Research Administration Process Improvement & Training Administrator

Job Type: Regular

Time Type: Full time

Work Shift: Day (United States of America)

FLSA Status: Non-Exempt

At the direction of the Director of Research Administration Process Improvement and Training (RAPIT), the RAPIT Administrator is responsible for supporting the operationalization and implementation of new systems and processes in research administration at Beth Israel Deaconess Medical Center (BIDMC). They will administratively maintain the RAPIT Learning Management System and act as back-up support for the Research Administration Training Program. The Administrator will collaborate with the Executive Director of SPA and RAPIT Director to ensure that the research enterprise has up-to-date policies and supporting documentation.

RAPIT Learning Management System/Web Support

• Under the direction of the Director, administratively maintain the infrastructure, resources, and tools necessary to operationalize SPA process improvements, while continuously monitoring progress to enhance customer service for the research community.
• Oversee the RAPIT Learning Management System, including identifying the most effective platforms to use and learning new platforms as needed. Routinely review the RAPIT website to ensure that information and resources are up to date.
• Collaborate closely with the Director to identify and update necessary R&AA policy documents within the BIDMC portal and work with ARC to replace outdated documentation to align with the strategic plan.
• Routinely review the CASPER portal page to ensure that information and resources are up to date.

Training and Onboarding

• Support the strategic and tactical development of the RA onboarding training program by assisting with creating (written and video), editing, and uploading training materials.
• Facilitate the design and delivery of Principal Investigator (PI) training programs by assisting with creating, organizing, editing, and uploading supporting content.
• Coordinate and ensure comprehensive support for the Research Administration Pipeline programs by scheduling meetings, facilitating follow-ups, and acting as an administrative guide for smooth transitioning from their prior role to their new role, thereby fostering growth and support for careers in Research Administration at BIDMC.
• Support training programs throughout SPA, including for Sponsored Programs Contracting (SPC).

Process Improvement & Documentation and Communication

• Facilitate communication within the Sponsored Programs Administration (SPA) community by utilizing a variety of tools and channels such as newsletters, quarterly RAMP meetings, intranet, and best-practices documentation to ensure consistent and accurate updates are conveyed.
• Collaborate with the managers on their initiatives to codify streamlined processes and training materials for pre-award support activities, enhancing grant submission training and facilitating career growth through special projects.
• Collaborate with the Director and PIs to identify challenges in grant submissions and management. Leverage this feedback to co-create and execute streamlined processes that enhance the grant lifecycle.
• Responsible for formatting the weekly emails and uploading them along with all necessary supporting documents to the RAPIT site, ensuring consistency and accessibility.

Other

• Facilitate high-impact meetings, organize training and educational events.
• Compile data on grant submissions and other as requested and provide reports and other visual aids as requested.
• Other duties as assigned.

Required Qualifications

• Associate's Degree required; Bachelor’s degree preferred.
• 1 to 3 years of Research Administration experience required.
• Exceptional organizational skills.
• High level of knowledge and capacity to understand systems, translate to others, and guide on the use to increase efficiency.
• Must be proficient in Microsoft Office, especially Excel.
• Prior experience with process improvement, systems management, and training.
• Prior experience with and understanding of funding agency systems and regulations required, including Grants.Gov eRA Commons and Proposal Central, and 2 CFR 200.
• Familiarity with hospital, university, and sponsored research environment.

Competencies

• Decision Making: Ability to make decisions guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance.
• Problem Solving: Ability to address varied problems requiring analysis or interpretation using direct observation, knowledge, and skills based on general precedents.
• Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines.
• Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
• Oral Communications: Ability to comprehend and converse in English to communicate effectively with staff, patients, families, and external customers.
• Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures, and policies with the ability to use them in varied situations.
• Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work groups.
• Customer Service: Ability to provide a high level of customer service in a professional, service-oriented, respectful manner.

Social/Environmental Requirements

• Work requires periods of close attention to work without interruption. Concentrated effort of up to 4 hours without break may be required.

Health Care Status

NHCW: No patient contact. - Health Care Worker Status may vary by department.

Sensory Requirements

• Close work (paperwork, visual examination), Color vision/perception, Visual clarity <3 feet, Conversation, Telephone.

Physical Requirements

• Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally.