Program Administrator, Research (CCOR)

Beth Israel Lahey Health • Boston, MA

1d

About The Position

The Center for Clinical Outcomes Research at Beth Israel Deaconess Medical Center (BIDMC), Smith Institute for Evidence, Innovation and Policy, is seeking a Program Administrator to oversee and coordinate administrative functions for Dr. Jordan Strom’s research team. Under the direction of Administrative Director Joanne Laffan and Dr. Strom, the role coordinates research activities, tracks deadlines and deliverables, anticipates operational needs, and ensures timely follow-through. The team’s research advances cardiovascular care through multimodality imaging, including echocardiography, cardiac CT, and cardiac MRI, and studies how imaging can improve clinical outcomes, diagnosis, risk stratification, and treatment decisions. The portfolio includes investigator-initiated and sponsored studies supported by the National Institutes of Health and industry sponsors.

The Program Administrator partners with investigators, administrative staff, biostatisticians, research fellows, external collaborators, sponsors, and institutional offices throughout the research lifecycle. Work includes study start-up, regulatory and IRB submissions, contractual coordination, grant submissions, budget tracking, sponsor communications, reporting, and closeout. The administrator takes ownership of assigned projects and processes, resolves routine issues independently, and escalates matters requiring administrative or scientific decisions to appropriate leadership. The role is expected to maintain a clear view of project status, anticipate barriers, follow through on next steps with minimal prompting, and reduce the day-to-day coordination burden on Dr. Strom.

Essential duties also include serving as an administrative resource and liaison; developing and implementing administrative processes and systems; organizing program events and related publicity, agendas, invitations, speakers, presentation materials, travel, and reimbursements; monitoring program budgets and accounts; authorizing, monitoring, and reporting expenses; and assisting with grant submissions, annual progress reports, and grant expense accounting.

Requirements

• Bachelor's degree required.
• 1–3 years of related work experience required.
• Experience with computer systems, including web-based applications and some Microsoft Office applications, which may include Outlook, Word, Excel, PowerPoint, or Access.
• Ability to communicate clearly and effectively in written English with internal and external customers.
• Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families, and external customers.
• Working knowledge of standard concepts, practices, procedures, and policies, with the ability to apply them in varied situations.
• Ability to act as a team leader for small projects or work groups and foster a collaborative, respectful team environment while improving workflows.
• Ability to provide high-level customer service and staff training, and resolve service issues in a timely and respectful manner.

Nice To Haves

• Previous experience in a research environment, preferably in an academic or healthcare setting.
• Previous experience with the grant submission process.

Responsibilities

• Serve as the administrative resource and liaison for the program, interacting with internal and external personnel at all levels.
• Develop, organize, and implement administrative processes and systems to support smooth operations.
• Coordinate research activities and track project deadlines, deliverables, status, and next steps throughout the research lifecycle.
• Support study start-up, regulatory and IRB submissions, contractual coordination, grant submissions, sponsor communications, reporting, and study closeout.
• Anticipate operational needs and barriers, resolve routine issues independently, and escalate decisions requiring administrative or scientific leadership.
• Plan and organize program events, including publicity, agendas, invitations, speakers, presentation materials, travel arrangements, and reimbursement processing.
• Monitor program budgets and accounts; authorize, monitor, and report expense items.
• Assist with grant submissions, annual progress reports, and grant expense accounting.
• Partner with investigators, administrative staff, biostatisticians, research fellows, external collaborators, sponsors, and institutional offices.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level