Program Manager - PIPS

Overview

POSITION SUMMARY: 

We are looking for a program manager to support, coordinate, and help manage the activities related to a multi-disciplinary research, technical support and training consulting team inside the Shriver Center at UMASS Chan Medical School. 

The program manager will be responsible for supporting the work of the project leaders of the Program for Improving Public Healthcare Systems (PIPS) who are responsible for the execution of existing contracts to improve public sector health and behavioral health systems.  This includes research staff, clinical staff, and project managers.  

This role will coordinate and manage both people and programs and may include: scheduling of people and places, preparing and organizing important materials and plans, supporting contract meetings and the preparation of contract and budget materials, copyediting, supporting grant writing efforts, developing project plans and reports, coordinating the work for small components of larger projects or small projects, interfacing with stakeholders and research participants, and technology support including either knowledge of or willingness to learn learning management systems. This role serves as the liaison between our group and the larger UMASS Chan community, connecting people, projects, and critical business information to the rest of the University and ensuring our compliance with University regulations and procedures (for instance, the institutional review board).

Responsibilities

ESSENTIAL FUNCTIONS:

• Work directly with the team members to support the execution of various tasks and activities of the program. Activities may include project planning, prioritization, initiation, and execution of various sub-components of large projects.  Will require knowledge and comfort in Microsoft 365 and Teams.
• Serve as a liaison between the PIPS team and internal stakeholders which may include departments such as accounting and grants management. Ensuring that team processes are consistent with University policy.  
• Serve as the first point of contact for a variety of external stakeholders including answering questions with tact and diplomacy, providing troubleshooting for research and training participants, taking messages, and triaging and directing calls appropriately for resolution. Requires knowledge of or willingness to learn Assembla and Constant Contact. 
• Determine priority of matters of attention for the director and other staff; redirect matters to staff to handle, or handle matters personally, as appropriate. Keep leadership advised of time sensitive and priority issues to ensure follow up.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages, ordering and management of supplies and technology.
• Assist with the preparation of grants, documents, reports, presentations, tables and charts; citation management; copyediting and formatting of draft reports, and distribution as appropriate. Assist with design of slide decks, flyers, and other materials as able.
• Maintain the team’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Book contractors as required. Exercise discretion in committing time and evaluating needs.
• Prepare, reconcile, and submit contracts, purchase orders and invoices with the assistance and direction of accounting. Assist vendors and contractors with system navigation.
• When needed, attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Maintain and manage databases and spreadsheets associated with assigned projects.

Qualifications

REQUIRED QUALIFICATIONS:

• Bachelor’s degree is required with 2-4 years of experience coordinating and planning projects
• Master’s degree in Public Health, Social Work, Medical Field, Psychology or Education is preferred but not required.
• Previous experience with research (can be as a research assistant) or an administrative position is required.
• Requires strong time management skills, desire to take initiative and acquire new skills, the ability to identify and anticipate teams’ needs and strong writing and technological skills.
• Must be able to interact seamlessly and with a professional demeanor across a broad range of individuals including members of both internal and external stakeholders.
• Ability to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion
• Experience with MS Word, Excel, PPT is required
• This position is hybrid and requires the capacity to travel across the Commonwealth for meetings and events (driven) as well as in office presence in Worcester at minimum five days per month.