Program Manager II - Executive Operations

Core Responsibilities

1. Strategic Portfolio Oversight & Execution

• Oversee execution across strategic initiatives spanning research, innovation, education, and clinical programs, ensuring projects progress on schedule
• Translate strategic priorities into structured, actionable plans with timelines and milestones, coordinating stakeholders and dependencies across functions
• Maintain portfolio-level visibility (dashboards, trackers, status reviews)
• Identify key dependencies, risks, bottlenecks, delays, and decision points early and drive resolution through coordination, escalation, and follow-through
• Ensure all projects have clear next actions, ownership, and deadlines, and maintain momentum across workstreams
• Actively intervene when workstreams stall or drift off timeline, working through stakeholders to re-establish progress
• Oversee and coordinate the development and dissemination of internal and external communications (e.g., newsletters, reports, outreach materials) to support divisional visibility among academic, clinical, and external partners, in collaboration with administrative staff and MGB communications/development offices
• Partner with a dedicated research operations manager responsible for day-to-day study execution, research staff oversight, and research infrastructure, focusing on alignment, prioritization, and integration with divisional priorities rather than direct management of research teams or infrastructure development

2. Information Synthesis & Decision Support

• Convert high-volume inputs into concise, decision-ready outputs
• Prepare pre-meeting briefs, including:
  • Objective of the meeting
  • Key decisions required
  • Risks and trade-offs
• Integrate information across strategic domains (research, innovation, education, clinical, administrative, etc.) to maintain a clear, up-to-date view of priorities, risks, bottlenecks, and decision points requiring executive attention
• Structure incoming information (email, documents, requests) into actionable workflows

3. Stakeholder Coordination & Execution

• Serve as a proxy for the division chief in selected internal meetings, facilitating coordination, capturing decisions, and ensuring follow-through, while escalating strategic or domain-specific issues as needed
• Align stakeholders across functions, teams, and external partners to ensure coordinated execution.
• Ensure execution by translating decisions into clear ownership, documenting decisions, tracking progress, and maintaining accountability to completion.
• Resolve operational issues independently; escalate only when necessary
• Support prioritization and delegation across teams

4. Executive Calendar Architecture

• Own and manage the executive calendar, including scheduling, coordination, and prioritization across stakeholders.
• Translate portfolio priorities into intentional time allocation, ensuring focus on the highest-impact work.
• Design and maintain a dynamic, forward-looking, priority-driven calendar aligned with evolving priorities and execution needs.
• Triage and gatekeep meeting requests based on portfolio impact and urgency

5. Operational Infrastructure & Workflow Design

• Build and maintain systems to support prioritization, decision-making, and follow-through, including:
  • Project and task tracking
  • Weekly review and prioritization cycles
  • Decision-making and accountability
  • Meeting preparation and follow-up
• Implement tools and processes that improve execution reliability and transparency
• Optimize workflows supporting executive priorities across domains (research, innovation, education, clinical, administration, leadership)
  
  Required Qualifications
• 5+ years in program management, consulting, operations, or chief-of-staff roles
• Demonstrated ability to manage complex, multi-stakeholder initiatives
• Strong analytical and synthesis skills (ability to distill complexity into decisions)
• Experience supporting senior leadership in academic medicine, healthcare, or similarly complex environments
• High level of discretion, judgment, and ownership
  
  Preferred Qualifications
• Familiarity with academic medical centers and research operations
• Experience with grant development, clinical program expansion, or multi-site initiatives
• Proficiency in designing and implementing task tracking, dashboarding, and workflow systems with project management tools (e.g., ClickUp, Asana, Airtable) and Microsoft ecosystem
  
  Core Competencies
  
• Execution discipline: drives workstreams from concept to completion
• Prioritization: allocates time and attention to highest-impact work
• Systems thinking: builds scalable workflows across domains
• Communication: concise, executive-level synthesis
• Judgment: distinguishes what to resolve independently vs escalate

Physical Requirements

• Standing Occasionally (3-33%)
• Walking Occasionally (3-33%)
• Sitting Constantly (67-100%)
• Lifting Occasionally (3-33%) 20lbs - 35lbs
• Carrying Occasionally (3-33%) 20lbs - 35lbs
• Pushing Rarely (Less than 2%)
• Pulling Rarely (Less than 2%)
• Climbing Rarely (Less than 2%)
• Balancing Occasionally (3-33%)
• Stooping Occasionally (3-33%)
• Kneeling Rarely (Less than 2%)
• Crouching Rarely (Less than 2%)
• Crawling Rarely (Less than 2%)
• Reaching Occasionally (3-33%)
• Gross Manipulation (Handling) Constantly (67-100%)
• Fine Manipulation (Fingering) Frequently (34-66%)
• Feeling Constantly (67-100%)
• Foot Use Rarely (Less than 2%)
• Vision - Far Constantly (67-100%)
• Vision - Near Constantly (67-100%)
• Talking Constantly (67-100%)
• Hearing Constantly (67-100%)