Research Business Director

Duarte, California
April 01 2019
Position Type
Full Time
Organization Type
About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 6000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation's leading cancer centers that develops and institutes standards of care for cancer treatment.

Position Summary

The Research Business Director provides administrative leadership for a broad area. The Research Business Director (BD) plans, directs and implements the financial, grant management, operational, and human resource activities of several departments, and oversees facilities operations and space planning. The BD is responsible and accountable for the operational, business development and research success of the institutes, divisions, programs, and departments within their domain. The BD manages all functional activities in cooperation with the Department Chair and Division Directors. Additionally, the BD interacts and coordinates with clinical and research managers/directors, as well as other centralized offices (Safety, Office of Sponsored Research (OSR), Office of Foundation Relations (OFR), Clinical Trials Support Services (CTSS), Office of Technology Licensing (OTL), Legal, Contract Management, Immigration, core facilities, and other auxiliary offices). The range of duties is broad and requires an understanding of the mission and goals of the City of Hope.

Key Responsibilities include:

Human Resources
  • Initiate and oversee internal hiring processes and recruiting of high level faculty as well as other research and administrative staff
  • Oversee departmental NES onboarding
  • Administer performance evaluations (establishing staff performance standards and monitoring progress toward meeting overall objectives, developing individual staff objectives, facilitate annual review process).
  • Participate in regular meetings with staff to review workload productivity, current events, problems and potential areas of concern.
  • Directly supervise Research Business Managers (BM).
  • Indirectly supervise Research Business Analysts (BA) and other administrative staff through BMs.
  • Oversee and direct the mentoring and strategic career development of their BMs, BAs, and other administrative staff.
  • Develop performance improvement strategies and refer to HR as appropriate.
  • Coordinate overall budgets and required components of employee recruitment.
  • Manage job and status changes within organizational guidelines.
  • Serves as liaison with area supervisors.

Financial Management
  • Review and approve financial reports and analyses for all budgets and expenses for reporting to higher leadership.
  • Prepare and develop departmental budgets using data and providing projections and recommendations.
  • Approve Labor and Non-Labor Cost Transfers
  • Ensure departmental project close out processes occurring as necessary and provide guidance where applicable
  • Meet with staff on a regular basis.
  • Oversee management of extramural and internal funds in the BMs' portfolios. Review and approve contracts (depending on role or hierarchy), purchase requisitions, check requests, reimbursements, travel authorizations and business expense reports
  • Oversee the resolution of budget variances.
  • Resolving discrepancies within the institution regarding awards, budgets, invoices, etc. in coordination with various central offices.
  • Oversee contract management including contract workflow, new agreements, and amendments.
  • Develop, prepare and manage institution chart-of-accounts including areas such as expenditure control, revenue monitoring and invoicing.
  • Develops long-range financial plans, analyses, and recommends adjustments where appropriate.

Research Administrative Support
  • Collaborate with PIs and central offices to provide guidance and strategy for the submission of a successful proposal.
  • Oversee the coordination and assist in development and submission of large and complex proposals.
  • Review and approve Project Data and Approval Form (PDAF) prior to proposal submissions.
  • Oversee departmental post-award setup activities and provide guidance where applicable
  • Oversee contract and grant administration purchase and expenditure control process.
  • Respond to escalated inquiries from PIs, departmental, and external offices regarding progress reports, cost transfers, allowable costs, etc. requiring knowledge of institutional and extramural funding policies and procedures
  • Oversee contract processes and provide directional guidance as applicable.
  • Ensure department management and coordination of API/Grant Tracking System processes are operating according to established processes/guidelines.
  • Ensure department administrative staff is performing accurate review of personnel time and effort reporting in ecrt system and working with OSR and PI to update/correct errors.
  • Ensure that there is accurate information for preparation and processing of proposals to external agencies, managing the regulatory review processes, and providing information/counsel to faculty on contract and grant proposal preparation processes.
  • Oversee and provide guidance on departmental administrative processes for handling patents, intellectual properties and clinical trials as required.
  • Develop training to departmental administrative staff on a regular basis regarding research administration.
  • Meet monthly with department chairs to advise them on issues including, but not limited to, financial planning, clinical productivity, recruiting, and academic activities.
  • Work with the BMs to provide adequate staff support to ensure administrative needs are provided throughout the divisions/departments.
  • Meet regularly with BMs to discuss department matters and operational issues and develop plans to further the goals of the Organization.
  • Coordinate staff work and assist staff by answering questions and cascading down changes in COH procedures.
  • Through Business Managers, provide leadership and oversight of pre- and post- grant process and grant activity.
  • Cultivate ongoing relationships with Office of Sponsored Research and other collaborators, developing and improving relevant business processes, fostering a strong team atmosphere.
  • Oversee grant management to ensure expenses are in line with COH mission, department strategies, and in-line with all governing policies and sponsor regulations.

Departmental Support
  • Provide guidance and direction on department business activities.
  • Provide guidance and direction on space, building and other facilities-related activities.
  • Ensure that lab safety training, general lab items and other related activities are being addressed.
  • Establishes and maintains close working relationship with central departments, setting the tone for ongoing collaboration.
  • Coaches and mentors managers, analysts, and administrative staff.
  • Serves on committees as requested.

Other Duties
  • Participate in short- and long-range planning and policy or program development by analyzing operational policies, resource utilization, etc. and developing recommendations for department management.
  • Perform other related duties as assigned or requested.
  • Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.
  • Performs other related duties as assigned or requested.

Basic education, experience and skills required for consideration:
  • Must have Master's degree in business, finance, business administration, research administration, or related field. Bachelor's degree in business, finance, business administration, research administration, science, or related field and 10+ years business-, research-, or hospital-management experience may substitute for minimum education requirements;
  • Must have five years of business management experience in an academic research or healthcare environment, including 4 years of progressively responsible management experience;
  • Must have demonstrated experience in supervision of mid-level career staff, budget development, grant management and space planning;
  • Must be able to appreciate the big picture and advance its engagement by others
  • Must guide directional long-range goal setting;
  • Must be politically savvy/diplomatic/culturally aware, with agility, flexibility and creativity
  • Must be able to successfully foster intra- and inter-departmental relationships for effective management and mentoring/coaching;
  • Must be able to relate to and empathize with scientific partners.

Preferred education experience and skills:
  • Master's degree in accounting, finance, business administration, healthcare administration, public health, or research administration;
  • 8+ years of business management experience in an academic research or healthcare environment is preferred;
  • AIRI, NCURA, or SRA certification.

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.

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