Office Manager of Research

Job Summary:

Plans, directs, and coordinates the administrative and operational activities of the Research Office to ensure efficient support of research programs, investigators, and sponsored projects. Oversees office operations, personnel, purchasing, facilities, and administrative processes while ensuring compliance with institutional policies, federal and state regulations, and sponsor requirements. Serves as a liaison among faculty, researchers, administrators, finance, human resources, compliance offices, and external funding agencies to facilitate research administration and operational excellence. Identifies opportunities for process improvement, implements best practices, and provides leadership to support the strategic goals of the research enterprise.

Key Accountabilities: 

1. Efficient management of daily Research Office operations.
2. Timely processing of administrative, financial, and personnel transactions.
3. Accuracy and compliance of research administration records and documentation.
4. Effective supervision, training, and performance management of administrative staff.
5. Timely support for grant administration and sponsored research activities.
6. Customer satisfaction of faculty, investigators, staff, and external partners.
7. Implementation of operational improvements that increase efficiency and service quality.
8. Compliance with institutional, sponsor, and regulatory requirements.
9. Achievement of departmental strategic and operational objectives.

Essential Duties:

1. Manage and oversee the daily administrative and operational functions of the Research Office, ensuring efficient support of clinical research activities and departmental objectives
2. Coordinate administrative support for research programs, sponsored projects, grants, and contracts while ensuring compliance with institutional and sponsor requirements
3. Develop, implement, and continuously improve office policies, procedures, workflows, and operational processes to enhance efficiency, productivity, and customer service
4. Coordinate human resources activities for research personnel, including recruitment, onboarding, orientation, personnel actions, performance documentation, and offboarding in collaboration with Human Resources.
5. Prepare reports, analyze operational and financial data, maintain records, and support strategic planning initiatives.
6. Serve as the primary administrative liaison among investigators, clinical research staff, institutional departments, Human Resources, Finance, Compliance, Information Technology, sponsors, vendors, and external collaborators
7. Administer payroll and timekeeping functions for research personnel, including monitoring time entry, approving vacation and sick leave, maintaining leave of absence (LOA) documentation, and ensuring compliance using Paycom or other institutional systems.
8. Coordinate onboarding and institutional clearance requirements for research fellows, clinical observers, and visiting scholars, including operating room, clinic, and hospital access in accordance with institutional policies.
9. Administer the student volunteer program by coordinating onboarding requirements with Human Resources, Compliance, and Information Technology, including completion of volunteer documentation, software user agreements, and required training.
10. Coordinate administrative support for international visiting scholars and observer programs, including required compliance documentation, appointment processing, and communication with the Thomas Jefferson Office of International Affairs (OIA). Maintain records of appointment dates, arrivals, departures, and required institutional documentation.
11. Coordinate the annual Summer Student Research Program, including application updates, applicant tracking, program logistics, participant onboarding, and monitoring program capacity.
12. Coordinate departmental meetings, calendars, space utilization, purchasing, supplies, equipment, and other administrative functions necessary to support research operations.
13. Perform other duties and special projects as assigned

Minimum Qualifications:

1. Bachelor's degree in Business Administration, Healthcare Administration, Public Administration, Research Administration, or a related field.
2. One(1) to three (3) years of progressively responsible office management, administrative, or research support experience, including, personnel coordination, and project administration. At least one (1) year of supervisory or lead experience preferred.
3. Knowledge of office management principles, administrative procedures, budgeting, records management, customer service, and standard business software. Familiarity with research administration processes, confidentiality requirements, and applicable institutional policies.
4. Strong organizational, communication, interpersonal, and problem-solving skills. Ability to prioritize multiple projects, supervise administrative staff, maintain confidentiality, analyze information, prepare reports, manage budgets, and use Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Ability to work independently and collaboratively

Salary Range: 

$75,000.00/yr - $90,000.00/yr

Our Commitment to Employees: 

Come work at Rothman Orthopaedics! Our employees are our single greatest asset, as such, we strive to provide a professional, nurturing environment where every member of our team can make a meaningful difference in the lives of others. This commitment to our employees has earned us the distinction as a Top Workplace in Philadelphia by the Philadelphia Inquirer year after year. Our employees enjoy competitive pay, comprehensive health and dental benefits, tuition reimbursement, paid time off, and retirement savings plans.

 Rothman Orthopaedics is an Equal Opportunity employer committed to providing opportunities to all qualified applicants without regards to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law. We value developing an inclusive and equitable environment that strengthens our organization and allows us to better attract and retain a diverse workforce that is representative of our patients and our community. We model our values by creating and enacting practices that encourage participation from all backgrounds, perspectives, and experiences. 

COVID-19 Policy:

As a condition of employment at Rothman Orthopaedics, it is required you receive the COVID-19 vaccination. Rothman Orthopaedics is an Equal Opportunity Employer and requests for reasonable accommodations will be considered.