Program Manager, Surgery & OBGYN, PM&R

About the University

Charles R. Drew University of Medicine and Science (CDU) is located in the Watts-Willowbrook area of south Los Angeles and was founded in 1966 in the wake of the Watts uprising. CDU was established to address inadequate medical care in the region and to provide equitable medical education opportunities for underrepresented students. The university is strongly invested in the local and regional community, leading multiple partnerships and programs to provide equitable healthcare resources in various south Los Angeles neighborhoods.

About the Role

The Program Manager (PM) reports to the Department Chairs of their assigned departments and will be assigned to one of the following department groupings:

• Department of Pediatrics and Internal Medicine
• Department of Biomedical Science Education and Preventive and Social Medicine
• Department of Surgery, Obstetrics and Gynecology, and Physical Medicine and Rehabilitation

The primary role of the Program Manager is to manage the department’s fiscal and organizational structure and respond to University requests. The PM will interact daily with departmental leadership and faculty to achieve their education strategy and is directly responsible for all administrative operations within the Department’s mission areas of teaching, research, and service. The PM will closely monitor and ensure contracts and service agreements are current and updated annually or as needed. In partnership with the Chair and faculty leadership, the PM will be responsible for short- and long-term strategic planning to develop departmental administrative and financial goals and objectives.

Responsibilities

• Responsible for the financial reporting of the department.
• Serve as the primary point of contact.
• Assist in the development of spreadsheets to track grant funding and implementation.
• Develop and format grant budgets, narratives, and other supporting documents.
• Create templates for letters, Memoranda of Understanding, etc.
• Coordinate quality control checks and review all grant materials.
• Keep the team updated on project progress and report any delays in a timely fashion.
• Serve as a liaison and/or delegate to staffing changes and management to the Principal Investigator (PI).
• Assist in any post-award grant revisions and conduct debriefs to share feedback on unfunded grants.
• Serve as the liaison between the PI and the Office of Sponsored Programs.
• Provide administrative management and oversight of all aspects of contract and grant activity for the department, ensuring compliance with university policy and sponsor guidelines, including Federal, State, Private, and Institutional sponsors.
• Develop the annual departmental budget in conjunction with the Chair, considering all revenue sources and departmental expenditures, and responsible for forecasting, trending, and projecting budgetary needs.
• Calculate project metrics, including quality assurance (QA), compliance, technical performance measures, and strategic plan implementation.
• Monitor the operational budget and variance reports monthly to provide the Chair with an analysis and expectation of meeting financial goals.
• Participate in the negotiation of financial contracts with outside companies, individuals, etc., for professional services on behalf of the faculty and department.
• Work with teams to create and standardize processes to reach team goals.
• Oversee the work of contracted consultants/providers to ensure fidelity with the scope of work, sponsor, and CDU requirements.
• Assist with grant budget preparations.
• Monitor all grant materials and request changes to ensure strict adherence to funder requirements.
• Package and submit properly completed and timely grant applications per funders’ requirements to the Office of Sponsored Programs for final review and submission.
• Ensure that all application documents are uploaded and filed upon completion.
• Process invoices and reimbursements using the eRequester software and reconcile expenditures to departmental budgets.
• Use project management tools to document and track project performance, streamline communication, and analyze progress toward short and long-term goals.
• Create and distribute reports, summaries, and analyses as required.
• Take minutes at meetings.
• Attend conferences and training as required by the supervisor to maintain proficiency.
• Participate in Department and College of Medicine activities as directed by the Chair.
• Serve as a liaison with other departments, the COM Dean’s office, other campus offices/organizations, community agencies, and partners.
• Manage systems and procedures to maintain departmental assets and administrative organization.
• Plan and implement ongoing recruitment for academic personnel, prepare and maintain personnel requisition records to ensure compliance with academic personnel policies and procedures.
• Assist with the faculty review, merit, and promotion process.
• Develop resource commitments and participate in the negotiation of salaries for new faculty, assessing the financial/program impact of new faculty and services.
• Evaluate current structure for efficiency and effectiveness in relation to function as growth or change demands, and develop policies to implement plans for adjustment if necessary.
• Perform other duties as assigned.

Requirements

Education:

• Bachelor’s degree required; Master’s degree preferred.
• Public health and/or health services concentrations preferred.

Experience:

• Experience with academic personnel titles, series, and rank as it relates to merit and promotion policies and procedures.
• Experience navigating a large, complex organization with an understanding of the big picture, how the parts fit together, and how to gather necessary information to resolve problems and troubleshoot.
• Demonstrated experience with financial management, including budget and report preparation, analysis, and forecasting across multiple funding sources (affiliation agreements, federal, state general and contract funds, grants, gifts, endowments, education, and professional fee revenue).
• Proven working experience in grant, project, and database management.
• Experience in conducting long and short-range financial planning.
• Experience in higher education, accreditation, and healthcare agencies.
• Experience with software technology; strong technical aptitude in working with project management applications.
• Experience with program evaluation and/or survey-based research approaches.
• Demonstrated ability, using critical thinking skills, to effectively lead, manage, supervise, and strategically plan administrative and fiscal operations.
• Advanced management/leadership experience in an academic healthcare setting.
• Ability to perform well in a fast-paced environment.

Knowledge/Ability/Skills:

• Excellent interpersonal communication skills.
• Ability to use various computer programs to create systems tailored to the needs of the departments.
• High energy, self-motivated team player.
• Initiative to seek alternative approaches and solutions.
• Proficient and adept with Microsoft Office (Word, Excel, PowerPoint, SharePoint, and Access).
• Proficient and adept with collaboration software including Zoom and Microsoft Teams.
• Working knowledge of Research Electronic Data Capture (REDCap), New Innovations, and BlackBoard systems preferred.
• Ability to create budgets.
• Ability to make procedural decisions and judgments with the guidance of the PI.
• Knowledge of grant funding policies and procedures and applicable local, state, federal, and university regulations.

Complexity:

The ability to perform highly detailed work with sustained attention and care while providing/obtaining information on numerous inquiries is paramount to success in this position.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Occasional stooping.
• Frequent standing.
• Constant walking, sitting, climbing, reaching high/low levels, finger movement, feeling, speaking clearly, hearing conversationally, and seeing far and near.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Occasionally required to work in confined spaces.
• Position is on-site unless specific authorization is obtained from the manager.

Mental Demands

The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent work on a variety of unrelated tasks.
• Constant calculating, interrupted work, work on a variety of interrelated tasks, and use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

Special Requirements

• Ability to work effectively with a diverse community.
• Applicants must be an underrepresented minority (URM) from ethnic or racial backgrounds as defined by the National Institutes of Health. See NIH's definition of underrepresented populations.

COVID-19 Vaccination: As a health professions institution of higher education, Charles R. Drew University of Medicine and Science requires proof of the newest COVID-19 booster for all students, faculty, and staff as a condition of employment. Requests for disability and religious accommodations will be evaluated consistent with the law and University policies and procedures.

Pay

$70,600.00 - $85,000.00 annually.

Schedule

Full-time, on-site position.