What are the responsibilities and job description for the Project Manager position at CIRM?

Job Description

Salary : Background

The California Institute for Regenerative Medicine (CIRM) is the states Stem Cell Agency. We were created by the voters of California when they approved Proposition 71 in 2004, and renewed when Proposition 14 was approved in 2020, providing $5.5 billion to invest in stem cell and gene therapy research in California. CIRMs mission is to accelerate world class science to deliver transformative regenerative medicine treatments in an equitable manner to a diverse California and world.

To meet this challenge, our team of highly trained and experienced professionals actively partners with both academia and industry in a hands-on, entrepreneurial environment to fast-track the development of todays most promising stem cell and regenerative medicine technologies.

CIRM is the worlds largest institution dedicated to helping people by bringing the promise of regenerative medicine closer to reality.

General Statement

The mission of the CIRM Science team is to attract and advance the most promising basic research in stem cell biology, genomics, and areas related to regenerative medicine and gene therapy, to support workforce development in regenerative medicine, and to promote integration and sharing of knowledge and resources to enhance the broader impact of CIRMs investments.

The Project Manager will report to the Director and will be responsible for administrative and project management tasks including coordinating, managing, and implementing critical processes that support the teams operations. The Project Manager must be able to work independently and exercise sound judgment. The Project Manager liaises with other CIRM team members across information technology, data coordinaton, financial services, grants management, communications, and legal counsel as well as with science officers to coordinate activities.

Job Functions

Manage the day-to-day team calendars and project management boards (Monday.com).
Lead and perform project management activities to assist the team in achieving group goals and enhancing overall team performance utilizing state of the art project management systems and tools.
Organize and implement all activities related to the planning and execution of internal and external meetings, including collaboration with CIRM science officers and other CIRM teams such as legal and finance, and with external stakeholders.
Support panels, working groups and steering committees as needed, including coordinating meeting schedules, planning, maintaining records, tracking conflicts of interest, and coordinating team resources.
Draft agendas and notes from meetings, circulating them to all constituents, and depositing all relevant documents in the appropriate repository.
Perform team coordination and assistance in writing the group Standard Operating Procedures (SOPs) and working with the team on the implementation and continued compliance and follow up to those SOPs.
Support the Director in managing and improving internal data bases, team meeting highlights, and follow up action items, generating reports, PowerPoint presentations, documents, portfolio analysis, and data management collection and assembly.
Work closely with the Director and the team, organizing, and maintaining calendar, travel plans, conference registrations, as well as the teams official records.
Assist in the generation and collection of materials related to team goals and annual budget preparation.
Support team in managing the program announcement requests including FAQ preparation and publication, webinar planning and execution, and maintaining a tracking system for consulation requests with the team.
Coordinate with cross-functional groups at CIRM to develop detailed project plans and timelines (Monday.com) to monitor and track progress of different projects and / or initiatives.
Provide project management support for new and amended concept proposals and development / implementation of the ensuing programs.
Triage informational inquiries from external collaborators and potential applicants, and scheduling consultations as necessary.
Foster a team culture of accountability by setting agendas, directing collaborative and efficient discussions, and establishing agreement on a clear path to success.
Contribute to the sustainability of project management processes, tools, and systems.
Support the team in program-specific conference planning.
Develop and implement continuous improvement and optimization initiatives across the department.

Coordinate Department Activities and Communication

Contribute to the overall portfolio of grants success by coordinating flow of materials / information to grants management officers, directors, information technology team, and science officers as appropriate.

Collaborate and frequently communicate with other CIRM teams to harmonize procedures and resource allocation as needed.

Participate in the Grants Management System development process to ensure proper design and implementation of new web-based applications, forms, and user interfaces.

Develop, track, and reconcile budget for the teams activities.

Assist the team members in travel, meeting registration, and scientific article purchases.

Coordinate with Business Services to ensure efficient negotiation and execution of new or extended contracts.

Harmonize with the CIRM Mission

Demonstrate by their words and actions commitment to CIRMs mission.

Collaborate with CIRM team members to generate efficiencies, enhance productivity, and develop competencies.

Commit to team decisions by supporting and working to achieve team objectives.

Supervision Received

The Project Manager reports to the Director.

Qualifications

Bachelors degree in the Sciences, Business Administration, or closely related field or education can be substituted per year for experience in related fields.

Preferred Masters degree in the Sciences, Business Administration, or equivalent experience in related fields.

Experience in the following fields

Three years of experience in a Project Management or administrative role.

Preferred relevant experience in biotech and life sciences industry.

Preferred experience assembling published documents.

Preferred Project Management Professional (PMP) certification or equivalent formal project management certification.

Preferred experience with Customer Relationship Management (CRM) systems.

Desirable Skills and Abilities

Effective communication, coordinating project tasks and project lifecycles, coordinating schedules, managing timelines.

Critical thinking and problem solving as well as risk management.

Skilled in verbal and written communication.

Effective organizational, planning and project management abilities.

Strong analytical skills to organize and analyze data, and generate project summaries.

Ability to function independently and handle multiple, simultaneous projects.

Ability to implement change in a positive, forward- thinking manner.

Excellent time management skills.

Ability to logically organize details.

Proactive attitude.

Anticipates needs of those assisted.

Ability to schedule large, multi-stakeholder meetings.

Proficient and strong literacy in common computer applications including internet research, Microsoft Office (Work, Excel, PowerPoint, Adobe Pro) and email are essential; demonstrated proficiency with state-of-the-art project management software and tools is a key requirement for this position. Proficiency in Monday.com is a plus.

Working Conditions

Hybrid environment, required to work two days (currently Tuesdays and Wednesdays) in the South San Francisco office and three days remotely. In-person attendance of organizational meetings and board, subcommittee, and working group meetings as required.

Prolonged periods of sitting at a desk and working on a computer.

Must be willing to work in a high-rise building.

Ability to operate standard office equipment.

Be available to work outside of normal business hours.

Salary Range

This position is expected to pay$112,270 - $132,000 which fits within the full salary range of $115,638 - $149,587 for the Project Manager job classification. It is uncommon for an individual to be offered a salary close to the upper end of the full range for a position. Salary for this position will reflect the final candidates qualifications, experience, skills, knowledge, relevant education, and certifications, in addition to being aligned with the internal leadership peer group.

Required Application Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job :

Cover Letter (ineligible without cover letter)

Resume / CV

For any inquiries about the position sent tojobs@cirm.ca.gov, the e-mail should have the position title on the subject line.

Contact Information

Kathie Raftery

Email -jobs@cirm.ca.gov

Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled.You may direct additional

questions regarding Reasonable Accommodations or Equal Employment Opportunity (EEO) for this position to CIRMs EEO Office.

EEO Officer : Denise DAngel

Email : jobs@cirm.ca.gov

California Relay Service : 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf and is reachable only from phones equipped with a TTY Device.

Equal Opportunity Employer

The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

It is an objective of the State of California to achieve a drug-free workplace. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.

Benefits

Information on benefits afforded by membership in the California Public Employees Retirement System can be found on the California Department of Human Resources (CalHR) Salary and Benefits website.

All hires at CIRM are Exempt from civil service and considered Excluded for the purposes of collective bargaining.

Salary : $112,270 - $132,000

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