Operations Manager

Mass General Brigham•Boston, MA

1d•Hybrid

About The Position

The Operations Manager is responsible for supporting the administrative, operational, and research infrastructure of the Division of Pharmacoepidemiology and Pharmacoeconomics in the Department of Medicine. The Division conducts interdisciplinary research focused on the use and outcomes of medications, including real-world evidence generation, medication safety and effectiveness, drug utilization and adherence, pharmacoeconomics, regulatory science, health services research, and implementation science. This role will work directly with Division leadership, Principal Investigators (PIs), research fellows, research staff, administrators, collaborating sites, and external partners to ensure that complex operational, grant, data use, contract, and compliance workflows are completed accurately and on time. The Operations Manager will oversee and coordinate a team of approximately 6 research assistants (RAs) who support PIs, fellows, and project teams across the Division. This position will help assess current and future project coverage needs, facilitate RA assignments, manage hiring and onboarding workflows, support staff development, and help ensure project deliverables are met in a timely manner. The Operations Manager will also support pre-award grant preparation, data use agreement submissions and tracking, centralized research tracking processes, contract and data access coordination, staff onboarding/offboarding, internal resources, and recurring Division operations. The position will report directly to the Division Administrator and will work closely with the Division Chief, faculty, fellows, the Senior Grants Administrator, Research Management, the Data Quality Working Group, and other administrative and research personnel. The candidate is required to maintain a collaborative working relationship with investigators, research fellows, research coordinators, research assistants, programmers, administrators, and external collaborators, and to maintain constant and open communication with Division Administration.

Requirements

Bachelor's Degree Operations Management preferred or Bachelor's Degree Business Administration preferred or Bachelor's Degree Related Field of Study preferred
Experience in operations management 5-7 years required
Experience in management or leadership 2-3 years required
Strong leadership and team management skills, with the ability to drive operational excellence.
Excellent organizational and multitasking abilities.
Proficiency in budget management and financial analysis.
Strong communication and interpersonal skills.
Ability to develop and implement operational strategies.
Knowledge of compliance and regulatory standards in a hospital setting.

Nice To Haves

Operations Management preferred
Business Administration preferred
Related Field of Study preferred

Responsibilities

Coordinate grant proposal preparation and assist faculty and fellows with identifying, organizing, and responding to new funding opportunities.
Track and communicate internal and external proposal submission deadlines for federal, foundation, industry, and other sponsored research opportunities.
Oversee aspects of the grant application process, including development of study budgets and associated funds in accordance with sponsor fiscal policies and procedures.
Serve as a primary contact for collaborating sites regarding budget development, fiscal questions, institutional requirements, and compliance with Mass General Brigham and sponsor policies.
Understand and conform with administrative, budgetary, financial, and compliance regulations of sponsors as well as institutional fiscal policies; remain current on policy changes.
Provide clear communications to Program PIs, Project PIs, collaborators, research staff, and Research Management to obtain, review, and process all materials required for grant submissions.
Work closely with the Division’s Senior Grants Administrator and Division Administrator to ensure adequate compliance with Division, Department, Hospital, and sponsor policies.
Educate and train junior faculty and research fellows on organizational structure, grant submission timelines, internal processes, and related IRB or research administration workflows.
Oversee and coordinate a team of approximately 5 research assistants who work directly with PIs, research fellows, and research teams across the Division.
Communicate regularly with research faculty, fellows, and RAs to understand current and future workloads, identify coverage needs, and minimize gaps in research support.
Facilitate requests from research teams for RA time and help ensure that project deliverables are met in a timely manner.
Hold regular meetings with each RA to ensure staff have the tools, training, and resources needed for success.
Proactively identify and address challenges, obstacles, or workflow issues that may hinder team progress or project completion.
Support the professional growth of team members through mentoring, training, feedback, and skill development opportunities.
Act as a resource and advocate for RAs as they develop their careers within the Division.
Oversee time and attendance for team members, including monitoring overtime hours and approving time-off requests.
Conduct annual performance evaluations with input from research faculty and fellows; identify areas for improvement and implement strategies to enhance team effectiveness.
Coordinate with the Division Administrator to post and fill RA positions as needed.
Oversee the hiring process, including job postings, resume screening, interviews, candidate communications, and job offers.
Coordinate day-to-day operational activities that support Division faculty, fellows, research assistants, programmers, and administrative staff.
Maintain and improve internal Division resources, including SharePoint or other shared resource sites/folders.
Support internal Division onboarding and offboarding workflows, including pre-start communications, Division onboarding materials, badge and swipe access, account activation information, offboarding surveys, and shared document/file transition materials.
Support recurring Division operations, including weekly Research Digest preparation, manuscript filing in centralized folders, quarterly Data Quality Working Group reviews, and routine operational reminders.
Support post-doctoral fellow recruitment operations, including organizing applications, communicating with faculty reviewers, tracking candidate status, and sending timely candidate communications.
Coordinate with internal stakeholders to support student, trainee, and staff onboarding for data access or research activities when applicable.
Manage federal, state, and industry data use agreement submissions in conjunction with Principal Investigators and research teams.
Collaborate with the Division’s Data Quality Working Group to oversee and support the Division’s comprehensive Centralized Research Tracking Process.
Maintain accurate and comprehensive records of Division data use agreements, contracts, legal agreements, project documentation, user access, renewals, amendments, and closeout materials.
Develop and maintain systematic tracking processes for DUA status, lifecycle, deadlines, compliance obligations, documentation needs, renewals, amendments, and closeouts.
Foster and maintain effective collaboration with internal and external stakeholders involved with DUAs, data access, contracts, and research compliance processes.
Ensure contractual and compliance-related paperwork is processed, routed, and submitted in a timely manner to Research Management, institutional offices, data partners, and collaborating organizations.
Support quarterly reviews of data access systems, user lists, centralized research tracking folders, data use permissions, and related compliance documentation.
Coordinate data access requests, including documentation of DUAs, IRB approvals, human subjects research training, PI sign-off, and platform or server access requirements.
Conduct training sessions for internal teams on DUA policies, data access processes, research tracking expectations, and best practices.
Identify process gaps and recommend improvements to strengthen efficiency, compliance, communication, and continuity across the Division.
Serve as resource for IRBs and agreements, supporting faculty and staff in their interactions with the corresponding entities within MGB.
Maintain the Division’s website (www.drugepi.org ) to be up-to-date with staff changes, employment offerings, events and announcements.
Respond to special project requests as needed.