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Program Manager

Company: Massachusetts General Hospital
Location: Cambridge
Posted on: May 28, 2023

Job Description:

The Ragon Institute of MGH, MIT and Harvard, seeks to establish a model of scientific collaboration that links clinical, translational and basic science to tackle the greatest global health challenges related to infectious disease research.

The Ragon Institute is a results-oriented group of highly motivated scientists from the field of immunology, virology, genetics, vaccinology, and technology development. At every level, we value intelligence, teamwork, dedication and creativity, and we're always looking for people with those skills who thrive in teams and dynamic environments.

Reporting to the Associate Director, the Program Manager will provide high level administrative support to ensure the efficient and effective day-to-day functioning of the Executive Office within a dynamic, fast-paced environment. The Program Manager will provide general oversite and management of the Executive Office, overseeing a team of three Executive Assistants and a Front Desk/ Receptionist, as well as supporting faculty affairs at the Institute, event management, education, and project management within the Executive Team. He/she will work collaboratively with internal and external stakeholders while maintaining an upbeat and positive attitude that supports the mission of the Ragon Institute.

Job Duties & Responsibilities

Executive Office Administration

  • Provides back-up administrative support as needed for the Director and the Associate Director
  • Provides backup coverage as needed to the Executive Office when the Executive Staff Assistants or Office Associate are out
  • Tracking and monitoring of the Executive Office task lists with timely notification of deadlines
  • Serves as an administrative contact and liaison with other offices, individuals, and external institutions and agencies
  • Maintains a filing system for the Executive Office's files, paper and electronic, regarding correspondence, finances, associations and memberships, and other confidential and general documents
  • Supports the Executive Staff Assistants to the Director and Associate Director in executing Scientific Advisory Board Meetings, two annual Institute Board Meetings, and one Governance Board Meeting.
  • Additional individual projects assigned by the Director and Associate Director for efficient operation of the Executive Office. Faculty Affairs
    • Assist and drive, in partnership with the Associate Director and committee chairs, junior and senior faculty searches with Harvard and/or MIT, and Ragon Early Independence Fellows searches, responsible for facilitating all committee meetings, candidate interviews and visits, and assisting with orientation and onboarding of new faculty from acceptance of employment offer to arrival on campus and after as they adjust to their new surroundings and position.
    • Assist and drive, in partnership with the Associate Director and committee chairs, Institutional Reviews of junior and senior faculty, to be conducted every three years for junior faculty and every five years for senior faculty, responsible for drafting and sending all communication to the review committee, faculty being reviewed, and faculty reviewers on behalf of the Associate Director, scheduling committee meetings and reviews, collecting required information and documents from faculty being reviewed, soliciting, collecting, and collating reviewer comments, and any other logistical or administrative support for the actual day of reviews, to be held via Zoom.
    • Maintains the agenda and schedule for weekly and bi-weekly faculty meetings with guidance and input from the Director and Associate Director as well as the Executive Director and Executive Director of Finance and Strategy.
    • Coordinates all Annual Career Conferences between the Associate Director and faculty members, including scheduling of reviews, collecting necessary documents and forms from faculty members, and submitting review information to HR. Project Management
      • As directed by the Associate Director, and in partnership with the Executive Director and Executive Director of Finance and Strategy, work to create new (and document existing) processes, policies, and procedures at the Ragon Institute and within the Executive Office, and create and maintain an accessible and up to date repository for said processes, policies, and procedures.
      • Develop and manage on an ongoing basis a successful and comprehensive orientation and onboarding program for new faculty.
      • In partnership with the Executive Director and the HR department, develop and help maintain comprehensive orientation and onboarding documents and programs for Ragon Institute Employees and Non-employees.
      • Partner with the Director, Associate Director, Executive Director, the Executive Director of Finance and Strategy, the Facilities department, and other department heads and staff in facilitating the move from 400 Tech Square to the new Ragon Institute facility on Main St. to open in early 2024. Specific projects to be determined as construction progresses.
      • Other projects as assigned by the Director and Associate Director. Event Management
        • Serve as a knowledge holder and point of contact for proper procedures for holding internal and external events at the Ragon.
        • Assist with proper completion and obtaining signatures for MGH's Advanced Authorization for Directly Sponsored Event
        • Lead the planning and implementation of the Institutes' internal and external events, including but not limited to, symposiums, Ragon annual retreat, faculty and staff retreats and other meetings and gatherings Education
          • Collaborate with Ragon faculty members and the partner institutes (MIT or Harvard) to support administrative and logistical needs to successfully plan and execute classes and student programs at the Institute
          • Assign requests for logistical and administrative support from the Director of Education and Community Outreach to members of the Executive Office team as appropriate/needed

            The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be experienced in managing projects and programs, and will be able to work independently with minimal supervision. This person must be sharp, personable, exceedingly well organized, attentive to detail, and must enjoy the administrative challenges of supporting a busy executive office within a growing/changing environment. The individual must have the flexibility to interact with staff (at all levels) sometimes under pressure, remaining level-headed, proactive, resourceful and efficient, with a high level of professionalism and confidentiality. Expert level communication skills, and strong decision-making ability are equally important.

            Skills/Abilities/Competencies Requires:
            • BA/BS or equivalent a minimum requirement
            • 5+ years work experience in administrative support or project management, preferably in an executive level
            • Executive-level interpersonal skills needed to interact with all levels of management including: senior level MGH, MIT and Harvard administrators, other funding agency executive staff, external executives ranging from hospital-based to corporate-based, and other media staff
            • This is a highly confidential position, and it is necessary to interact with all members of the executive office staff

              Massachusetts General Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. 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.

Keywords: Massachusetts General Hospital, Cambridge , Program Manager, Executive , Cambridge, Massachusetts

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