PTSP & Research Program Manager

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Overview

This full-time position combines two complementary program management roles within the Yale School of Medicine. Fifty percent of the position will support the Yale Physician Scientist Training Program (PSTP), which recruits and supports physicians pursuing careers that combine scientific investigation with patient care. The remaining 50% will support Dr. Shelli Farhadian's research program and sponsored projects in infectious diseases and translational research. This is a hybrid position requiring three days per week onsite initially. The hybrid schedule will be reevaluated after six months, at which time the position may require up to four days per week onsite.

The Program Manager will serve as a central administrative and operational partner across both programs. The position requires excellent organization, communication, judgment, and follow-through, as well as the ability to manage competing priorities and coordinate effectively with trainees, faculty, research staff, study participants, clinical partners, and institutional offices.

PSTP Program Manager Responsibilities

Program Operations and Coordination

• Manage the day-to-day administration of the PSTP.
• Maintain an annual calendar of recruitment, trainee, mentoring, educational, and community-building activities.
• Schedule meetings; prepare agendas, background materials, and minutes; track decisions and action items; and follow up to support timely completion.
• Serve as a central point of contact for PSTP trainees, faculty, residency and fellowship programs, departmental leaders, and external partners.
• Develop and maintain organized program files, rosters, standard operating procedures, templates, and shared resources.

Recruitment and Applicant Engagement

• Coordinate the annual PSTP recruitment cycle in close partnership with the PSTP Director, residency leadership, and participating subspecialty fellowship programs.
• Organize interview days, applicant communications, faculty schedules, information sessions, candidate engagement events, and return visits.
• Maintain accurate applicant records and track recruitment outcomes, including applicant yield and reasons candidates choose Yale or other programs.
• Help develop and update recruitment materials that highlight Yale's research environment, mentorship, training structure, and physician-scientist community.

Trainee Support and Program Community

• Coordinate onboarding and maintain regular communication with PSTP residents and fellows throughout training.
• Plan quarterly gatherings, an annual retreat, career development sessions, visiting speakers, and other community-building events.
• Support the longitudinal mentoring structure by coordinating faculty liaisons, mentorship meetings, and periodic reviews of trainee progress.
• Connect trainees with appropriate Yale offices, resources, and contacts while handling sensitive information with discretion.

Communications Outcomes and Financial Administration

• Develop and distribute a PSTP newsletter every six months highlighting trainee and alumni accomplishments, program activities, research opportunities, upcoming events, and relevant updates.
• Maintain accurate program website content.
• Maintain longitudinal data on applicants, trainees, and alumni, including recruitment, retention, mentorship, publications, grants, career development awards, time to independence, and faculty placement.
• Administer program surveys and prepare reports and briefing materials for annual review, program planning, benchmarking, and scholarly dissemination of program outcomes.
• Monitor PSTP funds and coordinate expenses in accordance with Yale policies.
• Coordinate with internal medicine residency leadership, subspecialty fellowships, department sections, the MD-PhD Program, the Janeway Society, and other Yale physician-scientist initiatives.

Research Program Manager Responsibilities

Research Operations and Project Management

• Manage day-to-day administrative and operational activities for the principal investigator's research program and sponsored projects.
• Coordinate regular research team meetings; prepare agendas and materials; document decisions and action items; and follow up with team members and collaborators.

Human Subjects and Regulatory Coordination

• Coordinate preparation, submission, and ongoing maintenance of human subjects research materials, including initial applications, amendments, continuing reviews, protocol deviations, and study closure documents.
• Maintain current regulatory files, study approvals, staff training documentation, delegation records, data use agreements, reliance agreements, and other required documentation.
• Coordinate with Yale regulatory, contracting, compliance, clinical research, and information security offices as needed.

Study Coordination Data and Biospecimen Operations

• Support participant recruitment and retention activities, including coordination with clinical and community partners, scheduling, study communications, and tracking enrollment progress.
• Maintain accurate study trackers, enrollment logs, data collection tools, and biospecimen inventories in collaboration with research staff.
• Monitor data completeness and follow up on missing documentation, outstanding study activities, or discrepancies.
• Ensure that research records and participant information are handled securely and confidentially.

Grant Financial and Reporting Support

• Assist with administrative components of grant applications, including timelines, required forms, supporting documents, subaward materials, and coordination with internal and external collaborators.
• Monitor grant and study budgets in partnership with departmental business offices.
• Maintain organized records of grant requirements, reporting dates, study outputs, publications, presentations, and other accomplishments.
• Support preparation of research presentations, manuscripts, tables, figures, and other program materials as needed.

Team and Administrative Support

• Coordinate onboarding and offboarding of research staff, students, trainees, and collaborators, including access, training, workspace, and required documentation.
• Maintain shared research files, contact lists, standard operating procedures, templates, and team resources.
• Assist with scheduling, travel, purchasing, reimbursements, visiting collaborators, and research events.
• Contribute to special projects and evolving research priorities under the direction of the principal investigator.

Required Skills and Abilities

1. At least two years of related experience in program coordination, academic administration, research administration, higher education, health care, or a comparable setting.

2. Excellent organizational and project management skills, with the ability to prioritize work, meet deadlines, and manage multiple concurrent activities with close attention to detail.

3. Strong written and verbal communication skills and the judgment to communicate professionally with trainees, faculty, senior leaders, research staff, study participants, and external partners.

4. Ability to work both independently and collaboratively, exercise initiative, solve problems, and follow projects through to completion. Ability to attend required in-person interviews, study activities, meetings, retreats, and occasional early morning or evening events with advance notice.

5. Proficiency with Microsoft Office or comparable productivity tools, including spreadsheets, shared calendars, presentation software, and virtual meeting platforms.

Preferred Skills and Abilities

1. Proven experience in an academic medical center, graduate medical education program, research program, or university setting.

2. Proven experience coordinating recruitment, interviews, events, newsletters, websites, budgets, grants, human subjects research, or longitudinal program data.

3. Familiarity with physician-scientist training, residency or fellowship education, clinical or translational research, or sponsored research administration.

4. Proven experience with Yale administrative or research systems is helpful but not required.

Principal Responsibilities

1. Oversees the advancement and growth of the program. Gives direction and leadership supporting the philosophy, mission, strategy, and annual goals and objectives. Assumes primary accountability for disseminating and publishing all program information to create public awareness and support of the program.
2. Plays a key role in strategic planning. Works closely with leadership, internal and external colleagues and community residents to develop new initiatives to support the strategic direction of the organization and implements long-term goals and objectives to achieve the successful outcome of the program.
3. Develops an annual budget and operating plan to support the program. Ensures program operates within approved budget. Monitors and approves all budgeted program expenditures. Manages all program and project funds according to established accounting policies and procedures.
4. Builds and maintains a program evaluation framework to assess the strengths of the program and to identify areas for improvement. Monitors the program activities on a regular basis and conducts an annual evaluation according to the program evaluation framework. Identifies and evaluates the risks associated with program activities and takes appropriate action to control the risks. Reports evaluation findings to appropriate stakeholders and recommends changes to enhance the program, as appropriate
5. Ensures that program activities operate within the policies and procedures of the organization and activities comply with all relevant legislation/regulatory requirements.
6. Identifies, solicits, and cultivates community partnerships and collaborations to assist in the development and growth of the program. Develops the metrics to identify and measure the success of the program. Responsible for measurements of grant success and related evaluation.
7. Identifies and evaluates potential future funding sources, and contributes to the submission of grants and contracts supporting the program, including the annual submission and writing of all content areas and budgetary sections of grant applications.
8. Develops the administrative infrastructure of the program. Manages human resource and administrative functions of the program, including staffing and hiring, supervision, performance development, counseling and discipline, if warranted. Oversees and manages information systems, facilities, and space needs.
9. Investigates, identifies, implements, and oversees the maintenance of systems to gather, track, and report information to support the initiatives of the program. Tracks all program activities and regularly informs leadership of progress on each initiative. Recommends structural or programmatic adjustments, changes or additions based on full knowledge of missions, goals, and objectives.
10. Initiates, designs, and manages the compilation of program communications; identifying outreach potential, and promoting philanthropic and collaborative support of the program. Contributes to the development and assists in the management of content on the program’s website and monitors all changes and additions to the editorial content.
11. Performs other duties as assigned.

Required Education and Experience

Bachelor’s degree in a related field. Six years of related experience or an equivalent combination of education and experience.

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Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

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