Office Manager of Research

Job Summary:

Plans directs and coordinates the administrative and operational activities of the Research Office to ensure efficient support of research programs investigators and sponsored projects. Oversees office operations personnel purchasing facilities and administrative processes while ensuring compliance with institutional policies federal and state regulations and sponsor requirements. Serves as a liaison among faculty researchers administrators finance human resources compliance offices and external funding agencies to facilitate research administration and operational excellence. Identifies opportunities for process improvement implements best practices and provides leadership to support the strategic goals of the research enterprise.

Key Accountabilities:

1. Efficient management of daily Research Office operations.
2. Timely processing of administrative financial and personnel transactions.
3. Accuracy and compliance of research administration records and documentation.
4. Effective supervision training and performance management of administrative staff.
5. Timely support for grant administration and sponsored research activities.
6. Customer satisfaction of faculty investigators staff and external partners.
7. Implementation of operational improvements that increase efficiency and service quality.
8. Compliance with institutional sponsor and regulatory requirements.
9. Achievement of departmental strategic and operational objectives.

Essential Duties:

1. Manage and oversee the daily administrative and operational functions of the Research Office ensuring efficient support of clinical research activities and departmental objectives
2. Coordinate administrative support for research programs sponsored projects grants and contracts while ensuring compliance with institutional and sponsor requirements
3. Develop implement and continuously improve office policies procedures workflows and operational processes to enhance efficiency productivity and customer service
4. Coordinate human resources activities for research personnel including recruitment onboarding orientation personnel actions performance documentation and offboarding in collaboration with Human Resources.
5. Prepare reports analyze operational and financial data maintain records and support strategic planning initiatives.
6. Serve as the primary administrative liaison among investigators clinical research staff institutional departments Human Resources Finance Compliance Information Technology sponsors vendors and external collaborators
7. Administer payroll and timekeeping functions for research personnel including monitoring time entry approving vacation and sick leave maintaining leave of absence (LOA) documentation and ensuring compliance using Paycom or other institutional systems.
8. Coordinate onboarding and institutional clearance requirements for research fellows clinical observers and visiting scholars including operating room clinic and hospital access in accordance with institutional policies.
9. Administer the student volunteer program by coordinating onboarding requirements with Human Resources Compliance and Information Technology including completion of volunteer documentation software user agreements and required training.
10. Coordinate administrative support for international visiting scholars and observer programs including required compliance documentation appointment processing and communication with the Thomas Jefferson Office of International Affairs (OIA). Maintain records of appointment dates arrivals departures and required institutional documentation.
11. Coordinate the annual Summer Student Research Program including application updates applicant tracking program logistics participant onboarding and monitoring program capacity.
12. Coordinate departmental meetings calendars space utilization purchasing supplies equipment and other administrative functions necessary to support research operations.
13. Perform other duties and special projects as assigned

Minimum Qualifications:

1. Bachelors degree in Business Administration Healthcare Administration Public Administration Research Administration or a related field.
2. One(1) to three (3) years of progressively responsible office management administrative or research support experience including personnel coordination and project administration. At least one (1) year of supervisory or lead experience preferred.
3. Knowledge of office management principles administrative procedures budgeting records management customer service and standard business software. Familiarity with research administration processes confidentiality requirements and applicable institutional policies.
4. Strong organizational communication interpersonal and problem-solving skills. Ability to prioritize multiple projects supervise administrative staff maintain confidentiality analyze information prepare reports manage budgets and use Microsoft Office Suite (Word Excel PowerPoint Outlook). Ability to work independently and collaboratively

Salary Range:

$75000.00/yr - $90000.00/yr

Our Commitment to Employees:

Come work at Rothman Orthopaedics!Our employees are our single greatest asset as such we strive to provide a professional nurturing environment where every member of our team can make a meaningful difference in the lives of others. This commitment to our employees has earned us the distinction as a Top Workplace in Philadelphia by thePhiladelphia Inquirer year after year. Our employees enjoy competitive pay comprehensive health and dental benefits tuition reimbursement paid time off and retirement savings plans.

Rothman Orthopaedics is an Equal Opportunity employer committed to providing opportunities to all qualified applicants without regards to sex gender identity sexual orientation race color religion national origin disability protected veteran status age or any other characteristic protected by law. We value developing an inclusive and equitable environment that strengthens our organization and allows us to better attract and retain a diverse workforce that is representative of our patients and our community. We model our values by creating and enacting practices that encourage participation from all backgrounds perspectives and experiences.

COVID-19 Policy:

As a condition of employment at Rothman Orthopaedics it is required you receive the COVID-19 vaccination. Rothman Orthopaedics is an Equal Opportunity Employer and requests for reasonable accommodations will be considered.