Program Manager

Job Responsibilities:

Program & Operations Management

• Performs administrative and operational functions to ensure smooth operations for the research branch of the department. Works with colleagues and senior staff to resolve department-related issues and concerns.
• Serves as program manager providing direct managerial support including scheduling, calendar management, meeting setup, coordination, meeting minutes (as needed), and follow-up to the CBI Director and the Vice Chair of Innovation and Predictive Diagnostics. Serves as backup Program Manager for the Vice Chair of Research.
• Serves as the principal liaison between professional and research staff, administration, and staff throughout the institution and outside institutions, as necessary, to accomplish objectives and/or complete projects or assignments. Exercises a high degree of discretion and confidentiality.
• Coordinates the directors’ meetings and may attend meetings as needed for setup and to ensure it proceeds as planned.
• Oversees all aspects of preparation for the compilation of the annual CBI grant Progress report.
• Assists with the recruitment of faculty and staff, including coordinating the logistics of visiting recruits, planning itineraries, scheduling seminars, and facilitating reimbursements. Coordinates VIP visits, including potential donors, important collaborators, and other distinguished guests.
• Leads program and event planning and implementation, managing the logistics of and coordinating content development for meetings, annual international conferences, workshops, education seminars, and other program-related events.
• Manages complex administrative needs for the Center. Coordinates administrative support for the research division to ensure the completion of tasks, maintains and improves workflow and processes, and ensures that services are provided in an effective and efficient manner. Facilitates Center space/office planning ensures space maps are up to date.
• Prepares reports; researches, compiles, and analyzes information; and makes preliminary recommendations based on subject matter knowledge. Responds to requests for information; summarizes and collates data from various sources.
• Serves as point person in the department to all faculty, staff, and students for any research-related issues, problems, concerns, and questions, consulting the Assistant Director of Research Operations as needed.

Procurement & Order Management

• Responsible for entering and submitting all order requests for the department, managing the full lifecycle of each order from initiation through delivery and invoice reconciliation on a daily basis. Handles all order types including: Punchout orders (e.g., Amazon, Staples, ThermoFisher, Sigma-Aldrich, Grainger); special request orders requiring vendor quotes and PeopleSoft-approved suppliers; service and capital orders; MCIT catalog and custom MCIT orders; software license, subscription, and service agreement requests via CLM; invoice payment requests; international wire requests; and one-time payment requests for non-employees, students, and contractors.
• Manages the complete order process for each request: verifies account/fund/chartstring information; obtains required approvals; enters requisitions in PeopleSoft; tracks shipments; follows up with vendors and Finance on status and delivery ETAs; confirms receipt; and marks invoices as ‘Received’ in PeopleSoft to ensure timely vendor payment. Maintains organized tracking of multi-item, multi-shipment orders and backordered items.
• Manages vendor onboarding through PaymentWorks when new suppliers are needed, including submitting invitations, tracking registration status, providing guidance to vendors, and coordinating with Sourcing/Supply Management throughout a process that can span weeks to months.
• Submits Contract Lifecycle Management (CLM) intakes in PeopleSoft for software licenses, subscriptions, and service agreements requiring MCIT/legal review prior to requisition entry.
• Processes capital equipment requests including benchmarking requirements and required forms, in compliance with departmental policies.

Reimbursement Processing

• Processes all reimbursements for the Vice Chair Research related to department seminars and events, including domestic and international conference expenses, group meals, , transportation, and other purchases.
• Reviews all supporting documents and receipts; requests missing documentation; enters all line items (description, date, expense type, amount, location) with required supporting documents; submits and tracks each request through approval and payment. Resubmits requests returned for additional documentation.
• Asisstns in the planning and coordination of annual conference events as needed

Office & Facilities Management

• Manages and supports day-to-day office needs including inventory management, replenishment of office and kitchen supplies, printer maintenance (paper stocking, toner replacement), and handling office issues and concerns.
• Serves as primary contact for facilities-related issues; contacts building management, security, locksmith, and vendors as appropriate, and enters tickets in Maintenance Connection for issue resolution.
• Coordinates conference room reservations Resource Scheduler in Inside Health.
• Welcomes, greets, and directs all visitors at the 660 site; manages incoming and outgoing mail; delivers and picks up packages; tracks shipments.

Calendar Support and Additional Responsibilities

• Provides primary calendar support and meeting coordination for the CBI Director and Vice Chair of Innovation and Predictive Diagnostics. Serves as back for the Program Manager for the Vice Chair of Research.
• Provides full coverage of Program Manager responsibilities when colleagues are out of office.
• Supports and assists with department events and seminars, including coordinating logistics, ordering food, and setting up presentations.
• Provides instructions and guidance on poster printing, business cards, FedEx domestic and international shipments, timecard questions, and PeopleSoft processes. Trains staff on administrative processes upon request.