Sr. Manager, Core Facilities Operations

Duarte, California
October 13 2021
Life Sciences
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

City of Hope's shared resource facilities provide services and access to specialized equipment and expertise in support of a wide spectrum of research activities and as capacity permits to the broader research community. These facilities provide quality service in a cost effective manner with a deep understanding of and commitment to the customer.

The incumbent reports operationally to City of Hope's Senior Director of Research Finance & Shared Services, and works in conjunction with the Scientific Director of Shared Resources providing administrative leadership and thought partnership on administrative and operational matters. The incumbent oversees and manages the day to day operations of shared resources. A combination of superior interpersonal communication, abilities, skills and expertise are applied in order to perform the financial and operational aspects of the position. The incumbent will need strong interpersonal skills in order to build relationships, will need to understand the roles/needs of the involved parties and align those needs to the vision of overall shared resources by influencing desired outcomes. Ultimately the Scientific Director of Shared Resources provides the scientific oversight of the shared resource basic facilities which includes ensuring cutting-edge technologies and equipment, scientific competitiveness and quality, and value driven scientific research, in line with general and specific guidance provided from the Provost and Chief Scientific Officer. Plans, directs, and implements decisions related to the shared resource operations to align and support the long-term vision for BRI as defined by the Director and in support of the Comprehensive Cancer Center's strategic plan.

Key Responsibilities include:

Shared Resource Operations
  • Cultivate partnerships with shared resource managers/directors to ensure continued success of the resource and a user-centered focus. Troubleshoot and address operational issues within shared resources overall. Provide financial insight and strategies to deliver quality services while maximizing recharge recovery goals set by the SVP of Research Operations.
  • Responsible for the recharge rate process. Identify services, allocate costs and develop rate calculations in collaboration with the Scientific Director of Shared Resources. Prepare rate calculation package for review and approval by shared resource leadership.
  • Act as liaison with shared resource directors in the development of large multidisciplinary grant applications including budget development, usage data and technical materials. Responsible for development of CCSG budgets and reporting requirements in collaboration with CCEC Leadership.
  • Develop and maintain policies and procedures for the operation and management of the shared resources in collaboration with the Scientific Director. Leverage relationships with directors and managers to ensure policies are followed. Identify compliance issues for review by Scientific Director and shared resources Steering Committee.
  • Develop and implement strategies for marketing services in collaboration with the Scientific Director, shared resource directors/managers, marketing and administration.
  • Plan and facilitate shared resource working group and steering committee meetings, including analysis of financial, usage data, metrics and compliance issues.
  • Ensure that Shared Resources develop advisory committees for each core as required by CCSG guidelines to provide local input on development of new services and acquisition of capital equipment.
  • Coordinate annual capital equipment request process. Obtain requests from directors/managers, prepare usage and supporting documentation, prioritize items for evaluation by shared resource leadership.
  • Oversee all billing activities both internal and external for all shared resource services provided.
  • Work with Facilities and Information Technology Services to effectively manage and plan for changing needs in the areas of facilities, computers and other equipment.
  • Develop training programs and tools to facilitate user access and the use of shared resources.
  • Manage shared resource marketing materials, communications and websites.

Manage and Develop Staff
  • Directly supervise the Shared Resources Administration Staff and the Design and Fabrication Lab Core employees. Responsibilities include performance evaluation, timecard approval, time-off requests, all human resource related functions and to provide overall leadership to aid in staff development.
  • Manage Human Resource administrative functions for all core staff. Responsibilities include performance evaluation coordination, timecard approval, time-off requests, new position requests, new employee on boarding, terminations, grant tracking and other duties.
  • Provide leadership for development of shared resource management and staff development programs.

Long Term Planning
  • Work with the Scientific Director and Shared Resources Steering Committee in assessing immediate and long term plans including facilities, instrumentation and staffing needs of each shared resource with the aim to fulfill the goals of the organizations strategic plan. In collaboration with shared resource steering committee, develop metrics for shared resources and modeling for the shared resources operations.
  • Collaborate and provide strategic reporting to various departments with the goal to unify best practices throughout the research enterprise.
  • Coordinate resource planning activities, develop equipment and facility specifications, and provide detailed information for the development of a business plan for each shared resource including the establishment of new shared resources.
  • In collaboration with the Scientific Director of Shared Resources coordinate and operationalize core sharing/collaborations with outside institutions.

Budget and Revenue Management
  • Work with shared resource leadership team to develop and administer the operating and capital budgets. Maintain all shared resource department accounts.
  • Develop revenue and expenditure goals for each shared resource with the input of shared resource directors and leadership as required. Monitor and evaluate progress monthly. Prepare status reports for shared resource directors, COH and shared resource leadership.
  • Oversee all billing activities both internal and external for all shared resource services provided.
  • Responsible for review and approval expenditures, including supplies, service agreements, lease agreements, check and travel request and purchase orders.
  • Responsible for contract review process for external revenue, lease and maintenance agreements.

iLab Solutions Billing Software Owner
  • Provide overall oversight and administrative system support for the iLab Solutions billing software. Oversee and maintain the integration between iLab and COH's financial system. Manage new shared resources implementations as needed.

Regulatory and Safety Standards
  • Work with campus departments including Occupational Safety and Health, Purchasing, Accounting, and Sponsored Research to facilitate operations and compliance with internal policies and federal regulations. Responsible for developing corrective action for non compliance issues. Prepare recommendations for review and approval by the shared resource leadership.

Shared Resources Programs
  • Work with the Shared Resources Steering Committee and the Provost and Chief Scientific Officer to develop, initiate and manage funding programs to foster usage of the shared resources. Provide program announcements/reminders, collate submission packets and facilitate review sessions for determination of awards. Track funds for all awards and manage the fund budget.
  • Work with shared resource core directors/managers to facilitate seminars and other events to promote core usage.

  • Performs other related duties as assigned or requested.

Basic education, experience and skills required for consideration:
  • Master's degree in management, business, or project management
  • Minimum of 4 years of administrative management experience.
  • Strong organizational skills, attention to detail, accuracy, and the ability to work in a team environment is essential.
  • Solid understanding of business fundamentals, excellent written, communication, and interpersonal skills are paramount to success in this position. Ability to foster open and forthright discussion at all levels.
  • Ability to take an overall and strategic view of situations, including their operational, political, ethical, financial, and human aspects is a must.
  • Strong leadership, supervisory skills, and budgeting experience are necessary to ensure ongoing viability of shared resources.
  • Must be able to work through quality issues constructively and in a timely manner.
  • Passion for applying new processes, tools, and technology in a way that measurably improves business performance.
  • Strong analytical skills with experience in presenting business cases/ROI and presenting data effectively.

Preferred education, experience and skills:
  • Understanding of lean and six sigma principles preferred.

Additional Information:
  • To protect the health of patients and staff and to comply with new State of California mandates, City of Hope staff are required to show proof of full vaccination by September 30, 2021. Compliance is a condition of employment.

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.


  • Posting Date: Oct 13, 2021
  • Job Field: Research Administration
  • Employee Status: Regular
  • Shift: Day Job

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