Program Manager II - Executive Operations

Core Responsibilities

• Oversee execution across strategic initiatives spanning research, innovation, education, and clinical programs, ensuring projects progress on schedule
• Translate strategic priorities into structured, actionable plans with timelines and milestones, coordinating stakeholders and dependencies across functions
• Maintain portfolio-level visibility (dashboards, trackers, status reviews)
• Identify key dependencies, risks, bottlenecks, delays, and decision points early and drive resolution through coordination, escalation, and follow-through
• Ensure all projects have clear next actions, ownership, and deadlines, and maintain momentum across workstreams
• Actively intervene when workstreams stall or drift off timeline, working through stakeholders to re-establish progress
• Oversee and coordinate the development and dissemination of internal and external communications (e.g., newsletters, reports, outreach materials) to support divisional visibility among academic, clinical, and external partners, in collaboration with administrative staff and MGB communications/development offices
• Partner with a dedicated research operations manager responsible for day-to-day study execution, research staff oversight, and research infrastructure, focusing on alignment, prioritization, and integration with divisional priorities rather than direct management of research teams or infrastructure development

Information Synthesis & Decision Support

• Convert high-volume inputs into concise, decision-ready outputs
• Prepare pre-meeting briefs, including: Objective of the meeting, Key decisions required, Risks and trade-offs
• Integrate information across strategic domains (research, innovation, education, clinical, administrative, etc.) to maintain a clear, up-to-date view of priorities, risks, bottlenecks, and decision points requiring executive attention
• Structure incoming information (email, documents, requests) into actionable workflows

Stakeholder Coordination & Execution

• Serve as a proxy for the division chief in selected internal meetings, facilitating coordination, capturing decisions, and ensuring follow-through, while escalating strategic or domain-specific issues as needed
• Align stakeholders across functions, teams, and external partners to ensure coordinated execution
• Ensure execution by translating decisions into clear ownership, documenting decisions, tracking progress, and maintaining accountability to completion
• Resolve operational issues independently; escalate only when necessary
• Support prioritization and delegation across teams

Executive Calendar Architecture

• Own and manage the executive calendar, including scheduling, coordination, and prioritization across stakeholders
• Translate portfolio priorities into intentional time allocation, ensuring focus on the highest-impact work
• Design and maintain a dynamic, forward-looking, priority-driven calendar aligned with evolving priorities and execution needs
• Triage and gatekeep meeting requests based on portfolio impact and urgency

Operational Infrastructure & Workflow Design

• Build and maintain systems to support prioritization, decision-making, and follow-through, including: Project and task tracking, Weekly review and prioritization cycles, Decision-making and accountability, Meeting preparation and follow-up
• Implement tools and processes that improve execution reliability and transparency
• Optimize workflows supporting executive priorities across domains (research, innovation, education, clinical, administration, leadership)