Oregon Health & Science UniversityOregon 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 [email protected] Program Manager (Program Administrator 2)US-OR-PortlandJob ID: 2024-29723Type: Regular Full-Time# of Openings: 1Category: Management/SupervisoryPortland, OR (Waterfront)OverviewIn 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 organizationEstablishes and implements processes for unit onboarding, promotion, and offboarding. Ensures coordination and completion of OHSU requirementsOversees annual processes for performance evaluation and contract renewal for staff hired directly to the CBDS organizationEstablishes and continually improves center affiliation and membership processes, tracking and reporting, and fundingManage unit space assignments and mapsRecruitment Primary contact for CBDS recruitment with Division of Oncological Sciences, Knight HR, Office of Visitors & Volunteers, Office of International Affairs, etcEstablish, 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 budgetsMaintains positive candidate relations by tactfully and diplomatically communicating the status of their candidacy and next steps during the recruitment processMaintains 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 foldersInterview 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 recordedCBDS liaison to Knight Finance and Knight Grant ManagementWorks with Knight Finance to monitor and report on financial performanceOversees labor distribution scheduling and effort certification reporting for unit Develop and maintain the CBDS description for grant applicationsCaptures CBDS relevant proposal budget data using InfoEd routing information and tracks award progress and successUnit ReportingResponsible 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 systemMonthly 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 processRepresents CBDS at annual budget process Collaborates with CBDS leadership to develop the annual budgetEnters data into budget templatesSubmits budget templates to sponsor/Knight FinanceReports on departmental arrangement performance Events and OtherAt 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 LeadershipResponsibilitiesBachelor’s degree in Business Administration, Management, Public Administration, or a field directly related to the positionFive years of responsibility for program or project monitoring and coordination at an academic research organization, preferably in biomedical researchTwo years’ experience as an administrative manager/supervisor in an academic research environmentBudget development and management experienceExperience Outlook calendar and coordination of complex itinerariesOrganizational skills to manage information collection and distribution across multiple projectsAbility to prioritize multiple tasks at one time while meeting deadlines and customer requirementsMust have excellent communication, analytical, and organizational skills: both written and verbalAbility to work independently and as part of a team while being collaborative in resolving problemsIntermediate-level proficiency with Windows and PC applications, especially Excel, for operational data management and reportingMust have demonstrated excellent customer service skills both on the phone and in personMust possess energy and drive to coordinate multiple projects simultaneouslyAbility to use tact and diplomacy to maintain effective working relationshipsQualificationsMaster’s degree in Business, or a related fieldTwo years of experience with Project ManagementExperience with Sharepoint, Excel, Smartsheets, and TeamsExperience with program evaluationPI240441579