Program Manager

Key Responsibilities

Research and Financial Administration

• Serve as the primary liaison with the department of Psychiatry research administration and MGB Office of Research Management/Finance for pre- and post-award activities.
• Coordinate clinical trial budgets in collaboration with the Clinical Trials Office (CTO).
• Prepare, submit, and manage research grant proposals, ensuring compliance with institutional and sponsor policies. Coordinates with Department DA reviewer for proposal reviews.
• Negotiate budgets, contracts, and confidentiality agreements.
• Manage post-award financials, including cost transfers, salary allocations, forecasting, and grant closeouts.
• Review and approve expenditures, FSRs/FFRs, and progress reports.
• Oversee billing and collections, account reconciliation, and purchasing practices.
• Maintain salary distributions through EDCs and CAPAS; ensure accurate FTE reconciliation.
• Supervise financial operations of collaborative research projects (e.g., TEAM Study, Broad Institute, Martinos Center, Lurie Center, Psychosis program, etc).
• Manage discretionary, sundry, and donor-funded accounts.
• Works closely with the AMC Director of Research Administration of Psychiatry

Clinical Operations

• Direct all outpatient clinic operations to ensure efficient and high-quality service delivery. Coordinate with PTIS for new patient visit processes.
• Oversee hiring, onboarding, training, and performance evaluation of administrative and clinical support staff.
• Implement workflow optimizations to enhance patient care delivery.
• Act as liaison to billing, compliance, and hospital administrative offices.
• Resolve patient concerns in coordination with clinical leadership.
• Ensure adherence to regulatory requirements and lead quality improvement efforts.
• Manage staff compliance with institutional training and policy standards.
• Serve as systems access administrator for platforms such as EPIC, REDCap, and SFAs.
• Coordinate referrals and communications with external partners, including the Department of Mental Health.
• Utilize and maintain REDCap-based electronic assessment tools for ongoing clinical monitoring and longitudinal data collection.

Media and Program Outreach

• Collaborate with the MGH Psychiatry Academy to plan and execute national and local educational events in support of the program's public-facing mission.
• Partner with MGB Marketing to maintain and elevate the program's online presence across web and social media platforms.
• Work with platform developer such as Dr. Katz on clinical tool development to reduce administrative burdens and enhance care continuity.

Qualifications

• Master's degree in Health Administration, Business Administration, Public Health, Social Work, or a related field preferred.
• Minimum of 5 years' experience in outpatient clinic operations management.
• Minimum of 5 years' experience in clinical research administration and grant management.
• Strongly preferred: background in mental health or behavioural health clinical settings.
• Bilingual (English/Spanish) preferred.

Skills and Competencies

• Comprehensive understanding of federal human subjects regulations and good clinical practice.
• Exceptional organizational, analytical, and detail-oriented skills.
• Strong interpersonal, verbal, and written communication abilities.
• Proficiency in Microsoft Office and data management platforms such as REDCap.
• Ability to work independently and collaboratively in a fast-paced, deadline-driven environment with multiple priorities.