Admin Coordinator - Contract Review (Remote Options)

McLean Hospital is a comprehensive psychiatric hospital committed to providing easy access to superior quality, cost-effective mental health services in the Boston area, Massachusetts and beyond. Since 1811, McLean Hospital has been a world leader in the treatment of mental illness and chemical dependency, research into the cause of mental illness and the training of generations of mental health care providers. McLean's multidisciplinary programs treat a broad range of psychiatric illnesses across the full continuum of care.

Mental Health Services Evaluation Department (MHSED)–MHSED manages services evaluation and outcomes data reporting for quality improvement for McLean Hospital; and via McLean eBASIS, provides copyrighted outcome measurement tools and services to external mental health care facilities and researchers.

Administrator Coordinater– business and project management for eBASIS business operations and planning, billing & financial management, and coordination with eBASIS customers (hospitals, mental health care facilities, researchers).

• Develop project plans and oversee all project activities on a day-to-day basis to ensure projects progress on schedule. Responsible for implementation, planning, and execution;
• Coordinate all aspects of project and serve as a liaison between end users, leadership team, and internal and external resources
• Manage technology and implementation plans with other divisions and project areas;
• Hold regular status meetings with project team;
• Estimate project skill requirements and work with department managers to identify appropriate resources
• Deliver engaging, informative, and well-organized presentations; Communicate difficult/sensitive information tactfully;
• Management of the Grant proposal forecast by working with departments and Research Management to review balanced workloads

• Approves all research travel reimbursement requests according to institutional and Partners policies; educate research community and serve as a resource

• Research focused strategic planning involved in data collection, analytics and implementation

• Processes Massachusetts Controlled Substance applications for all research investigators and monitors records to ensure compliance with Department of Public Health and Drug Enforcement Agency regulations and Partners policies

• Serves as primary administrator to Sr. Director of Research Administration, including: payroll, scheduling appointments, telephone coverage and screening, and has signing authority for contracts

• Manage office operations, initiates and maintains office policies and procedures, and recommends initiatives to provide increased office efficiency and effectiveness including web editor, database manager

• Has signatory authority for various requisitions, purchase orders, check requests, and other documents within the scope of hospital policy

• Serves as the Research Administration event support and projects for all research happenings including trainings

Personnel

• Responsible for visa applications for research staff in accordance with hospital and US Department of State policies

• Mentor and educate research administrative staff with Partners wide and institutional policies and processes while fostering collaboration and encourage communication across departments and labs

• Administrator for all HealthStream trainings assigned to research staff

• Manages the recruitment activities in coordination with Research Concentration Director including onboarding of residents
• Responsible for tracking and managing all faculty and residents involved in the Research Concentration program for RCP activities, website, and general residency curriculum.
• Liases with MGH/McLean Alumni Office and MGH Development Office to track RCP activities and accomplishments of alumni
• Responsible for creating standard operating procedures (SOP) and communicating to all RCP ensuring faculty and residents follow internal policies and timelines

Other duties

• Develop, modify, maintain license and service agreements for eBASIS clients, new products and vendors with MHSE Director and legal counsel.
• Manage finances, billing, revenue, reconciliation, expenses, budget planning
• Develop business plan for customer expansion and revenue growth, review pricing and propose changes if needed in fees or structure.
• Coordinate and present to customers/new clients via webinars/live zoom presentations. Update eBASIS materials as needed.
• Coordinate project meetings with consultants and vendors. Monitor project due dates for timely completion.
• Maintain and supervise all copyright and trademark status and filings
• Assist MHSE dept and Director as needed, includes McLean QI projects, customer support, development and testing eBASIS products and upgrades.
• All McLean team members are expected to consistently demonstrate our values of integrity, compassion, respect, diversity, teamwork, excellence and innovation in their work activities and interactions.

Bachelor's Degree required; Master's degree preferred; Prior experience in related project/business management preferred.

• High level of computer literacy
• Excellent oral and written communication skills and customer service ability
• Excellent time management/organizational skills
• Ability to work independently and think critically.
• Ability to understand financial and mental health related data preferred.
• Ability to work as part of a team.
• All employees must possess basic computer skills to use a variety of electronic or online systems for communication, clinical and administrative purposes. (Required)

It is the policy of McLean Hospital to affirmatively provide equal opportunity to all qualified applicants for employment and existing employees without regard to their race, religion, color, national origin, sex, age, ancestry, protected veteran status, disability, sexual orientation, gender identity or expression, pregnancy or a condition related to pregnancy including, but not limited to, lactation or the need to express breast milk for a nursing child, or any other basis that would be in violation of any applicable law or regulation.