Operations Manager

Site: The Brigham and Womens Hospital Inc.

Mass General Brigham relies on a wide range of professionals including doctors nurses business people tech experts researchers and systems analysts to advance our mission. As a not-for-profit we support patient care research teaching and community service striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

Job Summary

The Operations Manager is responsible for supporting the administrative operational and research infrastructure of the Division of Pharmacoepidemiology and Pharmacoeconomics in the Department of Medicine. The Division conducts interdisciplinary research focused on the use and outcomes of medications including real-world evidence generation medication safety and effectiveness drug utilization and adherence pharmacoeconomics regulatory science health services research and implementation science. This role will work directly with Division leadership Principal Investigators (PIs) research fellows research staff administrators collaborating sites and external partners to ensure that complex operational grant data use contract and compliance workflows are completed accurately and on time.

The Operations Manager will oversee and coordinate a team of approximately 6 research assistants (RAs) who support PIs fellows and project teams across the Division. This position will help assess current and future project coverage needs facilitate RA assignments manage hiring and onboarding workflows support staff development and help ensure project deliverables are met in a timely manner. The Operations Manager will also support pre-award grant preparation data use agreement submissions and tracking centralized research tracking processes contract and data access coordination staff onboarding/offboarding internal resources and recurring Division operations.

The position will report directly to the Division Administrator and will work closely with the Division Chief faculty fellows the Senior Grants Administrator Research Management the Data Quality Working Group and other administrative and research personnel. The candidate is required to maintain a collaborative working relationship with investigators research fellows research coordinators research assistants programmers administrators and external collaborators and to maintain constant and open communication with Division Administration.

Pre-Award and Grant Administration (20% time):

• Coordinate grant proposal preparation and assist faculty and fellows with identifying organizing and responding to new funding opportunities.
• Track and communicate internal and external proposal submission deadlines for federal foundation industry and other sponsored research opportunities.
• Oversee aspects of the grant application process including development of study budgets and associated funds in accordance with sponsor fiscal policies and procedures.
• Serve as a primary contact for collaborating sites regarding budget development fiscal questions institutional requirements and compliance with Mass General Brigham and sponsor policies.
• Understand and conform with administrative budgetary financial and compliance regulations of sponsors as well as institutional fiscal policies; remain current on policy changes.
• Provide clear communications to Program PIs Project PIs collaborators research staff and Research Management to obtain review and process all materials required for grant submissions.
• Work closely with the Divisions Senior Grants Administrator and Division Administrator to ensure adequate compliance with Division Department Hospital and sponsor policies.
• Educate and train junior faculty and research fellows on organizational structure grant submission timelines internal processes and related IRB or research administration workflows.

Research Assistant Team Management (40% time):

• Oversee and coordinate a team of approximately 5 research assistants who work directly with PIs research fellows and research teams across the Division.
• Communicate regularly with research faculty fellows and RAs to understand current and future workloads identify coverage needs and minimize gaps in research support.
• Facilitate requests from research teams for RA time and help ensure that project deliverables are met in a timely manner.
• Hold regular meetings with each RA to ensure staff have the tools training and resources needed for success.
• Proactively identify and address challenges obstacles or workflow issues that may hinder team progress or project completion.
• Support the professional growth of team members through mentoring training feedback and skill development opportunities.
• Act as a resource and advocate for RAs as they develop their careers within the Division.
• Oversee time and attendance for team members including monitoring overtime hours and approving time-off requests.
• Conduct annual performance evaluations with input from research faculty and fellows; identify areas for improvement and implement strategies to enhance team effectiveness.
• Coordinate with the Division Administrator to post and fill RA positions as needed.
• Oversee the hiring process including job postings resume screening interviews candidate communications and job offers.

Division Operations Data Use Agreements Contracts and Research Compliance (40% time):

• Coordinate day-to-day operational activities that support Division faculty fellows research assistants programmers and administrative staff.
• Maintain and improve internal Division resources including SharePoint or other shared resource sites/folders
• Support internal Division onboarding and offboarding workflows including pre-start communications Division onboarding materials badge and swipe access account activation information offboarding surveys and shared document/file transition materials.
• Support recurring Division operations including weekly Research Digest preparation manuscript filing in centralized folders quarterly Data Quality Working Group reviews and routine operational reminders.
• Support post-doctoral fellow recruitment operations including organizing applications communicating with faculty reviewers tracking candidate status and sending timely candidate communications.
• Coordinate with internal stakeholders to support student trainee and staff onboarding for data access or research activities when applicable.
• Manage federal state and industry data use agreement submissions in conjunction with Principal Investigators and research teams.
• Collaborate with the Divisions Data Quality Working Group to oversee and support the Divisions comprehensive Centralized Research Tracking Process.
• Maintain accurate and comprehensive records of Division data use agreements contracts legal agreements project documentation user access renewals amendments and closeout materials.
• Develop and maintain systematic tracking processes for DUA status lifecycle deadlines compliance obligations documentation needs renewals amendments and closeouts.
• Foster and maintain effective collaboration with internal and external stakeholders involved with DUAs data access contracts and research compliance processes.
• Ensure contractual and compliance-related paperwork is processed routed and submitted in a timely manner to Research Management institutional offices data partners and collaborating organizations.
• Support quarterly reviews of data access systems user lists centralized research tracking folders data use permissions and related compliance documentation.
• Coordinate data access requests including documentation of DUAs IRB approvals human subjects research training PI sign-off and platform or server access requirements.
• Conduct training sessions for internal teams on DUA policies data access processes research tracking expectations and best practices.
• Identify process gaps and recommend improvements to strengthen efficiency compliance communication and continuity across the Division.
• Serve as resource for IRBs and agreements supporting faculty and staff in their interactions with the corresponding entities within MGB.
• Maintain the Divisions website ( ) to be up-to-date with staff changes employment offerings events and announcements.
• Respond to special project requests as needed.

Education
Bachelors Degree Operations Management preferred or Bachelors Degree Business Administration preferred or Bachelors Degree Related Field of Study preferred

Can this role accept experience in lieu of a degree
Yes

Licenses and Credentials

Experience
Experience in operations management 5-7 years required and Experience in management or leadership 2-3 years required

Knowledge Skills and Abilities
- Strong leadership and team management skills with the ability to drive operational excellence.
- Excellent organizational and multitasking abilities.
- Proficiency in budget management and financial analysis.
- Strong communication and interpersonal skills.
- Ability to develop and implement operational strategies.
- Knowledge of compliance and regulatory standards in a hospital setting.

Physical Requirements

• Standing Occasionally (3-33%)
• Walking Occasionally (3-33%)
• Sitting Constantly (67-100%)
• Lifting Occasionally (3-33%) 20lbs - 50lbs
• Carrying Occasionally (3-33%) 20lbs - 50lbs
• Pushing Rarely (Less than 2%)
• Pulling Rarely (Less than 2%)
• Climbing Rarely (Less than 2%)
• Balancing Occasionally (3-33%)
• Stooping Occasionally (3-33%)
• Kneeling Rarely (Less than 2%)
• Crouching Rarely (Less than 2%)
• Crawling Rarely (Less than 2%)
• Reaching Occasionally (3-33%)
• Gross Manipulation (Handling) Constantly (67-100%)
• Fine Manipulation (Fingering) Frequently (34-66%)
• Feeling Constantly (67-100%)
• Foot Use Rarely (Less than 2%)
• Vision - Far Constantly (67-100%)
• Vision - Near Constantly (67-100%)
• Talking Constantly (67-100%)
• Hearing Constantly (67-100%)

Hybrid

399 Revolution Drive

40

Regular

Day (United States of America)

Pay Range

$86611.20 - $126027.20/Annual

Grade

8

At Mass General Brigham we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive and any offer extended will take into account your skills relevant experience if applicable education certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however it does not encompass all elements contributing to your total compensation addition to competitive base pay we offer comprehensive benefits career advancement opportunities differentials premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

2200 The Brigham and Womens Hospital Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race color religious creed national origin sex age gender identity disability sexual orientation military service genetic information and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process to perform essential job functions and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973 the Vietnam Veterans Readjustment Act of 1974 and Title I of the Americans with Disabilities Act of 1990 applicants who require accommodation in the job application process may contact Human Resources at .

Mass General Brigham Competency Framework