Senior Administrative Manager

Education
Bachelor's Degree Finance required or Bachelor's Degree Business Administration required or Master's Degree Business Administration preferred

Experience
Grant administration or finance managerial experience 3-5 years required and Grant administration or finance experience 5-7 years required

Scope of Position:

* Under the direction of the department leadership, provides financial and administrative oversight of a large research portfolio including pre- and post-award management, annual budgeting/ad hoc financial projections, staff management, and faculty support.

Human Resources

* Responsible for the recruitment and onboarding of all staff at the Dr. John Harris Laboratory, Skin Core, and CURTIS.

* Supervises grants and compliance coordinators and supports the administrative oversight of other staff members such as clinical research coordinators.

* Builds and maintains an ongoing working relationship with all staff to facilitate positive staff morale and productivity.

* Maintains and oversees records on all staff and research fellows, including confidential appointment, promotion, and salary information.

* Responsible for drafting advertisements, recruitment processes, interviewing of potential candidates, and completing performance evaluations.

* Processes all MGH & HMS professional staff and monthly staff appointments and promotions

* Provides assistance and guidance to all exchange visitors seeking visas and permanent residency. Manages the VISA process in collaboration with the Office for Global Professionals and Scholars (GPS).

* Works closely with GPS, MGH/MGPO Medical Staff Office, and MGH Human Resources.

* Serves as a point of contact for new hires, work with PIs assist new hires with the onboarding process.

* Prepares job requisitions for new hires through Workday and coordinates new hire orientation for permanent employment and BFT employees.

* Responsible for processing the MSS Salary EDCs, RPOs, and Merit processes.

* Directs staff to appropriate MGH resources for work and benefits issues.

* Manages the weekly payroll within UKG, including the resolution of payroll issues.

* Keeps staff informed regarding current institutional policies on changes in fringe benefits, indirect costs, animal housing, etc.

* Identifies, develops, and provides staff training on administrative workflows, policies, and procedures.

* Creates ongoing data monitoring to ensure compliance with onboarding and offboarding policies.

* Prepares institutional effort certification reports twice yearly for PI approval.

* Serves as liaison for MGH Research Space Management regarding staffing, allocations, and assignments related to research space.

* Serves as Department Key giver for respective areas.

* Coordinates completion of annual career conference evaluations by monthly paid faculty and staff.

* Coordinates completion of annual merit evaluations for all weekly staff.

* Coordinates completion of annual HealthStream training assignments for all employees. Coordinates completion of required influenza vaccine attestations for all employees.

* Performs special projects and tasks, including symposia, workshops, and retreats, and the administrative coordination of local and national speakers, international speakers, and all attendees.

Financial Management

* Works closely with all Principal Investigators, meeting with them bi-monthly.

* Works with the Facilities Director.

* Manages contracts and ensure adherence to financial agreements.

* Reviews and approves invoices, payments, and expense reports from vendors, sites, and CROs.

* Processes invoices in Oncore billing system

* Serves as the financial point of contact for clinical trial teams, sponsors, and research management

* Works with Research Management to track payments

* Oversees the administration of policies and procedures regarding intellectual properties and patents.

* Monitors trial expenditures and ensures costs remain within approved budgets.

* Generates regular financial reports for PIs and department, highlighting key financial metrics and variances.

* Develops contingency budgets to address unforeseen expenses.

* Assists newly recruited investigators with the transfer of existing research funds and staff to MGH.