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Senior Manager, Administrative Clinical Research Program - Business Operations (Hybrid)

City of Hope
Irvine, California
Closing date
Aug 17, 2022

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Health Sciences, Clinical Research
Position Type
Full Time
Organization Type
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Job Details

About City of Hope

City of Hope is an independent biomedical research and treatment organization for cancer, diabetes and other life-threatening diseases.

Founded in 1913, City of Hope is a leader in bone marrow transplantation and immunotherapy such as CAR T cell therapy. City of Hope's translational research and personalized treatment protocols advance care throughout the world. Human synthetic insulin, monoclonal antibodies and numerous breakthrough cancer drugs are based on technology developed at the institution. AccessHope™, a subsidiary launched in 2019 serves employers and their health care partners by providing access to City of Hope's specialized cancer expertise.

A National Cancer Institute-designated comprehensive cancer center and a founding member of the National Comprehensive Cancer Network, City of Hope is ranked among the nation's "Best Hospitals" in cancer by U.S. News & World Report and received Magnet Recognition from the American Nurses Credentialing Center. Its main campus is located near Los Angeles, with additional locations throughout Southern California and in Arizona.

About City of Hope - Orange County

City of Hope is expanding its services to the 3.2 million residents in Orange County, redefining the delivery of advanced cancer research and treatments and bringing the latest discoveries directly to where people live. This is our vision: to expand the traditional boundaries of a bench-to-bedside comprehensive cancer center, finding innovative ways to provide best-in-class care and the latest in personalized therapies to the communities we serve.

City of Hope is a leading voice in embracing this transformative era. Our expansion into Orange County will create a national model by placing lifesaving treatment and breakthrough research directly into the heart of the communities we serve. By doing so, City of Hope will provide unprecedented access to our leading-edge research and medicine, and build healthier communities. When completed, the Lennar Foundation Cancer Center at City of Hope Orange County will be OC's most advanced cancer center.

City of Hope Orange County seeks toppathologyexperts to advance its mission of speeding advanced cancer treatments to those who need it the most in an environment that values diversity, inclusion and compassionate care.

City of Hope's commitment to Diversity, Equity and Inclusion

We believe diversity, equity and inclusion is key in serving our mission to provide compassionate patient care, drive innovative discovery, and advance vital education focused on eliminating cancer and diabetes in all of our communities. Our commitment to Diversity, Equity and Inclusion ensures we bring the full range of skills, perspectives, cultural backgrounds and experiences to our work -- and that our teams align with the people we serve in order to build trust and understanding. We are dedicated to fostering a community that embraces diversity - in ideas, backgrounds and perspectives; this is reflected in our work and represented in our people.

Position Summary

The Senior Manager provides programmatic, financial, and administrative support for clinical research activities at City of Hope Orange County.The Senior Manager for Administrative Clinical Research Programs is responsible for academic research performance within clinical departments. This senior management position leads the development and maintenance of clinical research portfolios, oversees implementation of academic research initiatives, develops and coordinates research activities and training opportunities, and manages specified research personnel and operations. The Senior Manager leads grant development and submission, oversees protocol submission and maintenance, and coordinates statistical, protocol and writing support, as needed for assigned investigators.Responsible for pre and post award management of a research portfolio that includes grants, contracts, clinical trials, and philanthropic funds. Responsible for supporting theOrange County research operations, ensuring that objectives/deadlines are achieved, reviewing and monitoring contract and grant proposal applications and awards, reviewing and approving extramural expenditures, delegating work flow, managing extramural proposal, monitoring financial management of extramural funding, interacting with other centralized offices (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. This hybrid remote position has a high level of autonomy, collaborates with contributors across the organization (research, administrative, medical, and support personnel), and is a key position in the Program. Position requires excellent organizational skills with meticulous attention to detail, self-motivation and creativity. Serves as a primary point of contact/information for the Program and outside constituents.

Key Responsibilities include:
  • Program Development
    • Develops in-depth knowledge of program goals, prepares program budgets in collaboration with research leaders, monitors program financial performance, and participates in disease/modality team meetings and interface with Clinical Trials Office (CTO) to ensure adequate resources for clinical trial portfolio.
    • Develops, gathers, analyzes and reports on relevant measures of program success - clinical trial accrual, grants and manuscripts awarded/submitted, patient volume, finances, quality outcomes etc. in collaboration with other members (disease program support groups/CTO clusters) of relevant programs.
    • Maintains current knowledge of all program activities and measures to effectively communicate program status and needs to COH leadership.
    • Co-leads strategic planning for clinical research program with Program Leader(s) and in collaboration clinical department leaders (Chairs, Chiefs, Administrators) regarding operations, related patient care services, basic and translational clinical research, space and all resource needs in support of the clinical research program development.
    • Partners with Program Leader(s) in identifying and prioritizing the Programs' administrative, operational, research and resource needs. Create project plans to outline needs and strategies for fulfilling needs.
    • Collaborates with the Philanthropy office to lead program fundraising efforts by providing relevant and timely information about program success and providing assistance in developing and reviewing donor proposals and reports. Collaborates with Marketing Office to support development of any program marketing plans and advertising plans by providing relevant and timely information about program successes or compelling stories. Maintains and updates program specific website in coordination with web marketing team and clinical department administrators.
  • Research Administration & Financial Management
    • Leads pre-award management for grant, foundation and protocol proposals including supporting the principal investigator(s) in the timeline for successful submission, gathering necessary documents/information required for the proposal, ensuring appropriate compliance/regulatory tasks are completed, overseeing communication and proposal writing activities, ensuring proposals meet necessary guidelines required from COH and the sponsor, and obtaining all necessary approvals (including appropriate Clinical Department and OSR sign-off).
    • Provide pre-award management for grant, foundation and protocol proposals including:
      • Administrative set-up of applications
      • Budget preparation
      • Manage timeline for successful submission
      • Gather necessary documents/information from COH faculty and external collaborators
      • Interface with applicable central offices such as, Office of Sponsored Research (OSR), Office of Foundation Relations (OFR), Office of Philanthropy (OoP), and Clinical Trial Support Services (CTSS)
      • Ensure proposals follow necessary guidelines required from COH and the sponsor
      • Obtain all required approvals for submission
    • Provide post-award and financial management of research portfolio:
      • Review and approve financial reports and analyses for all budgets and expenses for general monthly reporting to Orange County faculty
      • Prepare and develop annual discretionary budgets using data and providing projections and recommendations.
      • Implement the preparation and management of institution chart-of-accounts including areas such as expenditure control, revenue monitoring and invoicing.
      • Manage extramural funds, resource allocation, and provide comprehensive forecasting of average spending.
      • Support the daily business activities by reviewing and approving purchase requisitions, check requests, reimbursements, travel authorizations and business expense reports.
      • Process and track financial transactions; review statements to monitor expenses and ensure they are appropriate and allowable within the grant budget and period and adhere to relevant policies and regulations.
      • Ensure accurate and appropriate progress and financial reporting to sponsors
      • Review accuracy of personnel time and effort reporting in ecrt system and work with PI to ensure timely certification of effort statements.
      • Serve as the effort coordinator to review, approve, and process effort statements.
      • Coordinate project close out processes (e.g., clear encumbrances, close POs, closeout subawards, pay invoices, etc.)
      • Interface with Clinical Research Billing (CRB) to ensure accurate and timely expense assignment to clinical trial sponsor funding.
      • Oversee contracts management functions, including contract workflow, new agreements and amendments, while working with vendors, OSR, OTL, Contract Management, and Legal.
  • Clinical Research Operations
    • Manages clinical research operations via facilitating operational and administrative tasks and acting as program administrative lead for Sponsored Research, Clinical Trials Office, IRB, clinical faculty across the organization and Beckman Research Institute. Develops, gathers, analyzes and reports on key program operational metrics in partnership with clinical department administrative and physician leadership. Demonstrates positive leadership with excellent people skills and nurturing of human resources. Encourages open and positive communication as an advocate for COH, the staff and our patients. Monitors and controls resources (human and material), encourages higher learning/ professional development in staff. Manages and leads staff to develop collaborative working relationships within the department and with other departments. Collaborates with human resources to provide counseling or performance improvement of staff as needed.
  • Program Administration
    • In partnership with Program Leader(s) manages clinical and/or translational research meetings and research retreats with relevant physicians, scientists and other research support staff by developing agendas, collecting and sharing appropriate information and reports and ensuring resulting action items are fulfilled.
  • Human Resources
    • Lead personnel actions for department staff and/or faculty as requested, including but not limited to:
      • Initiate internal hiring processes, recruitment, and onboarding of faculty and non-faculty.
      • Serve as timekeeper and approve time sheets to payroll.
      • Conduct regular meetings with staff to review workload productivity, current events, and potential areas of concern.
      • Conduct periodic performance feedback meetings with and complete annual performance reviews.
      • Demonstrates positive leadership with excellent people skills and nurturing of human resources.
      • Encourages open and positive communication as an advocate for COH, the staff and our patients.
      • Monitors and controls resources (human and material), encourages higher learning/ professional development in staff.
      • Manages and leads staff to develop collaborative working relationships within the department and with other departments.
      • Collaborates with human resources to provide counseling or performance improvement of staff as needed
      • Recruit and maintain adequate number and competent staff to deliver on clinical research objectives.
      • Assure and facilitate the on-boarding, orientation and ongoing development and education of staff.
      • Manage and lead staff to develop collaborative working relationships within department and with other departments as applicable.
      • Collaborates with human resources to provide counseling or performance improvement to staff as needed.
      • Support and develop staff to participate in shared governance at the program, clinical department and organizational level.
      • Completion of annual performance evaluations in a timely manner.
  • Other Duties
    • Perform other related duties as assigned or requested.

Basic education, experience and skills required for consideration:
  • Minimum Education:
    • Bachelor's Degree or equivalent experience can be substituted
  • Minimum Experience:
    • 5+ years progressively responsible for business management, project and program management within an academic or research environment including experience in research budget development and management plus 3 years of experience in a management capacity.

Preferred education experience and skills:
  • Master's degree
  • National Council of University Administrations (NCURA), Society of Research Administrations International (SRA)
  • Association of Clinical Research Professionals Certified Professional (ACRP)
  • 8+ years clinical research administration experience including managing pre-award process of grant and protocol proposals for multiple projects. Knowledge about federal grant application, processing and management plus 2 years of progressive responsibility supervisory experience

Additional Information:

As a condition of employment, City of Hope requires staff to comply with all state and federal vaccination mandates.

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.



City of Hope, an innovative biomedical research, treatment and educational institution with over 5,000 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 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

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