Deputy Director, ORAA – Clinical Research Admin Team
Posting Number: #1335
Position Title: Deputy Director, ORAA – Clinical Research Admin Team
Closing Date: Until Filled
Location: Oakland, CA
The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.
The Deputy Director of the Office of Research and Agreement Administration (ORAA) provides leadership, guidance, and continuing support for third party agreements and management of the expansive portfolio of epidemiological research, and clinical research administration projects and programs of the Public Health Institute (PHI). The Deputy Director will provide expertise in facilitating, negotiating, and working with agreements in the Clinical Research Administration team. The team supports multi-party agreements for research, agreements for multi-sited activities, and non-monetary agreements such as memoranda of understanding for collaborations, data use agreements, material transfer agreements, business associate agreements, and confidentiality agreements.
The Deputy Director will support the Director of ORAA who leads the Clinical Research Administration team and contribute to leadership in the integration administrative systems, management, and support of ORAA staff, and facilitation among programs of the adoption of new systems, updates, and refinements of processes and procedures.
With advice and counsel of the Office of the Chief Legal Counsel (OCLC), this position is regularly called upon to make independent management decisions necessary to negotiate monetary agreements and non-monetary agreements, and also, with the co-directors of ORAA, to establish limits of discretion and schedules of possible variation in agreement terms and conditions. This position collaborates with the co-directors to affect integration of new operations supporting PHI’s dynamic research portfolio. The position also works with Principal Investigators/Program Directors, staff, as well as representatives of research organizations involved in epidemiological research, public health interventions, research administration, and other public health endeavors of the Public Health Institute. This position is a remote working position.
Pay: $111,568 to $141,342 per year. The typical hiring range for this position is $111,568 to $141,342 based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, and experience.
Essential Duties & Responsibilities
- Manage multiple contracts administrators on the Clinical Research Admin team and may manage other team members when needed.
- Assist co-directors of ORAA in management of the ORAA staff who support PHI programs engaged in active research and public health interventions that depend on agreement administration and other services by Central PHI.
- Partner with staff of PHI programs to ensure the conformance of programs with legal requirements, regulations, compliance, terms and conditions of prime awards, and the advice and counsel of OCLC.
- Serve as the leader for staff who report to this Deputy Director and/or within supervisory responsibilities; represent the ORAA department in internal meetings on behalf of co-directors as needed.
- Collaborate with ORAA co-directors to recruit, hire and train new team members. Coach and mentor staff for professional development and to perform with best practices related to their work.
- Collaborate with other Departments on the creation of training materials with regard to the subject matter as well as internal policies and procedures and provide ongoing training.
- Draft template agreements and manage clauses for review by OCLC, and train team members on the use of templates and clauses to support successful execution of the agreement.
- Ensure ORAA team members support programs with effectiveness and efficiency, facilitating the adherence of PHI programs to government policies in the terms and conditions, including but not limited to funder guidelines, rules and standards.
- Assist ORAA co-directors in developing metrics, workflows, and strategies that support the administration of agreement requests extending to high volume program needs in a timely manner.
- Support the Director of ORAA – Research Admin Team in other duties as required.
Subject Matter Expertise
- Provide subject matter expertise to Principal Investigators and program staff on escalated matters, questions, and process related to research administration and agreement administration.
- Maintain subject matter expertise in the areas of applicable regulations, terms and conditions, non-monetary agreements, as well as subaward and subcontract administration and monitoring.
- Support the success of the Chief Science and Research Officer’s agenda by implementing optimal, current, responsible research administration strategies and procedures.
- Command expertise in various types of research agreements (including non-monetary agreements), and indirect cost waivers.
- Communicate and execute key policies and procedures of sponsored research and agreement administration and monitoring.
- Work directly with Principal Investigators/Program Directors to keep them apprised of status, strategies, and solutions to challenges that arise during the negotiation of terms and conditions in any non-monetary or monetary agreements.
- Participate on interdepartmental management team meetings, representing the ORAA co-directors as needed. For new programs and projects, and/or such programs and projects new to PHI, participate in transition team working groups and committees to support successful and timely completion of deliverables and project outcomes.
Contract Drafting & Administration
- Support the negotiation by Programs of agreements with outside parties and surface issues to ORAA co-directors and OCLC that arise during the agreement administration processes and require advice and counsel.
- Prepare, draft and/or execute agreements with outside parties (including a mixed portfolio of clinical trial agreements, subawards, subcontracts, subgrants, consultant and other vendor agreements, as well as MSA and various non-monetary agreements related to the work of PHI programs.
- Work with ORAA co-directors to execute on strategies of ongoing improvement of the ORAA systems and work on continuous improvements across internal processes for agreement tracking and administration.
- Identify efficiencies for the management of complex data systems for agreement administration data; collaborate with colleagues to resolve data discrepancy issues.
- Assist ORAA co-directors to ensure coordination and smooth transactions and transitions with other Central Departments, field requests for information and clarification of policies and procedures.
- Work with colleagues in ORAA and in other Central Departments to resolve challenges that have cross departmental impact.
- Create and generate reports/dashboards to reflect the work and impact of staff’s support of Program.
- Perform other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
- At least seven years of related experience in an academic, nonprofit or research setting in a role supporting research or contract administration, demonstrating excellent written and verbal communication skills and knowledge of federal, state, or local government grant and contract regulations of funding for sponsored research.
- Experience on or working in or with the negotiating, contracting, agreements, and/or research administration functions of an organization such as a Sponsored Projects Office of a research university or a Contract Research Organization that supports a large portfolio of health-related programs and projects.
- Experience working in or with clinical trial related agreements, human subjects research related agreements, data use agreements, material transfer agreement, business associate agreements, confidentiality agreements, and other nonmonetary research administration related agreements.
- Experience implementing procurement policies and conducting procurement.
- Experience in providing technical and project management in setting priorities, directing setting for cross-functional teams, and meeting project timeline goals.
- Experience with budget development and management.
- Bachelor’s degree is required, or substitute with 4 additional years of related experience.
- CITI IRB Certification (current or willing to renew).
Other Required Qualifications
- Advanced knowledge and understanding of specific contracting requirements including knowledge of pertinent federal and non-profit sponsor regulations including OMB Circulars, Agency Grants Policy Statements, Federal Acquisition Regulation, patent and copyright law, and cost-accounting standards.
- A strong commitment to providing professional, timely, and courteous service to the PI/PD community.
- Ability to negotiate with industry pharma sponsors.
- Ability to effectively manage multiple priorities in a fast paced, deadline-driven environment.
- Proven staff management and project administration skills.
- Advanced written, verbal, and interpersonal communications.
- Advanced ability to manage relationships and communicate with broad and diverse constituencies with advanced customer service skills.
- Demonstrated ability to communicate and interact effectively with others in all types of situations.
- Excellent ability to use independent judgment and strategic thinking skills in identifying and resolving complex problems and operational conflicts or concerns.
- Strong leadership skills and experience with managing, mentoring, and development of staff.
- Excellent writing and presentation skills using Microsoft Office Suite platforms.
- Working knowledge of CRM systems, including but not limited to Salesforce and Conga.
- Identify, test, and implement ways to increase efficiencies in CRM systems.
- Strong organizational skills and the ability to multi-task and meet tight deadlines.
- Advanced listening, political acumen skills, problem recognition and resolution skills.
- Ability to be a liaison between ORAA and the programs.
- Ability to work independently as well as a part of a team.
- Excellent computer skills in Microsoft Word, Excel, and PowerPoint.
- CRA, LLB, JD, or a Master’s in Public Administration, Business Administration or related field is preferred.
FAIR LABOR STANDARDS ACT (FLSA) STATUS
This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.
PHI WORKFORCE MANDATORY COVID-19 VACCINATION POLICY
Per the PHI Workforce Mandatory COVID-19 Vaccination Policy, it is a condition of employment for all domestic based employees to be fully vaccinated for COVID-19, unless they are granted a reasonable accommodation under applicable law.
New hires need to provide proof of full vaccination prior to their start date or apply for an exemption/accommodation within three business days after their start date. Depending on the circumstances, new hires who do not comply with this Policy, or who cannot be reasonably accommodated, will either have their employment suspended or terminated. Candidates who are non-compliant will have their offers rescinded.
The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.
For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser: http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf
The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at Recruitment@phi.org.
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We’re so pleased the Public Health Institute is an organization you would like to work with. Do you have questions about this opportunity? If so, email our recruitment team at Recruitment@phi.org.