Interested candidates should send resume and letter of interest to Kathy Hudson, Kathy.email@example.com
The People-Centered Research Foundation (PCRF) is a young non-profit organization dedicated to accelerating health research that faster, more economical, and more relevant to patients and their caregivers. PCRF supports and coordinates the biomedical research of a large and complex national network including health care delivery systems, academic medical centers, health plan payors, and patient groups joined in a mission to improve health and health care. PCRF is seeking a COO who will report to the CEO and be responsible for helping build and nurture this transformative research enterprise.
Duties and Responsibilities
Management and Operations
- Develop and implement appropriate operations management policies, procedures, and systems.
- Secure and manage office systems and vendors including contract management, contact management, human resources, employee benefits, accounting, and IT.
Oversee and monitor PCRF corporate insurances to ensure proper coverage based on
- Monitor foreseeable security risks and maintain emergency and security plans, including emergency preparedness and strategies for maintaining operations.
Budget and finance
- Lead efforts to formulate PCRF’s annual operating budget. Assist the CEO in presenting the proposed budget to the Treasurer and Finance Committee of the Board of Directors to secure approval.
- Monitor PCRF’s actual financial performance on an ongoing basis, identify and anticipate budget variances, and ensure that the CEO and senior staff are informed regarding budgetary issues and concerns.
- Prepare financial analyses and make recommendations to the CEO regarding strategies to meet PCRF’s short and long-term financial goals and achieve financial sustainability.
- Coordinate and supervise the work of an external CFO/accounting firm in financial reporting and analysis, record-keeping, and preparation of annual tax returns.
- Develop, implement, and oversee an appropriate system of policies, internal controls, accounting standards, and procedures.
- Make recommendations to the CEO regarding the financial management/accounting functions to be outsourced vs. performed in-house.
- Secure an auditing firm and coordinate the preparation of annual audit.
- Serve as primary liaison to the PCRF Treasurer and the Finance and Audit Committees of the Board of Directors.
- Work closely with business development and science programs to secure and manage financial partnerships and cultivate new funding sources.
- Work with the VP for Research to develop and monitor PCRF’s project budgets and multi-year financial forecasts and ensure that grant spending is within budget. Ensure that staff members properly code expenses to the appropriate grants and contracts.
- Work with other finance team members to prepare monthly budget-to-actual reports on grant and contract spending.
- Prepare financial reports to funders; prepares budget modifications as necessary.
Develop procedures, systems, policies, tools and templates for
awarding contracts to the universities, companies, and non-profit organizations that are members of the research network.
- Work with the VP for Research and other staff to monitor deliverables on contracts and payments to the network.
- Work with our current funder, the Patient Centered Outcome Research Institute (PCORI), to develop and monitor project statements and associated payments.
- Lead efforts to secure appropriate certification to receive grant and contract funding from diverse sources including directing efforts to secure a federal negotiated indirect cost rate.
- Work with senior business development staff and the VP of Research to negotiate contractual terms and execute funding agreements with diverse sources including government, industry, and foundations.
- Assist in evaluating grant and contract opportunities from a financial lens before a decision is made to apply for funding.
Human Resources/Organizational Development
- Work with the existing external HR company to supervise and oversee human resource functions including recruitment, hiring, onboarding, compensation, and benefits administration and oversight.
- Establish personnel policies and procedures and ensure that the organization’s personnel policy manual is current and accessible to all staff.
- Lead the evaluation, selection, and implementation of an effort reporting system.
- Oversee the establishment and management of an Internship program to recruit, mentor, and evaluate interns.
- Oversee development of annual work plans for staff tied to performance measures.
- Serve as primary contact for employee concerns and provide guidance to managers related to personnel management.
- Establish and oversee ongoing individual professional and team development for staff.
- Coordinate and supervise the work of the current IT vendor and make recommendations to the CEO regarding the IT functions to be outsourced vs. performed in-house.
- Establish and ensure compliance with information security policies and procedures.
- Collaborate with senior staff to identify organizational IT needs and make recommendations to the CEO regarding IT strategies and investments.
- Oversee the acquisition, maintenance and disposition of IT devices and software.
Facilities and office services
- Manage relationship with sublandlord, landlord, property manager, and other building personnel for office.
- Oversee daily operations of office, including reception, supplies, security, building management and similar.
Travel and logistics services
Manage and direct travel policies and procedures to ensure compliance and smooth and
- Ensure all travel invoices, credit card payments, etc. are reconciled in a timely and accurate manner as per PCRF policy.
- In carrying out assignments and responsibilities, the COO is expected to demonstrate exceptional professionalism, management, problem-solving and planning skills; prioritize a diverse and ever-changing individual and organizational workload; handle sensitive information discreetly and maintain confidentiality; serve as a positive example and mentor to staff of all levels; and possess a strong work ethic, a sense of humor and the ability to demonstrate creativity and resilience in the face of challenges.
- Master’s in business administration, public administration, or related field is preferred.
- Track record of success in high-performing organizations and roles, experience with a start-up is a plus. Proven track record of success facilitating progressive organizational change and development within a growing organization.
- Minimum eight years’ experience in operations management.
- Broad accounting/finance experience required, preferably in a biomedical research or healthcare setting.
- Experience establishing and overseeing contracts management systems.
- Easily adaptable; comfortable with change and can switch gears easily.
- Excellent judgment and creative problem-solving skills including negotiation and conflict resolution skills.
- Superior management skills; ability to build a team, influence and engage direct and indirect reports and peers.