Job Description: Oregon Health & Science University
Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.
CBDS Program Manager (Program Administrator 2)
US-OR-Portland
Job ID: 2024-29723 Type: Regular Full-Time # of Openings: 1 Category: Management/Supervisory Portland, OR (Waterfront)
Overview
In this role, you will manage administrative functions, coordinate with Knight units (Human Resources, Finance, Grants Management), and facilitate the center's operations. Responsibilities include administrative oversight of staff, managing recruitment and promotion processes, overseeing onboarding/offboarding procedures, and ensuring performance evaluation compliance. The role also involves liaising with Knight Finance and Grant Management, monitoring financial performance, tracking and reporting grant applications, and reporting operational metrics. Additionally, the administrator assists with the annual budget process, collaborates on budget development, and represents the center during budget discussions. Event coordination, partnership management, and other duties as assigned by CBDS leadership are also part of the role.
Duties include but are not limited to:
CBDS Administrative Supervisor and liaison to Knight Human Resources.
Serves as the unit’s administrative supervisor (Indirect Supervisor) for admin and research staff hired directly to the CBDS organization
Establishes and implements processes for unit onboarding, promotion, and offboarding. Ensures coordination and completion of OHSU requirements
Oversees annual processes for performance evaluation and contract renewal for staff hired directly to the CBDS organization
Establishes and continually improves center affiliation and membership processes, tracking and reporting, and funding
Manage unit space assignments and maps
Recruitment
Primary contact for CBDS recruitment with Division of Oncological Sciences, Knight HR, Office of Visitors & Volunteers, Office of International Affairs, etc
Establish, communicate, and apply the proforma/ offer packages for faculty and staff, new employee computing, desk set-up, office set-up, remote working set-up, including line-item details and budgets
Maintains positive candidate relations by tactfully and diplomatically communicating the status of their candidacy and next steps during the recruitment process
Maintains accurate, accessible, and up-to-date records of candidate materials (CVs, Cover Letters, etc.), employee information, interview feedback, and hiring decisions in Smartsheets and shared SharePoint folders
Interview Coordination: Coordinate and schedule complex faculty and staff recruitment visit itineraries, while seeking input from key stakeholders involved in the recruitment process. Arrange travel for faculty and staff candidate interviews including flights, car rentals and hotel stays. Facilitate feedback surveys for candidates and help follow up with candidate when needed for additional conversations with faculty and leaders. Book conference rooms for candidate interviews and seminar talks. Secure technical and audio-visual support during candidate seminar talks that are streamed and/or recorded
CBDS liaison to Knight Finance and Knight Grant Management
Works with Knight Finance to monitor and report on financial performance
Oversees labor distribution scheduling and effort certification reporting for unit
Develop and maintain the CBDS description for grant applications
Captures CBDS relevant proposal budget data using InfoEd routing information and tracks award progress and success
Unit Reporting
Responsible for establishing and implementing systems for operational reporting (to the foundation, advisory boards, the Knight, etc.) on KPI, impact, capacity, and budget. Research on business models used by other data-focused research centers is needed. The Director will use these reports to inform the unit’s business model decisions.
Develop and implement a project tracking system
Monthly finance reports, including budget and actuals YTD, are provided by Knight Finance and available in Cognos. This data can be used to generate predictions
Assists the Director in the annual budget process
Represents CBDS at annual budget process
Collaborates with CBDS leadership to develop the annual budget
Enters data into budget templates
Submits budget templates to sponsor/Knight Finance
Reports on departmental arrangement performance
Events and Other
At the direction of the CBDS leadership, coordinate the planning of and the day-of run-of show for internal events, events with the center’s partner organization (the University of Oregon), and other external partners in collaboration with the Knight Events Team and Ed Comm.
Other occasional duties as assigned by CBDS Leadership
Responsibilities
Bachelor’s degree in Business Administration, Management, Public Administration, or a field directly related to the position
Five years of responsibility for program or project monitoring and coordination at an academic research organization, preferably in biomedical research
Two years’ experience as an administrative manager/supervisor in an academic research environment
Budget development and management experience
Experience Outlook calendar and coordination of complex itineraries
Organizational skills to manage information collection and distribution across multiple projects
Ability to prioritize multiple tasks at one time while meeting deadlines and customer requirements
Must have excellent communication, analytical, and organizational skills: both written and verbal
Ability to work independently and as part of a team while being collaborative in resolving problems
Intermediate-level proficiency with Windows and PC applications, especially Excel, for operational data management and reporting
Must have demonstrated excellent customer service skills both on the phone and in person
Must possess energy and drive to coordinate multiple projects simultaneously
Ability to use tact and diplomacy to maintain effective working relationships
Qualifications
Master’s degree in Business, or a related field
Two years of experience with Project Management
Experience with Sharepoint, Excel, Smartsheets, and Teams
