Positions at the MGH Center for Women’s Mental Health

We are actively seeking applicants with a start date of June or July 2024.

Center Manager/Executive Assistant

The Massachusetts General Hospital Ammon-Pinizzotto Center for Women’s Mental Health (CWMH) provides clinical consultation and research regarding the course and treatment of psychiatric disorders during pregnancy and the postpartum period. The Center also treats women with premenstrual dysphoric disorder and menopause related mood and anxiety disorders. For more information about the clinical and research program, please visit our website at http://www.womensmentalhealth.org.

Reporting to and supporting the director, the Center Manager works with independence to manage the logistics and administration of a continually expanding clinical and research program. The position requires tremendous attention to detail and organization, substantial flexibility to meet challenges as they arise, and the ability to conduct internal and external communications in a highly professional manner. The Center Manager is the first point of contact for many who communicate with the Center and its Director; this individual must be professional, enthusiastic, accountable, and a cohesive influence within the Center.

Responsibilities include, but are not limited to:

  1. Support to the Director (55%)
    1. Serves as principal administrative contact and liaison for internal and external constituencies including Departmental leadership, major industry collaborators, donors, scientific collaborators and colleagues, faculty, patients, and medical students.
    2. Liaises with MGH Development as Director is the Head of Development for the Department of Psychiatry.
    3. Supports the ongoing activity of the Philanthropy Education Unit within the MGH Clinical Research Program for which the director of the Ammon-Pinizzotto Center for Women’s Mental Health serves a leadership role.
    4. Manages a complex calendar and coordinates all meetings and conference calls.
    5. Reviews calendar and activities with the Director daily.
    6. Maintains CV, financial disclosures, NIH Biosketch, and NIH Other Support documents for Director and Assistant Director.
    7. Submits and tracks employee reimbursements and invoices for consulting agreements.
    8. Manages and negotiates sophisticated domestic and international travel arrangements including detailed agenda, complex expense reporting and reconciling travel with personal expenses for the Director.
    9. Performs comprehensive, routine administrative and clerical duties as needed.
    10. Performs patient scheduling responsibilities and coordinates medication refills and prior authorizations for 20-30 of the Director’s clinical patients.
      1. Liaises between patients, referring physicians, pharmacies, and insurance companies.
      2. Assists Outpatient Psychiatry in managing Director’s clinic schedule and patient contact.
  1. Office Management (25%)
    1. Develops, implements, and administers Center office systems and procedures; manages in-office and electronic filing systems, office equipment, special mail and fax distributions, space allocation, etc.
    2. Serves as a resource for patients and staff:
      1. Triage phone calls and handle all situations accordingly. Position requires sensitive handling of patient and clinician calls and other communication from senior administrators in the Department of Psychiatry.
      2. Provide timely information/instructions to patients and/or staff regarding hospital procedures.
    3. Manages vendor agreements, submit purchase orders, and process check requests and faculty travel reimbursements.
    4. Performs invoicing and monthly budget reconciliations.
    5. Keeps current on MGB policies and compliance issues.
    6. Tracks and updates Principal Investigators’ medical licenses, INDs, DEAs, and certifications.
    7. Leads event coordination for a group of 30+ individuals.
      1. Orders food and services, creates reservations, acts as a point person for vendor(s), manages and tracks payments.
  1. Personnel Responsibilities (20%)
    1. Acts as unit timekeeper and performs weekly payroll responsibilities.
    2. Creates and maintains office schedule to ensure faculty have private office space as needed.
    3. Maintains master calendar of staff time-off requests and holidays.
    4. Serves as a resource for new and departing faculty and staff.
      1. Supports the Center’s Director of Training with queries, interviews, onboarding, and training for research fellows and residents.
      2. Leads the recruitment and hiring process for program and research staff and non-employee; liaison with MGH Human Resources & Non-Employment Office.
      3. Supports the appointment process for clinical staff, liaison with Department of Psychiatry.
      4. Oversees offboarding activities and creates offboarding schedule.

Skills/Abilities/Competencies Required:

  • Thrive in a busy work environment that requires coordination of multiple activities and the judgment and flexibility to reprioritize to accommodate emergency requests
  • Function independently and work with only general direction from the director
  • Make independent and effective decisions
  • Excellent judgment and analytical skills to identify problems and develop solutions effectively
  • Independently prioritize tasks and set deadlines
  • Excellent organizational and time management skills
  • Excellent interpersonal skills
  • Ability to work well as a member of a team
  • Handle sensitive and confidential issues

Currently, our group is made up of seven research coordinators, a program manager, biostatistician, psychologist, and eleven psychiatrists. Three of our faculty are principal investigators. The research team works closely with the study principal investigators and meets once a week as a group to review study progress and once a week to review clinical cases.

This is a full-time salaried position with a 9:00-5:30 workday and a ½ hour unpaid lunch. Our Center is in the Simches Research Building in a combined administrative and clinical space and all work is conducted on-site.

Note: Candidates would be expected to relocate to the Boston area for critical in-person job functions. Pending changes to the current remote work policy, job activities are expected to remain a hybrid of in-person and remote work. Currently, the hybrid model is four days on-site and one day remote.

Qualifications:

Bachelor’s degree required. Three or more previous years of administrative experience required.

We are actively seeking applicants with a start date of June or July 2024.

Program Description:
The Center for Women’s Mental Health is a clinical and research program within the Department of Psychiatry at Massachusetts General Hospital. Our Program is dedicated to the evaluation and treatment of psychiatric disorders associated with female reproductive function. The Center provides a range of clinical services to women which include: consultation regarding the use of psychiatric medications during pregnancy; treatment for postpartum mood and anxiety disorders; treatment for premenstrual syndrome; and treatment of menopause related mood and anxiety symptoms, sleep disorders, and hot flashes. The goal of our research division is to examine a wide range of questions which affect the lives of women with psychiatric conditions. Our research projects mirror the span of our center’s clinical expertise. For more information about the clinical and research program, please visit our website: www.womensmentalhealth.org.

Responsibilities:
Reporting to, and working closely with, our Program Manager and Principal Investigators, the Project Manager will be responsible for project management of the National Pregnancy Registry for Psychiatric Medications, the largest prospective study of the reproductive safety of antidepressants, atypical antipsychotics, psychostimulants, and other classes of psychiatric medications. The project team consists of three full-time clinical research coordinators, two or more undergraduate interns, the program manager, and study investigators.

Research
– Oversee regulatory compliance with IRB, FDA, and sponsor guidelines
– Oversee adverse event and serious adverse event monitoring per protocol and inaccordance with MGH research policies
– Assist with the preparation and timely communication of progress reporting and deliverablesto study sponsors
– Invoice current study sponsors and assist with contract renewals
– Perform outreach to new study sponsors and assist with establishing contracts
– Prepare protocol documents and project budgets for sub-analyses and ancillary studies
– Oversee database management and regulatory binders
– Responsible for quality control of a prospective pharmacovigilance study
– Develop and operationalize a QA/QC plan for cleaning and maintenance of a largeREDCap database
– Develop and operationalize process and performance improvement projects forexisting database
– Perform data quality audits on a regular basis to improve reliability of database
– Create REDCap reports and perform data extraction for relevant analyses
– Perform data cleaning and descriptive analyses
– Coordinate data analysis with staff biostatistician
– Supervise the preparation and submission of poster presentations and manuscripts
– Prepare and review methods and analytic plans
– Prepare study abstracts and posters for conferences
– Review and prepare manuscripts for submission
– Manage ongoing data collection of a prospective pharmacovigilance study
– Manage the screening and enrollment of research patients
– Conduct study visits and manage electronic deployment of surveys
– Perform data collection and entry
– Develop marketing strategies and oversee new and existing recruitment initiatives
– Present and participate in regular meetings with operations and clinical research teams
– Coordinate logistics for meetings and conferences
– Prepare relevant meeting materials, including agendas, presentations, and minutes

Personnel Management
– Provide day-to-day research supervision of study’s clinical research coordinators
– Act as a key point of contact for project staff to provide direction and guidance regarding day-to-day issues and activities
– Oversee orientation and training for the project’s clinical research coordinators and research/interns

Web Administrator
– Primary support person for Editor-in-Chief of womensmentalhealth.org
– Develop and post new website content
– Track, compile, and analyze web site usage data
– Manage and develop content for social media channels

Work Environment:
Currently, our group is made up of seven research coordinators, a program manager, biostatistician, psychologist, and eleven psychiatrists. Three of our faculty are principal investigators, including the Director. The research coordinators and program team work closely with the study principal investigators and meet twice weekly as a group to review study progress. The group meets once a week for two hours to review clinical cases and ongoing research progress. This is a full-time hourly position with a 9:00- 5:30 workday and a ½ hour unpaid lunch. Our Program is located in the Simches Research Building in a combined administrative and clinical space.

Qualifications:
We are looking for candidates who possess at least a bachelor’s degree and 3 years research and data management experience. Experience with REDCap databases and regulatory/IRB submissions is preferred. This full-time position is ideal for someone with previous experience as a clinical research coordinator or research assistant who is interested in further developing skills in data and research project management, with future ambitions of pursuing graduate studies in statistics, epidemiology, or health sciences. A two-year commitment is strongly preferred.

Skills:
•Strong organizational skills and attention to detail; love of data and improvement projects
•Ability to prioritize and resolve critical issues efficiently and effectively
•Ability to effectively present ideas, information and roadblocks
•Ability to work independently and self-manage; ability to lead and coordinate others
•High degree of initiative and enthusiasm for learning new concepts and working with newtools and sources of information
•Data cleaning skills with either R, Stata, or SAS, and prior experience working withstatisticians is advantageous

We have filled the CRC positions for 2024. If you are interested in being considered for next year (start date of June 2025), please submit your resume and cover letter in December 2024/January 2025. 


Spring/Summer 2024 Start

Responsibilities:

The research coordinators in our Program are each assigned 1-2 active research projects and are responsible for the implementation of those projects under the guidance of the principal investigator(s) and the supervision of the senior research coordinator.

The research coordinators are primarily responsible for the following research activities:

  • Conducting research visits with study patients and study clinicians.
  • Managing the recruitment, screening and enrollment of research patients.
  • Administering psychiatric assessments.
  • Phlebotomy and specimen preparation (a phlebotomy course is offered at MGH).
  • Data collection and entry, and database management.
  • Preparation and submission of research protocols to the IRB.
  • Ensuring compliance with the Partners IRB and other federal and institutional guidelines.
  • Periodic special projects, such as a grant submission or a journal article submission.

Skills:

  • Critical thinking skills and ability to independently resolve problems.
  • Careful attention to details.
  • Time management and ability to prioritize.
  • Written and verbal communication skills.
  • Microsoft Office and general computer literacy.
  • Data management and analysis knowledge is advantageous, though not required.

Qualifications:

We are looking for candidates who possess a bachelor’s degree. At least one year of research experience, paid or un-paid, is preferred but not required. Annual compensation for this full-time position will start at $45,000 per year, and benefits are available. Candidates who can start in May or early June of 2024 are preferred. A two-year commitment is strongly preferred.

Work Environment:

Currently, our group is made up of seven research coordinators, a program manager, program coordinator, biostatistician, psychologist, and eleven psychiatrists. Three of our faculty are principal investigators, including the Director. The research coordinators and program team work closely with the study principal investigators and meet twice weekly as a group to review study progress. The group meets once a week for two hours to review clinical cases and ongoing research progress. This is a full-time hourly position with a 9:00-5:30 workday and a ½ hour unpaid lunch. Our Program is located in the Simches Research Building in a combined administrative and clinical space.

Note: Relocation to Boston is required for this position.

Academic year 2024-2025

We expect we will resume recruitment in late fall 2024. Please submit your resume at that time if you remain interested in the internship. 

Responsibilities:

The intern will support the research coordinators in the conduct of their clinical studies and other research projects.

Responsibilities may include:

  • Coordinating subject contacts and following up on outstanding forms, survey responses, and biological samples.
  • Assisting with outreach to a cohort of active research subjects.
  • Editing Center website content.
  • Data entry for clinical research subjects.
  • Organizing and assembling recruitment mailings to research subjects and providers.

Details:

Experience with Excel is preferred. Hours and workdays are relatively flexible based on applicant’s scheduling needs, but must fall between Monday through Friday 9 AM to 5:30 PM. We ask our interns commit to working 12-15 hours each week. Given the large investment of time that goes into training our interns, we have a strong preference for students who can commit to working with us for multiple semesters. This is an unpaid position.

Work Environment:

Currently, our group is made up of seven research coordinators, a program manager, program coordinator, biostatistician, psychologist, and eleven psychiatrists. Three of our faculty are principal investigators, including the Director. The research team works closely with the study principal investigators and meet weekly as a group to review study progress. Our Program is located in the Simches Research Building in a combined administrative and clinical space.

The Center for Women’s Mental Health is a clinical and research program within the Department of Psychiatry at MGH. Our Center is dedicated to the evaluation and treatment of psychiatric disorders associated with female reproductive function. The Program provides a range of clinical services to women, including: consultation regarding the use of psychiatric medications during pregnancy; treatment for postpartum mood and anxiety disorders; treatment for premenstrual syndrome; and treatment of menopause-related mood and anxiety symptoms, sleep disorders, and hot flashes. Our research examines a wide range of questions which affect the lives of women with these conditions.

Please complete an interest form and attach your resume and cover letter as one PDF.