail, high level of initiative
- Excellent computer skills
- Effective analytical skills
- Ability to work independently as well as a collaborative member of a larger team
- Effective leadership skills
- Critical thinker with the ability to identify problems and develop effective solutions
- Bachelor's degree required; Master's degree preferred.
- Minimum of 5 years of directly related experience;
- Supervisory experience required.
Massachusetts GeneralHospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives andideas, we choose to lead. Applications from protected veterans andindividuals with disabilities are strongly encouraged.
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