Senior Administrative Manager

Site: The General Hospital Corporation

 

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

 

 

Job Summary

Summary: Responsible for administrative, operational, and financial oversight. The Senior Finance Admin Manager will be the principal point of engagement with the 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 Senior Finance Admin Manager will possess a thorough knowledge of current 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.
Essential Functions-Manages directly or directs and oversees grants administrators in all phases of research grant and contract administration (for NIH, industrial and foundation grants, 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 administrators regarding the allowable costs to be charged to the program; reviews proposals for submission, in coordination with PIs and 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 research funding.
-Directs and oversees grants administrators regarding the monitoring, reporting, and management of research funds.
-Performs funding analyses, including forecasting anticipated deficits/surpluses.
-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.
-Interprets and articulates institutional and sponsor research regulations.
-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.

 

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.

 

 

Hybrid

 

185 Cambridge Street

 

40

 

Regular

 

Day (United States of America)

 

Pay Range

$99,465.60 - $141,804.00/Annual

 

Grade

8

 

At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

 

1200 The General Hospital Corporation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

 

Mass General Brigham Competency Framework