"REDCap Senior Program Manager"

Overview

The REDCap Senior Program Manager will oversee and manage the comprehensive REDCap program, including four REDCap systems maintained by the Yale Research Informatics Office. Two systems are located within the Yale New Haven Health System, and the other two at Yale University, encompassing both the standard and Part 11-validated system instances. The Senior Program Manager will provide technical leadership for the REDCap platforms, ensuring timely system upgrades, validation, and patches while maintaining compliance and optimal performance across all instances. This role demands extensive planning, organizing, staffing, and leadership across the entire program to ensure cohesive and efficient execution of all functions.

Key Responsibilities:

Strategic Leadership and Oversight:

Oversee end-to-end program operations, including roadmap development, capacity planning, governance, release management, and application lifecycle activities. Lead program planning, staffing, workload distribution, and prioritization to ensure timely delivery of enhancements, upgrades, integrations, and user-requested features. Ensure REDCap program alignment with organizational goals, institutional policies, HRPP requirements, security standards, and best practices. Develop, maintain, and optimize program policies, SOPs, SLAs, and ServiceNow workflows; establish standardized documentation and knowledge-based resources to enable efficiency and consistent decision-making across the administration team. Direct service, performance, and reliability monitoring across systems, escalating risks proactively and ensuring operational continuity.

Stakeholder Engagement and Communication:

Serve as the primary liaison between the REDCap operations and key stakeholders across Yale University and Yale New Haven Health System, including the Research Informatics Office, HRPP, Information Security, ISO/IT support, clinical departments and research teams. Facilitate communication between administrators, investigators, data managers, clinicians, and external partners to ensure regulatory compliance, system stability, and high-quality user experience. Lead stakeholder engagement initiatives, including the establishment and facilitation of a REDCap Steering Committee to guide system-wide priorities, governance decisions, and resource allocation.

Program Development and Improvement:

Identify and prioritize REDCap system enhancements, emerging needs, and cross-server harmonization opportunities in partnership with users, institutional leadership, and steering committee. Lead the development and optimization of workflows such as onboarding, project review standards, data integrations (e.g., Epic, Mosio), external modules, and change-control processes. Partner with ITS teams to coordinate system documentation, maintenance planning, audit readiness, and quality assurance activities, ensuring secure and reliable REDCap operations across all environments. Conduct ongoing evaluation of system performance, workload trends, audit findings, and user feedback to inform improvement strategies and operational refinements. Train and educate users to maximize self-service capabilities, enhancing system proficiency. Evaluate and implement cost recovery models to ensure sustainable operations. Oversee the consolidation and sunsetting of legacy REDCap platforms with minimal interruptions to users.

Supervision and Staff Development:

Supervise the Senior REDCap Administrator and broader REDCap administration team, ensuring clarity of responsibilities, technical consistency, and aligned communication practices. Lead hiring, onboarding, and professional development efforts. Foster a collaborative, inclusive team culture that promotes innovation, cross-training, problem solving, and consistency across all systems. Serve as acting Product Manager, provide user support, and perform administrative functions as needed across Yale’s multi-system REDCap program.

Reporting and Compliance:

Provide regular updates to the Director, senior leadership, and governance bodies regarding operational status, upgrade timelines, audit results, risks, resource needs, and program milestones. Ensure REDCap operations comply with all applicable institutional policies, federal regulations, and industry standards for secure research data systems involving high risk data. Oversee program documentation, reporting, and quality assurance processes to maintain high standards of compliance and performance.

Required Skills and Abilities

1. Demonstrated experience managing REDCap systems, with a strong understanding of REDCap functionality, user administration, and compliance considerations.
2. Leadership and Problem Solving: Proven ability to lead program planning, team development, and implementation aligned with organizational goals, analyze situations, identify problems, and develop effective solutions.
3. System Management: Proven proficiency in managing complex systems, ensuring operational efficiency, compliance, and overseeing system enhancements.
4. Regulatory Compliance: understanding regulatory requirements, including HIPAA, 21 CFR Part 11, and GDPR, and their implications on systems related to clinical research and data management.
5. Policy Development: Experience in creating and implementing policies, procedures, and standards to ensure operational efficiency and regulatory compliance. Stakeholder Engagement and Communication: Proven ability to engage and collaborate with diverse stakeholders, including departmental leaders, steering committee members, IT staff, Principal Investigators, faculty, researchers, and external consultants, using excellent verbal and written communication skills to develop and deliver programs that support institutional needs.

Preferred Skills and Abilities

1. Master’s degree in Public Health, Health Informatics, Data Science, or a related field preferred.
2. 5+ years of hands-on experience with REDCap.
3. At least 2 years serving as a REDCap administrator or in a similar leadership role managing REDCap projects.
4. Experience designing complex REDCap databases, managing user permissions, and supporting multi-site studies is highly desirable.
5. Familiarity with data security, compliance, and reporting standards (HIPAA, GDPR, etc.) is a plus.

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.