Business Manager - Systems Biology

The Business Manager supports multiple faculty members, the department Chair, postdoctoral fellows and research associates within the Department of Systems Biology. The Business Manager reports directly to the Business Director (BD), and is responsible for supporting the daily operations within the Department of Systems Biology to ensure 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 activity with support staff and multiple Principal Investigators (PI)s, monitoring financial management of extramural funding, interacting with other centralized offices (Safety, 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), assisting with short-term and long-term administrative decisions with the Business Director, and meeting with Chair and PIs to resolve budgetary and/or laboratory operational issues. The range of duties is broad and requires an understanding of the mission and goals of the City of Hope.

Essential Functions:

Financial Management and Research Administration

  • Responsible for daily business activities including financial management of multiple PIs extramural funding portfolio (e.g., cost transfer approvals and expense approvals). Responsibilities also include working with administrative analysts and support staff to review and approve purchase orders, check requests, reimbursements, and cost transfers. Additionally, the incumbent will resolve financial cost transfer issues and setup controls to prevent future occurrences.
  • Manage all PI extramural funds (including NIH and other federal funds, discretionary, faculty start-up, contracts, clinical trials, grants, gifts, endowments and other forms of financial support). Examples of management of PIs extramural funds includes, but is not limited to: forecasting the financial position of each PI within the department (which includes producing regular and ad hoc reports for faculty trends including expenditure, grant income, resource allocation, and comprehensive forecasting of average spending). Additionally, the incumbent will meet with PIs to advise them on issues including, but not limited to, financial planning, clinical productivity (if applicable), and academic activities.
  • Meets with Department Chair and CAO/BD on a regular basis (e.g., bi-weekly) to update on status of financial reporting, financial issues and resolutions, budgetary planning, monitoring and controls.
  • Respond to PIs, departmental, and external office inquiries (which would require being knowledgeable of institutional and extramural funding policies and procedures e.g.., progress reports, cost transfers, allowable costs, etc.)
  • Work closely with each PI, Chair and central offices (OSR, OFR, CTSS and OTL) to coordinate all pre-and post-award activities including proposal submissions, progress reports, re-budgeting, sub-awards, etc. In addition, the incumbent will be required to ensure that there is accurate information for preparation and processing of all proposals to external agencies, managing the regulatory review processes, and providing information/counsel to faculty on contract and grant proposal preparation processes.
  • Work with collaborating committees including (IRB, IACUC, IBC, OSBC, RSC) and PIs to ensure that protocols are up-to-date and active.
  • Work with the Chair in organizing department faculty meetings, symposia and hosting external scientific visitors, organizing guest seminars.
  • Work with PIs and administrative analyst(s) in handling patents, intellectual properties and clinical trials as required.
  • Work with the Chair and PIs in allocation of laboratory space, organizing usage of shared equipment, software licenses, shared infrastructure (centralized file server network, laboratory webpages)
  • Provide training to departmental administrative staff on a regular basis regarding research administration.

Personnel Management

  • Assist BD as requested with administrative duties which may include: establishing staff performance standards and monitoring progress toward meeting overall objectives, developing individual staff objectives consistent with departmental goals and operating through the department structure, identifying staff development and training needs and opportunities for staff to grow professionally, appointment entry on COH systems, record keeping and other aspects of departmental management.
  • Work with the BD to provide adequate staff support to ensure administrative needs are provided throughout the divisions/departments.
  • Assist BD in recruitment and retention of highly qualified professionals to fill essential division support positions.
  • Participate in regular meetings with staff to review workload productivity, current events, problems and potential areas of concern.
  • Manage API system for staff and faculty time off and submit correct time sheets to the payroll office.
  • Meet regularly with Chair and BD to discuss department matters and operational issues and develop plans to further the goals of the Organization.
  • Coordinate staff work and assist staff by answering questions and cascading down changes in COH procedures.

Other Duties

  • Assist BD with research facilities management and upkeep (including renovations, expansions, and/or spacing issues).
  • Assist BD with contract management (including contract workflow, new agreements and amendments).
  • Other duties as assigned

Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.

Performs other related duties as assigned or requested.

Minimum Education and Skills Required for Consideration:

  • Bachelor’s degree in business, finance, science or related field.
  • Master’s degree or MBA/MHA preferred. Five (5) years of current business/research/hospital management experience may substitute for master’s education.
  • 3-5 years of business management experience in academic research including 3 years of progressively responsible management experience. Demonstrated experience in personnel management, extramural fund management, and financial management.
  • Excellent interpersonal and organizational skills. Excellent communication skills. High level of integrity and honest in maintaining confidentiality.
  • Demonstrated experience in budget development, grant management, space planning and personnel management.
  • Demonstrated professionalism and integrity.
  • Demonstrated knowledge of the principles of management and accounting and their use in a research/scientific/medical environment.
  • Ability to analyze complex administrative and financial data, create reports and craft effective solutions to both long- and short-term problems.
  • Demonstrated ability to work independently, set own priorities, recognize problems and follow up to ensure effective action is completed.
  • Excellent oral and written communication skills.
  • Experience and skill in using standard office software i.e. Microsoft Word, Excel
  • Skill in working collaboratively in a team-oriented environment, recognizing others’ expertise and collaborating on final outcomes.
  • Demonstrated ability to supervise and motivate professional and administrative support staff, including interviewing, selection, training, performance reviews and disciplinary action.

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 4000 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.

City of Hope is 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. #LI-LF

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