Research Administrative Supervisor

Research Administrative Supervisor

When you join the growing BILH team, you're not just taking a job, you're making a difference in people's lives.

The Research Administrative Supervisor (RAS) reports to the Research Administrative Director (RAD). This position is responsible for the daily administrative operations of defined research areas including team personnel supervision, grant and contract proposal preparation and approval, establishment of account infrastructure, management of financial transactions, preparation of regular reporting on status of funding and approval of research expenditures.

Essential Responsibilities

• Participate in annual performance reviews, assist with deficit review and management, assist in conflict resolution, and oversee day to day operations for staff in designated research areas.
• Take on additional responsibilities in the absence of an RAD, such as internal and external signing responsibilities for direct reports and team assistance.
• Participate in training and mentoring new research administrators. Also expected to participate in the development and implementation of new Research community-wide initiatives.
• Maintain necessary information related to these initiatives and periodically update information based on changing Medical Center or regulatory policy changes.
• Work with RAD, Chiefs and/or PIs to conduct orientation for new faculty and fellows as well as research and support staff.
• Coordinate and support overall grant proposal submission process including budget development for new and non-competing submissions.
• Advise investigators of grant policies, due dates for progress reports, and compliance requirements. Reviews proposal in final stage prior to RAD/Signing Official (SO) signature and submission to sponsor. Also expected to review grant applications and pre review grants for direct reports prior to submission to RAD/SO.
• In addition to the above supervisory responsibilities, is expected to manage a modest research portfolio. Responsible for managing all salary and effort reporting for defined areas of responsibility. Works with Principal Investigators (PIs) to regularly monitor information and make changes as appropriate.
• Report to PI and RAD any unusual or non-compliant information. Provide additional support to RAD and PIs on special projects as necessary.
• Authorize all expense items such as making deposits, transferring funds, assigning expenses within areas of responsibility. Work with ancillary areas, such as AP, HR, and Purchasing to ensure receipt of materials and prompt payment or resolution of any issues.
• Assist PI with posting positions into the internal hiring management system, confirms funding for salary and ensures equitability of offers with HR and PI.
• Responsible for ensuring orientation is conducted for new hires and supports the PI in the annual performance review process. Counsels and assists PI with research staffing issues including corrective action plans, terminations, and promotions.
• Work closely with BIDMC Immigration Specialist, HR, and the BIDMC Tax Department to facilitate visas for all foreign scholars. Refers complex or precedent setting issues to RAD.
• Has the authority to direct and support employees daily work activities. Has the responsibility to initiate with the RAD/RAM the following employment actions: hiring, termination, corrective action and performance reviews. Direct Reports: 1-2; Indirect Reports: None

Required Qualifications

• Bachelor's degree required.
• 3-5 years related work experience required and 0-1 year supervisory/management experience required.
• Knowledge of grants management, budget preparation and financial management principles and regulatory requirements Experience with computer systems required, including web-based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.

Competencies

Decision Making: Ability to make decisions that are guided by precedents, policies and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area.

Problem Solving: Ability to address problems that are highly varied, complex and often non-recurring, requiring staff input, innovative, creative, and Lean diagnostic techniques to resolve issues.

Independence of Action: Ability to set goals and priorities for functional area. May make recommendations for department policies, practices and programs. Manager or Director provides broad guidance and overall direction.

Written Communications: Ability to communicate complex information in English effectively in writing to all levels of staff, management and external customers across functional areas.

Oral Communications: Ability to verbally communicate complex concepts in English and address sensitive situations, resolve conflicts, negotiate, motivate and persuade others.

Knowledge: Ability to demonstrate broad and comprehensive knowledge of theories, concepts, practices and policies with the ability to use them in complex and/or unprecedented situations across multiple functional areas.

Teamwork: 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.

Customer Service: Ability to lead operational initiatives to meet or exceed customer service standards and expectations in assigned unit(s) and/or across multiple areas in a timely and respectful manner.

Social/Environmental Requirements: Work requires close attention to task for work to be accurately completed. Intermittent breaks during the work day do not compromise the work. Work is varied every day and the employee needs to be adaptable to respond to these changes and use independent judgment and manage priorities. No substantial exposure to adverse environmental conditions.

Health Care Status: NHCW: No patient contact.

Sensory Requirements: Close work (paperwork, visual examination), Color vision/perception, Visual monotony, Visual clarity <3 feet, Conversation, Telephone.

Physical Requirements: 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. This job requires constant sitting, frequent Power Grasping using one hand, Fine Manipulation using one hand, Keyboard use.