Head of Programme Management

In this role, the successful candidate is responsible for managing complex daily operations of a fast-paced, high-volume research enterprise. Serves as lead on research program operations overseeing the implementation and monitoring of divisional research projects. Assures timely, effective, and efficient processes and procedures are in place and works to continuously improve operations. In addition to program management responsibilities, this role directly handles the full lifecycle of departmental procurement, purchasing, and financial processing functions. Reports to the Assistant Director of Research Operations. This position supports a department of over 140 employees including leadership, PIs, Post Docs, managers, and research and administrative staff. This is a position requiring 5 days on-site during the 6-month probationary period, after which 1 day of remote work will be allowed. Program & Operations Management

Performs administrative and operational functions to ensure smooth operations for the research branch of the department. Serves as program manager providing direct managerial support including scheduling, calendar management, meeting setup, coordination, meeting minutes (as needed), and follow-up to the CBI Director and the Vice Chair of Innovation and Predictive Diagnostics. Serves as backup Program Manager for the Vice Chair of Research.

Serves as the principal liaison between professional and research staff, administration, and staff throughout the institution and outside institutions, as necessary, to accomplish objectives and/or complete projects or assignments. Oversees all aspects of preparation for the compilation of the annual CBI grant Progress report.

Assists with the recruitment of faculty and staff, including coordinating the logistics of visiting recruits, planning itineraries, scheduling seminars, and facilitating reimbursements. Leads program and event planning and implementation, managing the logistics of and coordinating content development for meetings, annual international conferences, workshops, education seminars, and other program-related events.

Manages complex administrative needs for the Center. Coordinates administrative support for the research division to ensure the completion of tasks, maintains and improves workflow and processes, and ensures that services are provided in an effective and efficient manner. Facilitates Center space/office planning ensures space maps are up to date.

summarizes and collates data from various sources.

Serves as point person in the department to all faculty, staff, and students for any research-related issues, problems, concerns, and questions, consulting the Assistant Director of Research Operations as needed.

Procurement & Order Management

Responsible for entering and submitting all order requests for the department, managing the full lifecycle of each order from initiation through delivery and invoice reconciliation on a daily basis. special request orders requiring vendor quotes and PeopleSoft-approved suppliers; software license, subscription, and service agreement requests via CLM; international wire requests; and one-time payment requests for non-employees, students, and contractors.

Manages the complete order process for each request: verifies account/fund/chartstring information; enters requisitions in PeopleSoft; and marks invoices as ‘Received’ in PeopleSoft to ensure timely vendor payment. Manages vendor onboarding through PaymentWorks when new suppliers are needed, including submitting invitations, tracking registration status, providing guidance to vendors, and coordinating with Sourcing/Supply Management throughout a process that can span weeks to months.

Submits Contract Lifecycle Management (CLM) intakes in PeopleSoft for software licenses, subscriptions, and service agreements requiring MCIT/legal review prior to requisition entry.

Processes capital equipment requests including benchmarking requirements and required forms, in compliance with departmental policies.

Reimbursement Processing

Processes all reimbursements for the Vice Chair Research related to department seminars and events, including domestic and international conference expenses, group meals, transportation, and other purchases.

Reviews all supporting documents and receipts; enters all line items (description, date, expense type, amount, location) with required supporting documents; Assists in the planning and coordination of annual conference events as needed.

Office & Facilities Management

Manages and supports day-to-day office needs including inventory management, replenishment of office and kitchen supplies, printer maintenance (paper stocking, toner replacement), and handling office issues and concerns.

Serves as primary contact for facilities-related issues; contacts building management, security, locksmith, and vendors as appropriate, and enters tickets in Maintenance Connection for issue resolution.

Welcomes, greets, and directs all visitors at the 660 site; manages incoming and outgoing mail; Serves as back for the Program Manager for the Vice Chair of Research.

Provides full coverage of Program Manager responsibilities when colleagues are out of office.

Supports and assists with department events and seminars, including coordinating logistics, ordering food, and setting up presentations.

Provides instructions and guidance on poster printing, business cards, FedEx domestic and international shipments, timecard questions, and PeopleSoft processes. Trains staff on administrative processes upon request.

To qualify you must have a Bachelor’s Degree in a related field. Minimum of 5 years of progressive, responsible administrative experience, or an equivalent combination of education and experience. Effective time management skills with the ability to work well under pressure while maintaining a professional and positive attitude. Excellent organizational skills with the ability to handle a variety of projects simultaneously and prioritize effectively while paying close attention to detail. Ability to interact effectively with all levels of management and communicate effectively with both internal and external stakeholders. Knowledge of standard office and financial software is essential, including proficiency with Microsoft Office and PeopleSoft or a comparable ERP/procurement system.

Masters degree preferred and/or ten (10) or more years of progressively responsible experience providing high-level executive and operational support within a complex academic medical center, healthcare, research, or similarly fast-paced environment. Demonstrated ability to independently manage complex calendars and competing priorities; serve as a trusted liaison across multiple stakeholder groups; Experience supporting large, matrixed organizations with responsibility for executive communications, special projects, operational workflow management, and cross-functional coordination is highly desirable. Experience with research administration and familiarity with enterprise systems such as PeopleSoft, procurement workflows, and academic medical center operations preferred.

The offerings include financial security benefits, a generous time-off program, employee resource groups for peer support, and a holistic employee wellness program focused on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. NYU Grossman School of Medicine is an equal opportunity employer and is committed to inclusion in all aspects of recruiting and employment. The salary range or contractual rate listed does not include bonuses, incentive, differential pay or other forms of compensation or benefits.