(Hybrid) Cancer Center Support Grant Administrative Manager - WVU Cancer Institute

About the position

The CCSG Administrative Manager is responsible for serving as the project manager for the Cancer Center Support Grant (CCSG) application and overseeing research program coordination. This role involves organizing and managing all CCSG required meetings, retreats, and seminars, supporting the Associate Director for Administration and the Institute Director, and providing strategic leadership and management support to various committees. The WVU Cancer Institute is a leading center for cancer care and research, dedicated to advancing education, treatment, and outreach programs that improve patient outcomes. The CCSG Administrative Manager will play a pivotal role in fostering the institute's mission to promote knowledge-sharing and professional growth within the medical community.

Responsibilities

• Develop and manage the strategic plan for the CCSG competitive application, including progress reports and other information requested by the NCI.
• Provide meaningful strategic and technical guidance to the Associate Director for Administration and the Institute Director in the areas of administration and management.
• Set priorities and goals, identifying new and shared approaches to ensure their efficient execution within budget constraints, and assessing fiscal and resource requirements.
• Manage, facilitate, and execute upon CCSG grant and programmatic tracking through excellence in reporting, charting, databases, and other communications and analytic tools.
• Work collaboratively with WVUCI leadership to drive and oversee progress of CCSG specific goals and agendas.
• Troubleshoot challenges while simultaneously identifying methods for improvement.
• Address complex issues and inquiries that fall outside standard policies and procedures and devise effective solutions that resolve concerns.
• Collaborate with external partners to effectively promote and support WVUCI and CCSG research initiatives at the state, regional, and national levels.
• Serve as a lead in developing and managing a strategic database of NCI-required documentation, including meeting minutes, all internal and external advisory committee reports, etc.
• Maintain and manage documentation and databases to ensure accurate record-keeping, easy access to information, and adherence to organizational and regulatory requirements.
• Oversee the collection, organization, analysis, and reporting of data to support informed decision-making and strategic planning.
• Develop and enforce best practices for documentation and database usage to enhance organizational efficiency and accuracy.
• Ensure data accuracy, integrity, and consistency while developing key metrics and performance indicators to maximize and improve the overall effectiveness of CCSG application.
• Provide day-to-day administration and strategic oversight for the Institute's membership program.
• Administer the strategic management of high-quality CCSG-relevant materials and data.
• Oversee the creation and execution of the unit's comprehensive data and metrics management plan, working in collaboration with both internal and external stakeholders.
• Lead the collection, interpretation, and reporting of essential data and metrics to enable strategic decision-making, support key initiatives, and assess organizational performance effectively.
• Manage the design, implementation, and maintenance of data systems and tools to ensure the accurate and efficient collection of organizational metrics.
• Establish and track key performance indicators to evaluate progress toward strategic objectives and recommend data-driven improvements.
• Administer the Pilot Project Committee, including tracking pilot project submissions, coordinating reviews, managing RFA (Request for Applications) announcements, and monitoring ROI (Return on Investment).
• Support organizational leadership by providing strategic guidance, coordinating administrative functions, and ensuring the seamless execution of management objectives to drive overall operational success.
• Coordinate and streamline communication between leadership and various departments to ensure clarity and alignment.
• Propose and implement solutions to improve operational efficiency and resource management.
• Provide guidance and support for all Executive Committee and Senior Leadership Committee meetings, in accordance with NCI guidelines and expectations, assisting in preparing agendas, maintaining minutes, and tracking issues and decisions.
• Organize and manage all CCSG required meetings, retreats, and seminars (intra-programmatic meetings, research seminars, and scientific retreats).
• Coordinate and manage the planning, logistics, and executions of CCSG required meetings and events to ensure they run efficiently and effectively.
• Maintain and develop all Highlights databases related to NCI-required benchmarking metrics (funding data for all active cancer-related research grants and contracts, peer-reviewed publications for each member and research program, membership metrics per program and institute-wide).
• Develop new databases and analytics in response to leadership needs and CCSG guidelines.
• Abstract data from multiple databases and report trend data for all metrics.
• Develop and maintain metric dashboards for senior leaders.
• Develop standard operating procedures for all metrics reporting.
• Ensure reports are accessible and regularly distributed to leadership.
• Facilitate communication and partnering efforts between WVUCI units and departmental leadership.
• Manage budgets, resources, and vendor relationships to deliver high-quality events within financial constraints.
• Strategically oversee and manage all administrative support staff (Research Program Coordinator(s) and the Metrics & Analytics Coordinator) to ensure effective performance, collaboration, and alignment with organizational goals, fostering a productive and supportive work environment.
• Develop and implement staff training and development programs to enhance skills and productivity.
• Monitor team performance and provide constructive feedback to drive continuous improvement.
• Conduct regular performance evaluations and address areas for growth and development.
• Ensure proper delegation of tasks and responsibilities to optimize workflow and efficiency.

Requirements

• Master's degree in business administration, healthcare management, or a related field.
• A minimum of seven (7) years of experience in progressively responsible experience in administrative, office, or project management roles, preferably in a medical facility.
• Experience in managing complex, multi-year projects, including strategic planning, execution, and monitoring.
• Proven ability to lead and manage a team, including setting goals, providing guidance, and evaluating performance.

Nice-to-haves

• Strong leadership and team management skills.
• Excellent organizational and project management abilities.
• Proficient in financial management and budgeting.
• High-level communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and administrative software.

Benefits

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year (employee leave)
• 18 sick days per year
• 401(a) retirement savings with 6% employee contribution match
• Eligibility to continue health insurance and other retiree perks
• Wellness programs