Director of Operations at Albert Einstein College of Medicine

New York, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

05 Feb, 26

Salary

0.0

Posted On

08 Nov, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Yes

Skills

Financial Management, Budgeting, Grants Administration, Procurement, Human Resources, Project Management, Leadership, Communication, Analytical Skills, Strategic Planning, Team Management, Interpersonal Skills, Software Proficiency, Flexibility, Compliance, Operational Efficiency

Industry

Higher Education

Description

About Us The Director of Operations reports directly to the Chief Research Informatics Officer (CRIO) with matrixed reporting to the ICTR’s Executive Director. The director will serve as a senior strategic and operational leader overseeing financial management, human resources, grants administration, procurement, and operational coordination for Research Informatics (RI) at Albert Einstein College of Medicine, Montefiore Medical Center (MMC), and Monte Technology. This role is critical for seamless integration of informatics across institutions and execution of the research informatics mission to advance data-driven biomedical research and technological innovation. The Director will work closely with the CRIO, faculty leadership, administrative partners, and external collaborators to ensure financial health, operational efficiency, and compliance with institutional, sponsor, and regulatory requirements. They will oversee all day-to-day administrative operations, including budgeting, payroll, procurement, grant submissions, visa processing, and strategic planning for a multi-institutional team of over 20 staff. Key contacts and primary interfaces include Montefiore Technology, core directors and managers, all levels of management and leadership at Einstein and Montefiore, CTSA hubs across the nation, investigators and research teams involved in clinical and translational research at Einstein and Montefiore, and others as needed. POSITION RESPONSIBILITIES Financial Management and Budgeting Works with ICTR Executive Director to lead financial planning and oversight across Einstein, MMC and Monte Technology, ensuring financial targets and performance metrics are met. Independently forecast, monitor, and manage all accounts; track actual and projected expenditures for all entities. Prepare and manage annual budgets and financial reports aligned with each institution’s fiscal year, policies, and reporting formats. Oversee intercharge processes and manage fund allocations for personnel and operational expenses across sites. Provide financial management of institutional gift funds, including high-value purchases (e.g., $750,000 HPC infrastructure). Billing and Revenue Operations Manage weekly service billing in iLab, including crosswalk fund creation and PI/fund setup for Einstein and Monte investigators. Ensure timely and accurate invoicing and revenue capture for RI services. Payroll Administration and Effort Certification Approve payroll across Einstein (Kronos), MMC, and Monte Technology (UKG/Workday). Oversee effort certification processes across entities, including email-based certifications for Monte personnel on Einstein grants. Manage employee funding changes, EPAFs, and LRDs across all sites. Procurement and Resource Management Direct procurement of all supplies, services, and equipment across institutions, ensuring compliance with procurement policies and budget constraints. Oversee Epro purchasing, check requests, speaker honoraria payments, and order receipt workflows. Approve equipment needs and coordinate material and resource allocation. Travel and Expense Management Manage travel and expense submissions for the CRIO and RI team through Emburse, Monte Egencia, or other institutional systems. Oversee team travel approvals, registrations, conference arrangements, and reimbursements. Grants Administration Contribute to new grant proposal development, including informatics FTE estimates, budget justifications, and narrative support. Manage post-award activities for RI-led grants (e.g., Insight, Insight Enhancement, RECOVER), including DUA/DSA execution, fund setup, and spending oversight. Liaise with legal counsel and institutional offices for contract review and grant setup. Human Resources and Talent Management Lead recruitment, hiring, onboarding, promotion, termination, and performance review processes for all RI personnel. Partner with HR teams and external recruiters, including international agencies, to attract and retain top talent. Approve time-off requests in JIRA, manage company holiday schedules, and oversee compliance with institutional training requirements (e.g., CITI). Manage H-1B visa and green card tracking and filings in collaboration with HR and immigration counsel. Oversee salary adjustments and workforce planning in alignment with project and budgetary needs. Meetings, Communications and Leadership Engagement Coordinate and support RI and CRIO meetings, including scheduling, logistics, and catering. Participate in Daily Scrum of Scrums and agile team meetings to support adaptive project management. Represent RI at internal and external meetings, including ICTR administrative meetings, Insight collaborations, and faculty senate sessions. Communicate key updates and decisions to leadership and staff across sites. Project Management and Operational Coordination Oversee project timelines, deliverables, and resource allocation across cross-functional teams supporting health informatics initiatives. Maintain proactive communication with customers, ensuring alignment on goals, milestones, and expectations. Utilize project management platforms (e.g., Jira, WebCAMP) to track progress, manage risks, and triage issues. Ensure timely execution of project phases, escalate delays or blockers, and support resolution strategies to maintain momentum. QUALIFICATIONS Required: Bachelor’s degree in Business Administration, Finance, Public Health, or a related field. 5-7+ years of progressive operational leadership experience in a complex academic, healthcare, or research environment. Demonstrated expertise in financial management, budgeting, and multi-site operations. Strong knowledge of grants administration, procurement, and HR processes. Experience managing payroll and effort reporting across multiple systems (e.g., Kronos, UKG, Workday, Banner). Proven track record of leading cross-functional teams and driving organizational performance. Excellent interpersonal communication skills Proficient computer skills, including website content management, Internet research skills, digital technology, PowerPoint presentations and proficient in Microsoft Office Suite Flexibility and the ability to work well with all levels of faculty, managements and staff, as well as outside contacts Preferred, but not required: Master’s degree (MBA, MPA, MPH, or related field). Experience working within academic medical centers, research institutes, or multi-institutional collaborations. Familiarity with agile project management practices and Scrum methodologies. Knowledge of federal and foundation grant funding mechanisms and post-award requirements. Skills: Exceptional leadership and team management skills. Strong analytical, financial, and strategic planning abilities. Excellent written and verbal communication skills. Ability to navigate and integrate operations across multiple organizational structures. High level of discretion, judgment, and professionalism when handling sensitive matters. Proficiency with financial and administrative software platforms (e.g., iLab, Emburse, Epro, Insight, Banner, Workday, UKG). Additional Information In compliance with NYC's Pay Transparency Act, the annual base salary range for this position is listed below. Albert Einstein College of Medicine considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. Minimum Salary Range Maximum Salary Range USD $135,000.00/Yr.

Responsibilities

The Director of Operations will oversee financial management, human resources, grants administration, procurement, and operational coordination for Research Informatics. This role is essential for ensuring financial health and operational efficiency across multiple institutions.