Program Manager (129)
Massachusetts General Hospital(MGH)

Job Info

Reporting to the Director (Ana-Maria Vranceanu, Ph.D.), the Program Manager will help plan, develop and coordinate the activities of the Integrated Brain Health Clinical and Research Program (IBHCRP). They will be responsible for the management of a large clinical and research program while supporting the clinical, training and research operations of the program. Drawing on a broad understanding of Hospital practices and policies and displaying a high degree of initiative and independent judgment, the Program Manager will continually assess and direct a wide range of programmatic matters including personnel management, long-range planning, project development, research grant administration, budget management. The position involves working with clinical and administrative staff and interacting with departmental leadership and other key hospital personnel.

The Program Manager will oversee 3-5 clinical research coordinators in the IBHCRP, who will assist with the duties and responsibilities outlined below. They will also help coordinate the budget management and hiring needs of 9 IBHCRP staff members and will work closely with the IBHCRP Director, as well as the department on matters concerning IBHCRP staff employed by the department.


  • Submits and monitors grant proposals via Insight as the Departmental Administrator
  • Support management/administration of existing and future grants under this portfolio including timely submission of written progress reports/deliverables.
  • Coordinate logistics for meetings/conference events and prepare communication materials.
  • Oversees annual reporting to philanthropic and federal- and foundation-based research sponsors.
  • Responsible for quality control
  • Oversees regulatory binders and study databases
  • Oversees quality assurance procedures for IRB-approved research protocols (e.g., logging study delegate roles, maintaining HIPAA-and IRB-compliant storage of electronic and paper research materials).
  • Develops and implements recruitment strategies
  • Monitors and evaluates lab and procedure data
  • Works with PI to prepare study reports
  • Presents and participates in regular meetings with operations and clinical teams
  • Acts as general resource for study information
  • Serves as operational contact for subcontracted sites and outside vendors
  • Supervises operations of all study staff

Clinical Trial Management:
  • Overall responsibility for operational and budgetary management of clinical trials
  • Prepares and monitors study budgets
  • Serves as operational and fiscal contact for Partners Research Management and Finance
  • Serves as operational contact for subcontracted sites and outside vendors
  • Supervises research assistants and coordinators assigned to study

Personnel Management
  • Support clinical, research, and administrative staff to ensure the program runs smoothly and to ensure progressive steps toward organizational and programmatic consistency and sustainability.
  • Manages the hiring process for clinical research coordinators, administrative staff, and research volunteers.
  • Submits and oversees professional staff appointment paperwork via the Professional and Trainee Hiring System (PATH).
  • Oversees orientation and training for all clinical research coordinators, administrative staff, and research volunteers.
  • Conducts performance evaluation for clinical research coordinators and administrative staff.
  • Provides corrective action as necessary for clinical research coordinators and administrative staff.
  • Interprets hospital policies and ensures adequate coverage for all areas of responsibility.
  • Key point of contact for all staff to provide direction and guidance regarding day-to-day issues and activities within the program.
  • Key point of contact for all staff regarding issues related to human resources and payroll.
  • Timekeeper for the exempt, non-exempt, and Bulfinch temporary employees within the IBHCRP.
  • Understand and complies with Federal and State labor laws as well as hospital policy in time reporting.
  • Works closely with Human Resources.

Development/Fundraising/Event Planning
  • Further develop new and existing relationships with donors, collaborators, in-country partners, and key stakeholders, including senior level individual.
  • Works closely with the Development Office and the director of the program in developing and overseeing all activities to support the program's varied stakeholders (donors, collaborators, and external partners) and fundraising efforts.
  • Collaborate with the Development Office to maintain and update donor records and interactions
  • Assists in the cultivation of individual donors.
  • Manage all aspects of event planning including site location, invitations, database/list management and execution of the event itself
  • Oversees all written materials and donor correspondence

Program Management
  • Evaluates and standardizes program procedures and effectively troubleshoots and resolves issues as they arise. Informs staff of inter- and intradepartmental policy and procedure changes. Is responsible for corrective approaches when these are not followed.
  • Develops, implements and oversees the maintenance of filing, record keeping, and other types of office/program systems.
  • Acts as the liaison to other Hospital units or departments regarding security, safety, information resources, etc.
  • 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 management. Suggests upgrades, as appropriate, to enhance office/program efficiency. Functions as the liaison between office and Information Resources.
  • Manages research space including all interactions with Research Space Management. Includes handling all questions, issues and problems that arise regarding 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.
  • Ensures that the environment is safe/accessible and welcoming.
  • Key giver for employees needing access to SFA, CAS, etc. Runs quarterly reports on all program's SFAs to ensure safety of research data.

Strategic and Financial Planning
  • Oversees and manages annual budgets, including developing, revising, and reporting.
  • Identifies and evaluates the means for improving office/program costs, distribution of personnel and work schedules. Makes recommendations to the program director for improvements.
  • Monitor budget performance throughout the fiscal year and verify accuracy in monthly financial reports.
  • Responsible for submitting salary distributions, expense reports, and purchase orders.
  • Oversees all purchasing for the office/program.
  • Develops and leads special program projects.
  • Participates in budget preparation/compliance monitoring.
  • Manage independent contractor process.
  • Manages the advertisement budgets for research projects and tracks expenditures, ensuring the most effective use of resources.
  • Oversees invoicing to sponsors and payments to vendors for philanthropic and federal- and foundation-based research sponsors.
  • Serves as operational and fiscal contact for Partners Research Management and Finance

IBHCRP Director Assistant
  • Responsible for the development of the IBHCRP meeting agenda.
  • Oversee the tracking and reporting of the completed, on-going, and future goals for the IBHCRP.
  • Manage the IBHCRP distribution email list, which includes newsletters, program updates, society chair correspondence, and outreach initiatives. Responsible for regularly sending out emails through the distribution list on behalf of the IBHCRP Director.
  • Works with Director to invite, schedule, and manage visiting scholars and invited speakers for the IBHCRP research meetings.
  • Work collaboratively with Department of Psychiatry leadership.
  • Manages program director's schedule and coordinates attendance at internal and external meetings.
  • Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings.
  • Submits expense reimbursements and oversees financial disclosures.
  • Responsible for time sensitive correspondence. Prepares drafts of confidential letters, reports, and spreadsheets.
  • Attends and participates in Departmental committee meetings as appropriate.

External Relations
  • Responsible for the program website, ensuring the content on the website is up to date. Works closely with web designer so that website is visually appealing and responsive to our patient's needs.
  • Manages program's social media accounts (Twitter and Facebook). Ensures that it promotes current and accurate information.
The Program Manager should possess:
  • Ability to prepare/monitor budgets
  • Excellent organizational skills and ability to multi-task effectively
  • Demonstrated leadership skills and ability to supervise staff.
  • Knowledge of computerized software programs: spreadsheet, databases, word processing.
  • Excellent communication skills both orally and written.
  • Ability to proactively identify issues/projects and initiate plans to address them.
  • Superior project management and budgeting skills.
  • Ability to work both independently and within a team environment.
  • Ability to provide support, direction and development to staff.
  • Effective analytical skills.
  • Ability to make decisions quickly and independently.
  • Independence and ability to make decisions and demonstrate leadership.
  • Self-directed in identifying learning opportunities to expand knowledge and educational strategies.

Bachelor's degree required, Master's degree strongly preferred (MBA, MPH, MHA, MPA).

Preferred candidates will have experience directly related to clinical research, including project management and business development, as well as prior supervisory experience.

Must be knowledgeable about computers and familiar with common software packages (Word, Excel, PowerPoint, Access, Outlook) and Internet communication.

Must have the capability of prioritizing multiple competing tasks and seek supervisory or administrative assistance when appropriate. Must be able to communicate well both verbally and in writing with internal and external clients.

EEO Statement
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.

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