CBDS Program Manager (Program Administrator 2) - Oregon Health & Science University

Department Overview

The Knight Cancer Institute, Center for Biomedical Data Science (CBDS) is a new center created in collaboration with the University of Oregon to harness the massive amounts of biomedical data that is being generated by advanced technologies. At OHSU, the Center is charged with building out the university's computational capacity, leading OHSU's ability to use data, and developing informatics tools and computational methods to support the discovery of next-generation treatments and therapies and the advancement of cancer detection, interception, and population science. Center faculty members hold appointments across various departments and units in basic, translational, and clinical research at OHSU, aiming to grow computational expertise via distributed teams that share goals and build on each other's work. This exciting new center is searching for an outstanding, collaborative, and experienced administrator to establish, implement, and continually improve the center¿s administration and coordination with supporting Knight units, including Human Resources, Finance, and Grants Management.

 

Every Knight Cancer employee is expected to embody our guiding principles:

• We act BOLDLY—Breakthroughs require pushing the boundaries of science, exploring new frontiers, and thinking differently
• We SUPPORT each other—Respect leads to trust, which leads to excellence
• We work as a CONNECTED team — We must leverage our collective brain power to conquer cancer because no one individual can do it alone

Function/Duties of Position

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

Required Qualifications

• Bachelor’s degree in Business Administration, Management, Public Administration, or a field directly related to the position, or equivalent combination of training and experience
• 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

Preferred Qualifications

• Master’s degree in Business, or a related field
• Two years of experience with Project Management
• Experience with Sharepoint, Excel, Smartsheets, and Teams
• Experience with program evaluation

Additional Details

Apply online. Please be sure to upload a Cover Letter and Resume/CV.

 

We offer a variety of benefits on top of joining a thriving organization:

• Medical, dental and vision coverage at no or low cost to employees
  • Covered 100% for full-time employees and 88% for dependents
• Several retirement plans to choose from with contributions from OHSU
• 25 days a year of paid time off
• 8 days of sick time off
• Commuter subsidies
• Tuition reimbursement
• Access to group life insurance, disability insurance and other supplemental benefits
• Annual Merit Increase
• Growth/Development Opportunities
• Employee discounts to local and major businesses

#linkedin #indeed #knightcancerjobs #knightadminjobs #knightadministrationjobs

All are welcome

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.