Institute for Medical Research at the Durham VA Health Care System

Administrative Manager

PI: Dr. Stephen Freedland

The Institute for Medical Research (IMR), an affiliate of the Durham VA Health Care System (DVAHCS), is looking for a full-time Administrative Manager to develop and oversee staff onboarding, training, and administrative activities in the offices of Principal Investigator, Dr. Stephen Freedland, and his associates at his urology and oncology research lab. This role, with direction, will also provide overall support in the development of office processes, fostering communication across the department, development of standard operation procedures to increase staff productivity, and oversight of administrative and training staff.

Location: This position is hybrid. This position is located in Durham, North Carolina and candidates must be willing to relocate prior to start date.

Duties and Responsibilities:

Critical Element 1: Onboarding, Training, and Administrative Management:

• Oversee the training program for the research team and ensure employees have knowledge, skills, and competencies needed to meet organizational goals

• Manage a team of training coordinators and administrative assistants, providing leadership, guidance, and support to ensure the successful execution of training programs and office systems

• Assess, develop, and implement training solutions needed for all operational processes and procedures

• Delegate training and administrative-related duties and tasks to team members and monitor progress

• Create and implement standard operating policies (SOPs) and procedures

• Liaise with leadership to plan and schedule training programs and develop SOPs

• Identify and implement technology solutions to improve the efficiency and effectiveness of onboarding procedures and tasks

• Stay up-to-date on training trends to ensure training programs are effective

  Critical Element 2: Supervise Training and Administrative Personnel:

• Hire, train, and supervise administrative and training personnel

• Develop and set clear, measurable, and achievable goals for training and administrative personnel

• Create action plans and timelines for assignments

• Assess staff performance and provide coaching and guidance to ensure maximum efficiency

• Approve timecards and conduct performance reviews

• Plan and coordinate administrative procedures and systems and devise ways to streamline processes

• Troubleshoot administrative, training, and onboarding problems, as needed

• Ensure staff and operations adhere to policies and regulations

  Critical Element 3: Operations Process Design Support:

• Work with stakeholders on the development of operational workflows (i.e.,, supply procurement, study procedure execution, administrative process)

• Oversee operational strategies for office procedures (i.e., inventory and logistics control)

• Coordinate space and office organization

• Work with facilities, VA, IMR, and team stakeholders to develop and implement safety procedures

• At the direction of management, assess inefficient operational activities or gaps then translate into actionable solutions

• Work with technical staff to develop tools that will support operational efficiency

  Required Skills and Experience:

• Requires an organized, task oriented, deadline sensitive individual with a minimum of a bachelor’s degree and a minimum of 6 years of relevant experience.

• Graduate education may be considered in lieu of work experience.

  Additional Requirements:

• Candidates must be able to work diplomatically and professionally with administration, faculty, clinical and lab personnel, and subjects.

• Demonstrated leadership, professional initiative, teamwork abilities, strong interpersonal relationship skills, problem solving, decision-making, and good judgement is expected.

• Excellent written and oral skills, Windows, Microsoft Word, Excel, Access, editing, and proper telephone etiquette skills are required for this position.

• Incumbent should possess professional knowledge of clinical research sufficient to provide training and guidance to others in the clinic.

• Prior experience with clinical research, clinical trials, FDA regulations, VA regulations, and HIPAA considerations is required.

  Physical Requirements: The physical requirements and activities that are required to perform the essential functions of the position include, but may not be limited to, as follows: Must be able to occasionally lift, pull and push a minimum of 25 pounds , stand for extended periods of time, sit for extended periods of time, squat, kneel, and stoop, regularly use fingers, hands for computer work.

  Supervisory Controls: The position of Administrative Manager is under the direct supervisor of the Research Manager.

  The prior statements describe the general nature and level of work being performed. This is not intended to be an exhaustive list of all responsibilities and duties required. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

  Salary Range : $56,430 - $80,111 annually

  Status: Exempt

  Start Date: Expected start date will be 6-8 weeks after the offer but is somewhat flexible and contingent upon completion and approval of VA paperwork.

  Employee Benefits: IMR offers a competitive benefits package if you work 25 hours or more which includes health, dental, vision, short- and long-term disability insurance. IMR offers a matching 403b retirement savings plan if you work 20 or more hours. Both part-time and full-time employees get paid holiday, vacation, and sick leave. Please visit https://imr.org/benefits/ for information about employee benefits.

  All IMR employees are required to obtain a Workers Without Compensation (WOC) appointment at the Durham VA Health Care System (DVAHCS). As a result, the successful candidate must undergo a federal background check and may be subject to a physical and drug test. Participation in the vaccination programs may be required for all Department of Veterans Affairs Health Care Workers Without Compensation (WOC) appointments. We will not sponsor applicants for work visas.

  Equal Opportunity Employer, including disabled persons and Veterans.

  Click here (https://imr.org/careers/) to apply to this position and others directly on the Institute for Medical Research Careers Page (https://imr.org/careers/) !