Program Manager ll

GENERAL SUMMARY/ OVERVIEW STATEMENT: Under the general supervision of the Director and Associate Director of the Dauten Family Center for Bipolar Treatment Innovation, the Program Manager will be responsible for the operations administrative management of the Dauten Center. Drawing on a broad understanding of Hospital practices and policies and displaying a high degree of initiative, the Program Manager will assist with a wide range of programmatic issues including project development, administrative oversight, and participate in budget management. PRINCIPAL DUTIES AND RESPONSIBILITIES: Participates in recruiting, onboarding new staff and organizing necessary training including faculty credentialing, Taleo requisitions, and interviewing. Oversees administrative team in the Dauten Center and coordinates their work flow. Leads meetings regularly to problem solve and modify work flow as needed. Assists with oversight of all Dauten Center staff including preparing their evaluations and meeting with them, and their mentor, to give feedback on their job performance. Assists with hiring and termination decisions of Dauten Center staff members along with the Director and Associate Director. Acts as key point of contact for all members of Dauten Family Center for Bipolar Treatment Innovation to provide direction and guidance regarding administrative issues and activities within the program (e.g., coordinating vacation times and coverage). Key point of contact for all staff regarding issues related to human resources and payroll. Evaluates and standardizes office procedures. Informs staff of inter and intradepartmental policy and procedure changes, including being the Covid Safety Officer (CSO) for the team. Develops, implements and oversees the maintenance of filing, record keeping, and other types of office/program systems. Is responsible for organizing Dauten Center events such as Dauten Center Scientific Advisory Board, Dauten Center Family Advisory Council, meetings with the Harvard Brain Initiative, Family Education Day as well as compiling summaries of activities (e.g., end of the year letter summarizing all Dauten Center activities) including a yearly report. Identifies and evaluates the means for improving office/program costs, distribution of personnel, and work schedules. Provides general oversight of the program's research studies. Meets with Directors regularly to review ongoing projects and issues. Participates in monitoring the budgets for the Dauten Center by managing the department credit card, submitting expense reports, purchase orders, and contracts. Participates in monitoring the timeliness of financial reports in the Dauten Center. Participates in completing and submitting EDC/salary changes and redistribution for staff. Responsible for overseeing grant submissions from the Dauten Center and ensuring the internal and external grant deadlines are met. Acts as the liaison to other Hospital units or departments regarding security, safety, information resources, etc. Attends and participates in Departmental committee meetings as appropriate. Ensures that the physical environment is maintained. Establishes and enforces fire and safety regulations for the office, following established protocols, and ensuring compliance with The Joint Commission, OSHA and Hospital guidelines. Assesses computer equipment acquisition and training needs and makes recommendations to leadership. Suggests upgrades, as appropriate, and develops Dauten Center programs which enhance office/program efficiency. Functions as the liaison between office and Information Resources. Key giver for employees needing access to Dauten Center computer servers. Manages Dauten Center space including all interactions with research space management. Includes handling all questions, issues and problems that arise with regard to space. Arranges and follows through on all space issues including relocation, renovations, and refurbishing. Works closely with Buildings and Grounds Department, Planning Office and Supplies and Acquisitions Departments as necessary. Oversees all purchasing for the office/program. Acts as Administrative Assistant for the Dauten Center Leadership team (Drs. Nierenberg and Sylvia). Keeps track of necessary professional staff documentation (state and DEA licensure, hospital appointments, yearly annual career conference requirements, compliance training completions). Ensures that the Dauten Center's environment is safe/accessible and welcoming. Serves as the timekeeper for the exempt, non-exempt, and Bulfinch temporary employees. Understands and complies with Federal and State labor laws as well as hospital policy in time reporting. Serves as the gatekeeper with Human Resources. Performs all other duties or special projects that are unit specific, and that are appropriate to this level of position. Provides administrative oversight to clinical research coordinators (CRCs). Checking in regularly, acting as a resource and liaison to their direct report/mentor. Participates in yearly performance evaluations. QUALIFICATIONS: Masters in hospital administration, public health or related field required. A minimum of 2 years experience in research and clinical settings. SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: Effective interpersonal/communications/organizational skills. Ability to make independent effective decisions. Excellent judgement and ability to interpret information and program/hospital requirements. Aptitude for technical problem solving. Excellent organizational skills to formulate and complete vigorous timetables and meet programmatic deadlines. Knowledge of computerized software programs: spreadsheet, databases, word processing. WORKING CONDITIONS: Normal Office conditions. SUPERVISORY RESPONSIBILITY: Responsible for at least one direct report (e.g., Administrative Coordinator). Indirect supervision of over 15 staff members. FISCAL RESPONSIBILITY: Working with the Dauten Center leadership, ensures that expenses are within budget and distributed appropriately.

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