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Research Administrator

General Summary:
The Department of Obstetrics and Gynecology is seeking a Research Administrator who is passionate about building and sustaining an inclusive and equitable working and learning environment in support of the department’s comprehensive research activities. They should possess a strong interest in working with others and fostering an inclusive team environment. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions. The Research Administrator reports primarily to the Vice Chair for Research and administratively to the Department Administrator.
The Department of Obstetrics, Gynecology and Reproductive Biology has ten clinical divisions and subdivisions and four research divisions harboring 100+ faculty, many with robust research programs. The Research Administrator oversees research funding from grants (~$7M awarded/yr) and research sundry funds ($3.5M) and collaborates with the Director of Finance on an additional $1M/yr from departmental support for research activities across the department. Across the department’s research activities, there are also research fellows (employed and collaborators), and 25+ research staff.
In the role of Research Administrator, the incumbent has responsibility for: 1) research faculty, trainee and staff recruitment and on-boarding, 2) research operations, 3) identifying service providers if core or outside paid laboratory services are needed, 4) working with the VC for Research to support strategic planning of research, 5) assisting principal investigators with research portfolio projections and grant submissions, 6) managing pre and post-award team, 7) monitoring IRB/animal compliance, 8) identifying opportunities for continuing faculty education to meet federal regulations e.g. responsible conduct of research, and research training to maintain competitive leadership, 9) research facilities planning, 10) overseeing departmental research programs/funding opportunities, 11) organizing and leading research conferences and departmental research grand rounds and research retreats. The Research Administrator is the primary administrative representative for the Department with BWH Research Administration, and MGB research, as appropriate.
The Research Administrator provides essential counsel and support to the Department Administrator and in the absence of the Department Administrator, may be asked to provide coverage. Due to the senior rank of this position, the Research Administrator also regularly communicates with, prepares materials for, receives direction from, and provides counsel to the Chair of the Department of OBGYN in addition to the Vice-Chair for Research.
The requisite performance skills necessary to perform successfully in this role include superior interpersonal communication, superior faculty relationship skills, integrity, independent decision making, strong project management skills, proficiency with state of the art communication technologies, database software, and the ability to manage competing priorities. Also key to the success is the incumbent’s ability to lead, mentor, and inspire others toward a common vision and ensure the culture established within the Department is maintained and enhanced.
Principal Duties:
  1. Provides oversight of all research activities of the Department, including research faculty/trainee recruitment and on-boarding, research operations, intersecting with clinical laboratories providing research services or hiring outside companies providing service when needed (through Materials Management/Contracting), strategic planning, pre and post-award grant administration, IRB/animal compliance, research facilities planning and management, and research conferences.
  2. Independently responsible for management of all Departmental research space to ensure efficient utilization of institutional assets, seeking input from Lab Directors, finance colleagues, and others to inform space assignment and management.
  3. Collaborate with the Vice Chair for Research to set Departmental research strategy, goals and policies to facilitate and expand research activities. Create an environment and systems to support all research faculty, clinician-researchers, and trainees in their research pursuits.
  4. Provide financial modeling, including substantial break-even program analysis and the ongoing evaluation of existing programs; develop and maintain operational and financial reporting tools for monitoring research activities. Actively collaborates and coordinates with the Department’s finance team to ensure alignment of research and operating budgets and spending plans.
  5. With support from the Department’s Director of Finance (or their designee), leads the analysis, interpretation, and utilization of financial data used in decision-making that related to research activities.
  6. Direct supervision, in collaboration with the Director of Finance, of the Senior Financial Analyst for Research. Indirectly supervises Grant Administrators, in collaboration with the Department’s Senior Financial Analyst.
  7. Administrative management of all staff across department research divisions and programs, including Lab Managers, Research Assistants, Research Fellows and sponsored staff/collaborators. Including supporting recruitment, onboarding, performance management, annual competency management, and mentorship. Ensure all annual performance reviews are completed in a timely manner for research staff, based on input from Principal Investigators, Lab Directors and others as appropriate. Participate in the performance reviews of Department senior administrative staff as requested. Provides direction and guidance for corrective and disciplinary action as necessary to maintain highest level of staff productivity and effectiveness, serving as a liaison to HR as necessary. Works with HR and division directors to terminate employees as necessary.
  8. Actively manages onboarding of non-employee trainees and students, non-employee collaborators, working closely with the Office for Sponsored Staff (OSSV), Partners International Office, Mentors and Principal Investigators. Keeps stakeholders apprised of onboarding timeline and status, actively manages extensions, and removes sponsored staff upon completion of their work. Ensures necessary work permits / visas are obtained in a timely manner, as required. Escalates delays as appropriate.
  9. Organize and oversee annual department Research Retreat, and other research-related programs in the department. Includes logistical planning, budgeting, obtaining necessary approvals, agenda setting, speaker coordination, and all aspects of events.
  10. Develops, implements and independently manages departmental research award programs, including Expanding the Boundaries. Primary departmental lead for any institutional or system research programs, including management of awards. Makes recommendations for improvement of such programs, and ensures alignment with departmental and institutional policies and practices. Works creatively to support faculty in research aims working within institutional polices.
  11. Institute systems and practices to advance and promote research within the Department. Proactively identify and communicate opportunities for internal and external funding. In partnership with the Vice Chair, make recommendations to strengthen the Department’s research enterprise.
  12. Develop letters, presentations, announcement, and other written communications for the Department Administrator, Chair, and Vice Chairs; all documents must be of the highest caliber of refinement and professionalism.
  13. Perform other related duties as assigned and/or required.
  14. No direct patient care
Working Conditions:
The Research Administrator position is a strenuous and challenging senior-level position. As such, the incumbent is expected to have the ability to work in a continuously stressful environment. Long hours in and out of the hospital are required, and evening and weekend work may be required to meet job expectations.
Supervisory Responsibility:
Directly supervises:
  • Sr Financial Analyst (dual report)
Indirectly supervises:
  • Grant Administrators (3 FTE)
  • Research / Lab managers (4 FTE)
  • Research assistants / lab technicians (20+ FTE)
Fiscal Responsibility:
Oversees research funding from grants (~$7M awarded/yr) and research sundry funds ($3.5M) and collaborates with the Director of Finance on an additional $1M/yr from departmental support for research activities across the department.
  • Significant senior-level administrative experience in healthcare, preferably in an academic medical center environment.
  • MBA, MHA, MPH or equivalent degree required.
  • Experience with research administration or grant management, required
Demonstrated success and respect as an organizational leader; requires the interpersonal relationship skills needed to motivate others and work with many hospital-wide department heads, administrators, and physicians in a positive, collegial fashion.
Considerable knowledge of research administration and operations, grant management, and research compliance requirements.
Demonstrated experience in project management, strategy development, business and financial planning, budgeting, and financial reporting.
Considerable analytical skills required, including budget analysis, business trends and process analysis, and identification of system weaknesses.
Demonstrated superior skills in written and oral communication.
Knowledge and experience in establishing and/or developing productive relationships with physicians, researchers, hospital administrators, other departmental leaders, and other healthcare industry leaders.
Ability to generate and encourage creative ideas, innovative thinking, and imaginative solutions to issues or problems.
Proven track record of maintaining the highest standards of performance, quality, credibility, and integrity.
Ability to manage multiple, competing priorities within the context of a complex and large organization; ability to operate in a matrixed environment.
Demonstrated ability to interact with all members of the organization in ways that enhance understanding, respect, cooperation, and problem solving.
Ability to work independently and accurately; must independently resolve most problems encountered.