Program Manager/Senior Administrator & Business Manager, Department of Oncology, Lombardi Comprehensive Cancer Center - Georgetown University Medical Center

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Requirements

Program Manager/Senior Administrator & Business Manager, Department of Oncology, Lombardi Comprehensive Cancer Center - Georgetown University Medical Center

The Program Manager/Senior Administrator & Business Manager provides full program, administrative and business management, as well as substantial research administrative support and financial administration for the Principal and a large research group supported including five faculty, general research staff, students/trainees, and technicians. As well, they monitor and manage an extensive, complex research award portfolio, as well as operational and discretionary accounts to maintain and expand the whole program, several multi-institutional federally funded cooperative programs, and many other projects. The position also provides support for the Center for Metabolomics Studies (CMS), providing full program management and high-level administrative support and limited input on financial assistance.

Responsibilities include but are not limited to:

• Work with the PI and other faculty in preparing grant reports, correspondence, publications and other projects
• Troubleshoot, strategize, and assist in short and long-term planning for the group
• Schedule creation, task development and oversight, and monitor task completion as proposal tracks through other departments of all administrative, project management, and budgetary or business aspects
• Serve as team lead and expert on guidelines/scheduling of milestones and requirements for submissions, progress reports, and other complex interactions regarding individual project's submissions and maintenance, and closure-summing up to full program management within a business and research environment
• Apply avid, independent research for - and presentation of - funding opportunities and distribution to eligible group members; create and/or review - and modify as needed in compliance with federal guidelines of components to be submitted, such as biosketches, budgets, justifications, abstracts, protocols, letters; and meet with senior grant officials, prepare of electronic forms, track and obtain documents and signatures, and oversee electronic or hardcopy submission of grant proposals
• Assist with new hires, complete travel arrangements and scheduling, and assure acclimation of new employees - serving as guidance and regulatory agent to university services and assistance, such as those provided by Human Resources and other departments
• Provide support for the understanding of general university processes, regulations, policies and procedures, including those related to operations - such as those for procurement, travel, and contracts
• Provide oversight and daily management of programs – such as ensuring all funds are expended according to award specifications, federal guidelines and scientific and budgetary strategic needs.
• Assure all expenditures are within budget limitations in collaboration with Lombardi and Medical Center Finance
• Oversee administrative assistance and monitoring of specialized financial assistance for completion of routine administrative (EV's, PO's, requisitions, etc.), as well as more complex financial components (preparation of proper financial reports, accuracy of reports, projections/implementations of personnel effort and purchasing, etc.)
• Verify that financial status reports are accurate; and assure that invoices to and from award subcontracts are accurate prior to approval for payment - and that current and accurate information on grants, budgets, reports, and projects' status is available
• Oversee all program, administrative, and business operation procedures of the group in alignment with program strategy and Lombardi, CMS, and Georgetown University Medical Center's vision, mission and strategy(ies)
• Manage and lead administrative assistants, and collaborate with or lead team members as needed to align with group, departmental, Medical Center strategy and to achieve program objectives
• Recruit and evaluate assistants
• Liaise among all GU and external administrative/management offices, labs and vendors as required Provide close oversight of a sampling of tasks – e.g., travel arrangements, PI schedule, assistants' work to ensure proper documentation for purchases, proper charges/allocations for purchases, Procard reconciliation, voice service orders, employee reimbursements, requisitions, PO's, EV's, etc.
• Monitor payroll/timesheet for hourly employees in conjunction with lab manager
• Maintain fluency on the state of - and closely monitor - all group accounts, inspect and verify CSRs and other fiscal reports for proper accounting and allocation, UIS requests, MTA processing, contracts (IC or others), and emergency facilities or security issues
• Resolve any administrative, program, operational or systems issues obstructing work flow or productivity
• Document minimizing costs where possible, maximizing output, serving as a centralized and reliable source of information regarding any issue related to the program/administration/finance/operational that may arise
• Meet with senior directors of development; create agendas and present points of discussion in order to obtain support and fundraising opportunities for the program; and create, coordinate and implement opportunities
• Manage related business and program management and execution of plans for inclusion of stakeholders
• Create program operations/systems within the Chair’s division, regarding accounting for payments for work done by the group for outside parties and collaborators – including creating budgets for the work to be done, recruiting input from scientists as needed, and managing relevant contracts and business operations related to external and internal stakeholders for the scientific work performed at Georgetown
• Oversee effective accounts receivable operations and ensure funds accrued are spent according to program strategy; ensure deposits are made appropriately and payments are properly accounted for; and strategize expenditures and posting of the expense in the GU GM financial system, abiding by GU policies, and federal and other regulations
• Manage multi-institutional symposia and conferences - i.e., events for the PI’s group, the Center of Innovation in Metabolomics, and the Molecular Cancer Research Chair Initiative
• Serve as the central manager for international, multi-institutional symposia, as well as for smaller group, site-visit, committee, and inter-institutional collaborative events
• Understand and translate all changes, new systems and related operations at Georgetown University, including those related to GMS and Financial, and new systems of reorganization and policies in Lombardi and the Medical Center
• Fulfill the PI-delegated roles within these new systems, reporting overall activities/expenditures to confirm alignment with strategy and creating future plans with PI, Molecular Cancer Research Chair – including approving the work of others (unofficially w/o GMS role), such as expense preparers, requisitioners, and cost center buyers; and confirming implementation of work journal preparers, budget analysts, and financial reporters, etc.
• Support and strategize with the PI and their extensive group, as well as with the Molecular Cancer Research Chair Initiative; and coordinate with all University departments

Qualifications

• Master’s degree in Project/Program Management, Management or Business
• Some project management or administrative experience - preferably experience in academic and research environments

Consideration will be given to applicants with a Bachelor’s degree with relevant experience.

Work Mode: On Campus. Please note that work mode designations are regularly reviewed in order to meet the evolving needs of the University. Such review may necessitate a change to a position’s mode of work designation. Complete details about Georgetown University’s mode of work designations for staff positions can be found on the Department of Human Resources Mode of Work Designation .

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EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer  fully dedicated to achieving a diverse faculty and staff.  All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law .

Benefits:

Georgetown University offers a comprehensive and competitive benefit package that includes medical, dental, vision, disability and life insurance, retirement savings, tuition assistance, work-life balance benefits, employee discounts and an array of voluntary insurance options. You can learn more about benefits and eligibility on the Department of Human Resources website .

COVID-19 Vaccination Requirements:

The Georgetown University community is committed to our public health approach and the important role that vaccines play in contributing to the safety of our University and our broader communities. Georgetown University requires students, faculty, staff and visitors to be fully vaccinated against COVID-19 and to have received a COVID-19 vaccine booster shot when eligible, or to have an approved medical or religious exemption. This requirement applies to all faculty and staff, including teleworking employees. Complete details and updates can be found in the Coronavirus (COVID-19) Resource Center .