How to Manage and Develop New Research Administrators

Transcription

1 How to Manage and Develop New Research Administrators Allisson Dugan Research Administrative Director Beth Israel Deaconess Medical Center

2 Learning Objectives At the end of this season you should be able to: Determine the qualities to look for when recruiting and interviewing for a new Research Administrator (RA) Implement training and mentoring plans for the development of new talent Tips on how to provide career ladder growth and how to maintain talent

3 Recruitment Process What kind of background are you looking for? Examples of relevant experience: Financial analysts Accountants Administrative Assistants/Associates Other science/healthcare background

4 Internal Talent Utilizing internal talent can be a great resource Beth Israel Deaconess Medical Center (BIDMC) implemented an internal pipeline program that is going on it s 9 th cohort Application and interview process 7 weeks of courses Placement into positions as they become available Currently about 40% of Research Administration staff are pipeline graduates

5 External recruiting Important to have a comprehensive job description What to look for in resumes? Relevant experience keywords include grant management, financial analysis, administrative tasks, etc Skills proficient in excel, strong accounting and analysis skills Research some knowledge of the research world, federal regulations, non-profit/foundations, healthcare, higher education or science is a plus

6 Interview Process Important to ask behavioral interview questions Examples: Give me an example of a time when you provided excellent customer service Describe an occasion when you decided to involve others in making a decision What steps would you follow to successfully handle an irate client Looking for answers that show excellent customer service, ability to manage difficult situations and ever changing regulations

7 Making the decision Factors for making the final choice: Experience level Overall feeling after interview Personality fit amongst colleagues as well as with PIs What career goals the candidate has

8 Preparing for a First Day Make sure workstation/office space is set up Order any necessary supplies in advance Welcome team lunch for first week Schedule tour of facilities Introductions to key staff

9 Creating a Training Plan List topics to be covered via training Helpful to tap senior staff to assist with training Identify team members who may have expertise in certain areas Populate checklist with potential trainers Have new employee reach out to trainers directly, to introduce themselves and schedule training times Check in on training progress, daily, weekly, monthly

10 Identifying a Mentor(s) Having a dedicated mentor allows new RA to have someone to go to for guidance and answers Look for someone that may be looking to move into a supervisory role It is possible to have more than one mentor for different aspects of the role Mentors should be enthusiastic and also have availability to dedicate to new RA

11 Plan It is important to check in on training progress over the first 3 months Weekly meetings are effective in allowing a new RA to bring questions and learn what can wait and what needs to be addressed immediately Reference training plan during check-ins to make sure all topics are being covered Recognize milestones and good work with praise

12 Evaluating Progress 6 Month informal review is helpful to check in Should see a drop off in daily questions Can you guide the RA to finding answers, opposed to giving the answers? ask What do you think?

13 Becoming Independent It takes a year! Annual review is important to give feedback and evaluate progress with the RA Empower RA to make their own decisions

14 Next Steps Encourage RA to attend professional development conferences Regular check-ins to discuss career ladder Establish goals and define opportunities for advancement Engage in projects or tasks outside of regular RA work

15 Questions