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Research Program Administrator - CardioVascular Institute

Boston, Massachusetts

Organization Facility: Beth Israel Deaconess Medical Center Category: Academic Administration Job ID: JR44447 Date posted: 02/19/2024
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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:


Scheduled Hours:


Work Shift:

Day (United States of America)

The BIDMC CardioVascular Institute is seeking a bright and dynamic individual for the integral Research Program Administrator position. The Research Program Administrator will be essential in advancing innovative research and academic initiatives at the CardioVascular Institute. The Program Administrator will be responsible for planning and organizing program events, including obtaining and maintaining continuing medical education (CME) accreditation; publicity; agenda; invitations; speakers; presentation materials; and scheduling travel arrangements. The Research Program Administrator will process all Harvard appointments and other necessary tasks related to onboarding of post docs, research fellows, students, and staff members. The Research Program Administrator will support departmental orientation activities and logistics required for all new research team members.

Other general duties include calendar management; oversight and tracking of Division costs, as well as Principle Investigator (PI) and Physician expenses; submitting reimbursements; ordering office supplies; assisting with grant applications; managing payroll for research staff members; coordinating with vendors for new orders, repairs, and routine service, including resolution of invoices and billing issues; amongst other general support tasks.

The ideal candidate must have superior organizational skills and exceptional time management skills, as well as the ability to communicate effectively with research faculty members, including visiting professors. We are seeking individuals willing to go above and beyond to meet important deadlines and coordinate high-level faculty events. Interested candidates should include a cover letter in their application.

The Division, which is an integral part of BIDMC’s CardioVascular Institute, includes some of the most highly-regarded cardiovascular experts in the world, and it is their exemplary patient care, teaching and research combined with the support of dedicated clinical and administrative staff that make possible the Division's many accomplishments. The physician-scientists and researchers in the Division of Cardiovascular Medicine are national leaders in basic and translational research in cardiovascular disease.

Job Description:

Essential Responsibilities:
  1. Serve as the administrative resource and liaison for the program, interacting with all levels of personnel, both internal and external.
  2. Develop, organize and implement administrative processes and systems to ensure the smooth flow of operations.
  3. Plan and organize program events, including publicity, agenda, invitations, speakers, presentation materials, schedule travel arrangements, and process reimbursements.
  4. Monitor the program budget and accounts. Authorize, monitor and report all expense items.
  5. Assists with grant submissions, preparation of annual progress reports, and expense accounting for the grant.
Required Qualifications:
  1. Bachelor's degree required in Life Sciences.
  2. 1-3 years related work experience required.
  3. Experience with computer systems required, including web based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.
Preferred Qualifications:
  1. Previous experience in the research environment, preferably in academic or healthcare settting.
  2. Previous experience with grant submission process.
  1. Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
  2. Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
  3. Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
  4. Team Work: Ability to act as a team leader for small projects or work groups, creating a collaborative and respectful team environment and improving workflows. Results may impact the operations of one or more departments.
  5. Customer Service: Ability to provide a high level of customer service and staff training to meet customer service standards and expectations for the assigned unit(s). Resolves service issues in the assigned unit(s) in a timely and respectful manner.

Physical Nature of the Job:
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

FLSA Status:


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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