Operations Manager

Pre-Award and Grant Administration (20% time):

• Coordinate grant proposal preparation and assist faculty and fellows with identifying, organizing, and responding to new funding opportunities.
• Track and communicate internal and external proposal submission deadlines for federal, foundation, industry, and other sponsored research opportunities.
• Oversee aspects of the grant application process, including development of study budgets and associated funds in accordance with sponsor fiscal policies and procedures.
• Serve as a primary contact for collaborating sites regarding budget development, fiscal questions, institutional requirements, and compliance with Mass General Brigham and sponsor policies.
• Understand and conform with administrative, budgetary, financial, and compliance regulations of sponsors as well as institutional fiscal policies; remain current on policy changes.
• Provide clear communications to Program PIs, Project PIs, collaborators, research staff, and Research Management to obtain, review, and process all materials required for grant submissions.
• Work closely with the Division's Senior Grants Administrator and Division Administrator to ensure adequate compliance with Division, Department, Hospital, and sponsor policies.
• Educate and train junior faculty and research fellows on organizational structure, grant submission timelines, internal processes, and related IRB or research administration workflows.

Research Assistant Team Management (40% time):

• Oversee and coordinate a team of approximately 5 research assistants who work directly with PIs, research fellows, and research teams across the Division.
• Communicate regularly with research faculty, fellows, and RAs to understand current and future workloads, identify coverage needs, and minimize gaps in research support.
• Facilitate requests from research teams for RA time and help ensure that project deliverables are met in a timely manner.
• Hold regular meetings with each RA to ensure staff have the tools, training, and resources needed for success.
• Proactively identify and address challenges, obstacles, or workflow issues that may hinder team progress or project completion.
• Support the professional growth of team members through mentoring, training, feedback, and skill development opportunities.
• Act as a resource and advocate for RAs as they develop their careers within the Division.
• Oversee time and attendance for team members, including monitoring overtime hours and approving time-off requests.
• Conduct annual performance evaluations with input from research faculty and fellows; identify areas for improvement and implement strategies to enhance team effectiveness.
• Coordinate with the Division Administrator to post and fill RA positions as needed.
• Oversee the hiring process, including job postings, resume screening, interviews, candidate communications, and job offers.

Division Operations, Data Use Agreements, Contracts, and Research Compliance (40% time):

• Coordinate day-to-day operational activities that support Division faculty, fellows, research assistants, programmers, and administrative staff.
• Maintain and improve internal Division resources, including SharePoint or other shared resource sites/folders
• Support internal Division onboarding and offboarding workflows, including pre-start communications, Division onboarding materials, badge and swipe access, account activation information, offboarding surveys, and shared document/file transition materials.
• Support recurring Division operations, including weekly Research Digest preparation, manuscript filing in centralized folders, quarterly Data Quality Working Group reviews, and routine operational reminders.
• Support post-doctoral fellow recruitment operations, including organizing applications, communicating with faculty reviewers, tracking candidate status, and sending timely candidate communications.
• Coordinate with internal stakeholders to support student, trainee, and staff onboarding for data access or research activities when applicable.
• Manage federal, state, and industry data use agreement submissions in conjunction with Principal Investigators and research teams.
• Collaborate with the Division's Data Quality Working Group to oversee and support the Division's comprehensive Centralized Research Tracking Process.
• Maintain accurate and comprehensive records of Division data use agreements, contracts, legal agreements, project documentation, user access, renewals, amendments, and closeout materials.
• Develop and maintain systematic tracking processes for DUA status, lifecycle, deadlines, compliance obligations, documentation needs, renewals, amendments, and closeouts.
• Foster and maintain effective collaboration with internal and external stakeholders involved with DUAs, data access, contracts, and research compliance processes.
• Ensure contractual and compliance-related paperwork is processed, routed, and submitted in a timely manner to Research Management, institutional offices, data partners, and collaborating organizations.
• Support quarterly reviews of data access systems, user lists, centralized research tracking folders, data use permissions, and related compliance documentation.
• Coordinate data access requests, including documentation of DUAs, IRB approvals, human subjects research training, PI sign-off, and platform or server access requirements.
• Conduct training sessions for internal teams on DUA policies, data access processes, research tracking expectations, and best practices.
• Identify process gaps and recommend improvements to strengthen efficiency, compliance, communication, and continuity across the Division.
• Serve as resource for IRBs and agreements, supporting faculty and staff in their interactions with the corresponding entities within MGB.
• Maintain the Division's website (www.drugepi.org ) to be up-to-date with staff changes, employment offerings, events and announcements.
• Respond to special project requests as needed.

Education
Bachelor's Degree Operations Management preferred or Bachelor's Degree Business Administration preferred or Bachelor's Degree Related Field of Study preferred

Can this role accept experience in lieu of a degree?
Yes

Licenses and Credentials

Experience
Experience in operations management 5-7 years required and Experience in management or leadership 2-3 years required

Knowledge, Skills and Abilities
- Strong leadership and team management skills, with the ability to drive operational excellence.
- Excellent organizational and multitasking abilities.
- Proficiency in budget management and financial analysis.
- Strong communication and interpersonal skills.
- Ability to develop and implement operational strategies.
- Knowledge of compliance and regulatory standards in a hospital setting.

Physical Requirements

• Standing Occasionally (3-33%)
• Walking Occasionally (3-33%)
• Sitting Constantly (67-100%)
• Lifting Occasionally (3-33%) 20lbs - 50lbs
• Carrying Occasionally (3-33%) 20lbs - 50lbs
• Pushing Rarely (Less than 2%)
• Pulling Rarely (Less than 2%)
• Climbing Rarely (Less than 2%)
• Balancing Occasionally (3-33%)
• Stooping Occasionally (3-33%)
• Kneeling Rarely (Less than 2%)
• Crouching Rarely (Less than 2%)
• Crawling Rarely (Less than 2%)
• Reaching Occasionally (3-33%)
• Gross Manipulation (Handling) Constantly (67-100%)
• Fine Manipulation (Fingering) Frequently (34-66%)
• Feeling Constantly (67-100%)
• Foot Use Rarely (Less than 2%)
• Vision - Far Constantly (67-100%)
• Vision - Near Constantly (67-100%)
• Talking Constantly (67-100%)
• Hearing Constantly (67-100%)