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Director, Research Administration Process Improvement and Training

Boston, Massachusetts

Organization Facility: Beth Israel Deaconess Medical Center Category: Academic Administration Job ID: JR43021 Date posted: 02/15/2024
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When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Job Type:

Regular

Scheduled Hours:

40

Work Shift:

Day (United States of America)

At the direction of the Executive Director of Sponsored Programs Administration (SPA), the Director of Research Administration Process Improvement and Training (RAPIT) is responsible for a broad range of functions in support of the research enterprise at Beth Israel Deaconess Medical Center (BIDMC). The Director will manage a comprehensive Research Administration onboarding and training program; oversee process improvement and efficiency initiatives; analyze and create meaningful department metrics; and partner with Academic Computing and SPA Directors to offer technological solutions that support quality, efficiency, knowledge, and skill in Sponsored Programs Administration. The Director advises all levels of staff with respect to policies and procedures and acts as a facilitator between RAPIT and other Offices in SPA, other Research Operations divisions, and/or any other ancillary department.

This position is hybrid, with a few days a month in the office at our Boston location, subject to change depending on business needs.

Job Description:

Primary Responsibilities:

  • Evaluate and administer a SPA education and on-the-job training program by analyzing and further developing curriculum, tools, and resources to ensure consistent onboarding practices and training on systems, procedures and policies.

  • Actively address and respond to emerging needs by designing and delivering training for new Principal Investigators and others in the research community on grant management and research administration at BIDMC.

  • Utilize existing leadership programs at BIDMC to promote professional development in areas like time management, innovation, coaching, mentoring, strategic and critical thinking, conflict resolution and networking.

  • Collaborate with Research Compliance Office, Research Operations and other ancillary offices in monitoring new regulations and policies that impact Research Operations and determine area(s) of accountability for ensuring compliance; train staff on relevance to research administration activities and help to ensure compliance when SPA is the designated area of accountability; communicate to SPA community by using multiple tools and techniques such as newsletters, quarterly RAMP meeting, intranet, forms, handbooks, and best-practices documentation.

  • Oversee internal or external Research Administration Pipeline programs along with Workforce Development and SPA Teams to continue to grow and support careers in Research Administration.

  • Collaborate with Executive Director on any changes to structure and processes for pre-award support activities and to support grant submission training for research community.

  • Develop metrics for monitoring and assessing performance of Sponsored Programs Administration; analyze workforce trends, Research Administration and Sponsored Programs Contracting metrics, program evaluations, and best-practice data to provide continuous process improvement for SPA Teams.

  • Collaborate with SPA Directors to evaluate quality assurance, effectiveness, performance metrics to ensure that work is performed with high quality and compliant standards.

  • Solicit and incorporate feedback from Principal Investigators and others in the research community into process improvement efforts.

  • Strategize, develop and ensure implementation of SPA process improvements based on business process maps and/or operational models designed to improve customer service to the research community.

  • Manage complex projects and respond quickly to changing issues and priorities involving multiple departments and stakeholders; serve as a project management expert and key advisor to Sponsored Programs Administration and the Research Finance Office.

Required Qualifications:

1. Bachelor’s degree required.

2. 5 to 8 years of related experience in sponsored research administration and 1-3 years of management and leadership experience.

3. Demonstrated experience leading successful training programs and process improvement initiatives.

4. Broad understanding of hospital, university and sponsored research environment.

5. Innovative problem-solver, able to critically tackle challenges and take projects through development, design and implementation.

6. Able to discern varying needs of different levels of stakeholders and to reflect those needs in how services are designed and approached.

7. High level of knowledge and capacity to understand systems, translate to others, and guide how to use to increase efficiency.

8. Must be proficient in Microsoft Office, especially Excel.

9. Prior experience with and understanding of funding agency systems and regulations required, including Grants, Gov eRA Commons and Proposal Central, and 2 CFR 200.

Competencies:

Decision Making: Ability to make decisions with significant, broad implications for the management and operations of a major department or multiple departments. Participates in decisions on overall strategy and direction of the organization.

Problem Solving: Ability to address problems that are broad, complex and abstract, often involving Medical Center-wide issues and requiring substantial creativity, resourcefulness, staff engagement, Lean diagnostic techniques, negotiation and diplomacy to develop solutions.

Independence of Action: Ability to set direction and vision for major departments or multiple departments. Establishes priorities, develops policies and allocates resources.

Written Communications: Ability to communicate complex information in English effectively in writing to all levels of staff, management and external customers across functional areas.

Oral Communications: Ability to verbally communicate complex concepts in English and address sensitive situations, resolve conflicts, negotiate, motivate and persuade others.

Knowledge: Ability to demonstrate broad and comprehensive knowledge of theories, concepts, practices and policies with the ability to use them in complex and/or unprecedented situations across multiple functional areas.

Teamwork: Ability to lead and direct multiple collaborative teams for large projects or groups both internal and external to the Medical Center and across functional areas. Results have significant implications for the management and operations of the organization.

Customer Service: Ability to lead operational initiatives to meet or exceed customer service standards and expectations in assigned unit(s) and/or across multiple areas in a timely and respectful manner.

Social/Environmental Requirements:

Work requires periods of close attention to work without interruption. Concentrated effort of up to 4 hours without break may be required. Work requires constant response to changing circumstances and using new information to adjust approach and to quickly respond to new needs. No substantial exposure to adverse environmental conditions Health Care Status:  NHCW: No patient contact.- Health Care Worker Status may vary by department

Sensory Requirements:

Close work (paperwork, visual examination), Color vision/perception, Visual clarity <3 feet, Conversation, Telephone.

Physical Requirements:

Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally. This job requires frequent sitting, Fine Manipulation using one hand, Keyboard use. There may be occasional walking. Rarely there may be Lifting and carrying items weighing up to 10 lbs.

FLSA Status:

Exempt

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more about this requirement.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled

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Why join Beth Israel Lahey Health?

If you’re looking for a career where you can make a difference and explore your potential, Beth Israel Lahey Health is the place you belong. Our system includes a network of hospitals, physician practices, outpatient centers, and other healthcare facilities and we offer a broad range of careers in direct patient care, environmental services, registration, finance and many other fields. We are focused on providing compassionate and personalized healthcare with a strong reputation for clinical excellence and research and offer diverse opportunities for career growth and development. Conveniently, we have many locations in communities across Eastern Massachusetts and Southern New Hampshire.

At Beth Israel Lahey Health, we see you for all that you are – your experience and your dreams. Explore our open opportunities and find out why so many have already chosen to join our team.

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