ADMINISTRATIVE DIRECTOR, SR.
Location: Boston Massachusetts
Description: Massachusetts General Hospital (GHC) is currently interviewing ADMINISTRATIVE DIRECTOR, SR. right now, this position will be placed in Massachusetts. Further informations about this position opportunity kindly see the descriptions. Job Description
GENERAL SUMMARY/ OVERVIEW STATEMENT:
Receiving general direction from the Chief of Cardiology and the Executive Director ! of Medicine, the Senior Administrative Director is responsible for the effective administration of the MGH Cardiology Division. This includes the effective operation of all clinical and research services across the Division. The incumbent will direct all financial and administrative operations for this large and complex Division consisting of 7 clinical sections, 5 outpatient practices, 4 clinical labs, 4 inpatient floors, and 6 research centers. The Senior Administrative Director is responsible for all MGPO, hospital and research functions, and serves as a critical interface with hospital leadership for interdepartmental issues.
Receiving general direction from the Senior Vice President and Managing Director of the Institute for Heart, Vascular and Stroke Care, the Senior Administrative Director will also assume a critical role in the MGH Heart Center and Institute assisting in the facilitation of interdisciplinary collaboration of cardiologists, cardiac surgeons,! cardiac anesthesiologists, cardiac nurses and cardiac radiolo! gists. The Senior Administrative Director provides representation for the Heart Center in all Institute related meetings and discussions, and participates in the Institute leadership team to oversee effective operations of the Center.
As Senior Administrative Director this person will work with physicians and other staff members to ensure a quality-based, custom-oriented flow of work. Drawing on a broad understanding of hospital and physician group practice policies and procedures, and displaying a high degree of initiative and independent judgment, the incumbent will closely collaborate with physician and departmental leadership to continually assess and direct a wide range of activities, including day-to-day management of operations, personnel, professional billing and finances, physician group practices, diagnostic and procedural laboratories, research programs, educational programs, facilities and systems, programmatic and project development and long range pla! nning. The incumbent oversees financial and operational management for all of the Division’s MGPO practices, clinical laboratories and research and educational activities, in all of their various locations. This position requires discretion and excellent judgment, exceptional organizational and communication skills, the ability to prioritize and complete a wide range of tasks and the experience needed to handle confidential information.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
The Senior Administrative Director directs the efforts of various clinical, administrative, and technical personnel to ensure a functional Division, balancing competing interests and strategically planning for opportunities at the Division, Institute and institution levels. Responsibilities include management of division operations, personnel, finances, research, education and training, professional billing, compliance, legal and regulatory issues, quality and safety issues, facili! ties and information systems, programmatic/strategic and project develo! pment, and long-range planning. While not directly engaged in all operations on a daily basis, the Sr. Administrative Director sets direction for and is ultimately responsible for each of the items below.
Operational
Assists Clinical Directors, Senior Vice President and Managing Director in establishing Institute policies and procedures.
Develops, implements, oversees and approves Institute and Center policies, procedures and systems and revises as necessary to maximize efficiency.
Resolves administrative questions/issues/problems; delegates resolution to managers where appropriate.
Serves as an administrative lead on care redesign initiatives both on the PHS and MGH/MGPO level for cardiac programs
Conducts staff and physician faculty meetings to disseminate information and solicit input from all staff members related to policies and procedures, operations, etc.
Initiates, plans, implements and oversees Division customer service initiatives.! Works with the Heart Center and Vascular Access Office to ensure consistency and quality of access.
Responsible for Division facilities and environmental issues. Oversees space allocation, renovation projects, etc. with Planning Office, Facilities Engineering and Information Resources as well as outside architects and contractors. Develops and implements programs to monitor preventive maintenance and service agreements on mission-critical equipment.
Responsible for the establishment and enforcement of fire and safety regulations for the Division, following established protocols, and ensuring compliance with JCAHO, OSHA, and Hospital guidelines.
Directs strategic planning for Division-wide Information Systems.
Monitors monthly service statistics and develops and implements strategies for improvement in utilization.
Assists in the provision of administrative leadership for the Heart Center to facilitate the operations of a cohesive Center and playing an i! nstrumental role in integrating these operations with the Managing Dire! ctor to align with the strategic vision of the Institute.
Participates in regular Institute leadership meetings representing the Heart Center. Works collaboratively with Institute leadership to facilitate programmatic changes and initiatives.
Develops and maintains an appropriate management structure with carefully selected individuals to accomplish all goals of the Division.
Assists the Chief in establishing Divisional policies and procedures. Evaluates, initiates and implements new procedures and associated systems to maximize efficiency. Serves as a critical resource for the resolution of administrative and financial issues. Provides careful management and administrative oversight to all other managers within the Division to ensure consistency and equity.
Participates in the negotiation and development of various contracts/professional services agreements related to the Division.
Works with the Chief and Executive Director to develop investment analys! is projections and to prepare offer/acceptance letters for recruitment and retention of professional staff. Oversees execution of associated appointment, visa, group-practice and third-party credentialing and enrollment applications and ensures that appropriate copies of these materials are maintained in an organized fashion within the Division.
Develops, implements and monitors customer service initiatives. Works with clinicians, practice and laboratory managers, staff and referral sources to ensure consistent and timely access to clinical services.
Assures that inventories of equipment and supplies are adequate and appropriately maintained.
Oversees departmental facilities environmental issues related to repairs, cleaning, directory, signage, etc.
Coordinates space allocation and renovation projects with the Planning Office, Facilities Engineering, Information Systems and other hospital departments, as appropriate, as well as with architects and contractor! s.
Ensures appropriate training of Divisional staff in fire and saf! ety regulations, following established protocols and ensuring compliance with JCAHO, OSHA, and hospital guidelines.
Oversees Divisional information systems in coordination with Partners Information Systems to arrange for troubleshooting, system access, etc. Serves as the custodian of any Division-owned software to ensure only authorized use and security.
Oversight of EPIC implementation across the Cardiology Division
Explores, evaluates and implements new technologies and develops required departmental information systems.
Serves as the Division’s administrative liaison to all other hospital services.
Represents the Division on institutional committees, as needed
Quality and Safety
Participates in development of and ensures compliance with the MGPO Quality and Safety goals in all clinical environments. Delegates practice-level compliance responsibility to managers.
With the Directors and Chief of Cardiology, develops and implements qua! lity programs. Responsible for clinical reviews of quality indicators. This work will be conducted in coordination with the Quality and Safety committee for the Institute for Heart, Vascular and Stroke Care.
Conducts regular Division audits to ensure compliance with internal standards as well as state and federal guidelines.
Participation in and compliance with MGPO compliance initiatives.
Responsible for the development and monitoring of Center indicators set forth to meet quality goals.
Fiscal
Develops and monitors the annual operating and capital budgets for all MGPO, GH and research funds within the Division and Heart Center. Monitors each cost center and fund and closely tracks operational performance and capital spending. Presents monthly Divisional financial performance information to the Chief, Executive Director of Medicine, senior staff and others as appropriate.
Continually reviews current spending and works with Division leadership t! eam to determine areas for cost savings and improved operational effici! ency.
Assists in the monitoring of all CBDC GH funds within the Cardiology Division and Heart Center (as appropriate).
Maintains approval process for financial transaction activities (payroll, travel requests, employee salary changes, journal entries, check requests, etc.).
Conceptualizes and performs a variety of financial analyses (e.g. for global/fixed fee development, physician recruitment, business/program development, etc.).
Assesses expense (rent, telephones, staffing, etc.) management issues; Performs comparative analyses; Develops and implements strategies for cost containment.
Ensures cash collection processes are implemented and maintained.
Reconciles monthly fund statements, coordinates with Accounts Payable, Research Finance, Payroll and other departments as needed for solution of errors or identification of charges.
Develops and maintains fiscal recordkeeping systems and develops monthly status reports of research, GH and MGPO funds! .
Regularly reviews financial statements with the Chief, the Associate Chief for Research, practice and laboratory directors, principal investigators and others as appropriate and develops recommendations and implementation measures for revenue maximization, cost containment, and resolution of financial overruns as appropriate. Is also responsible to work with the above parties to prevent, identify and resolve projected overruns and for resolving any deficits in a timely manner.
Works with the Executive Director to review all capital purchases.
Assigns expenditures to funds as necessary.
Develops appropriate mechanisms to monitor individual physician productivity and financial performance needed to implement physician compensation plans.
Supervises practice managers and grants managers in these activities as applicable.
Oversees and approves all financial transactional activities (payroll, purchase orders, travel requests, employee salary changes, jo! urnal entries, check requests, etc.)
Conceptualizes and performs a ! variety of analyses for the Division as well as the DOM under the leadership of the Chief, the Executive Director and the Senior Vice President. Prepares and presents necessary statistical reports, cost analyses, financial projections and budget justifications.
Directly oversees and manages activities of practice/office managers and professional billing practices. Assures the efficiency of the each unit’s front-end operations and financial procedures.
Assists in development of, and tracks and audits, recruitment and retention packages for the Chief.
Monitors the performance of the Division’s endowment funds and approves expenses in coordination with the Chief.
Strategic Planning
Business Development
Primary contact for new business ventures within the Cardiology Division.
Identifies, develops, implements and manages department’s new business initiatives.
Participates in and/or leads institutional business development.
Proactive! ly identifies clinical sub-services that attract patient interest and develops methodologies to communicate the department’s strengths.
Works with Partners Business Planning, MGH Marketing and MGH Network Development to perform market and competitive analyses, develop and implement marketing and outreach plans, and assists in the development of internal and external communication and copy materials.
Retention
Develops strategies with administrative and clinical leadership to ensure long-term physician recruitment and retention plans.
Space/Planning
Primary contact all space utilization issues.
Personnel/Supervisory Responsibilities
Recruit, train, supervise and ensure professional development of non-professional staff members (Administrative Directors, Administrative Managers, etc.) and acts as a resource for professional staff members.
Provides direct supervision to and is responsible for the conduct, operations, and results of t! he professional and non-professional staff.
Oversees the profession! al staff credentialing process and directly supervises the credentialing coordinator.
Coordinates with Human Resources and managers in the recruitment, interviewing, hiring, training, disciplining and discharge of all personnel.
Develops clear managerial roles within the Division for those with direct reporting relationships to the incumbent. Assigns and prioritizes tasks and workloads for each of these managers.
Works with the Executive Director to ensure appropriate staffing ratios and approved use of temporary/agency staff when necessary.
Evaluates and standardizes procedures and effectively troubleshoots and resolves issues as they arise. Ensures education of all staff about policy and procedural changes.
Reviews salary and wage issues, works with the Chief, Executive Director and Human Resources staff to evaluate performance, develop and implement compensation plans and undertake corrective action as necessary. Ensures that all performance evaluatio! ns are completed in a timely manner and in compliance with hospital and Divisional policies and procedures.
Serves as Divisional resource for issues related to professional and non-professional staff benefits.
Uses PeopleSoft Manager Self-Service system to approve and coordinate with Human Resources for approval of human resource changes for all employees.
Develops and obtains appropriate departmental, Human Resource, MGPO, research finance and other approvals, as appropriate, for non-professional staff personnel transactions.
Evaluates and standardizes procedures and effectively troubleshoots and resolves issues as they arise. Responsible for making managers aware of policy and procedure changes.
Develops and implements change management programs including efficiency and resource utilization projects.
Education and Training Responsibilities
Oversees fellowship program manager in all aspects of Divisional education programs.
Working! with Fellowship Directors, provides administrative oversight for the F! ellowship Training Programs. This includes the monitoring and updating of training affiliation agreements with other outside institutions as well as maintaining and fostering relationships with these institutions.
Ensures compliance with the requirements for ACGME accreditation, collection of required data in an ongoing fashion and preparation of necessary documents and records for periodic review.
Keeps current with institutional policy updates developed by the Executive Committee on Teaching and Education and communicates these changes to the trainees, as appropriate.
Oversees the financial management of training programs, including implementing and ensuring compliance with professional billing activities, as applicable
Works with Program directors to develop and oversee departmental training programs, ensuring compliances with RRC, PEC, etc. requirements.
Ensures that non-professional staff are in compliance with hospital and JCAHO policies with regar! ds to their initial orientation and training requirements.
Facilitates, coordinates, and encourages continuing education for management, clinical and administrative support staff.
Research Administrative Responsibilities
Maintains an inventory of all research activities being conducted throughout the Division.
Oversees development and monitoring of research project budgets in collaboration with Divisional research administrators and Principal Investigators.
Assures that Divisional research administrators and investigators are conversant with institutional research policies and procedures, including appropriate application for and maintenance of necessary IRB or IACUC approvals, protection of intellectual property and compliance with PHS and HMS policies on Conflict of Interest. Assures that changes in research policies and procedures are appropriately communicated to Divisional administrators, staff and Principal Investigators
Works with Ch! ief, Associate Chief for Research and Principal Investigators to identi! fy and support development of appropriate areas of research, including assistance with related recruitment and acquisition of required resources.
Reviews and approves all new basic, clinical and translational science projects and maintains d/base
Works collaboratively with Research Management and Compliance as necessary to ensure the appropriate fiduciary responsibility of the research enterprise for the Division.
Ensures the financial, operational, and personnel management related to department’s research programs.
Develops, implements, and manages a process for identification of research projects/funding, grant submission, and budget development.
Oversees research space issues including space allocation, density monitoring, renovation projects, etc.
Ensures all departmental labs are fully compliant with all applicable training, regulatory and institutional standards.
Compliance and Quality Assurance
In conjunction with the Chief! reviews all staff COI submissions
In conjunction with the Chief is responsible for the FPPE/OPPE process.
Reviews all consultancy agreements and coordinates accordingly with OGC, RVL and PCRO.
EDUCATION:
MBA, MPH or other comparable Master’s degree, with 5-10 years related experience. Excellent vision, negotiation, financial management, and analytical skills required.
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:
Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures.
Ability to provide support, direction and development to staff at all levels, including management and physician staff.
Effective financial and analytical skills, including budget development, grant and contract management.
Ability to make decisions quickly and independently.
Excellent interpersonal/communications skills and political savvy and discretion to address difficult or sensitive issues.
E! xceptional computer skills (including operating systems, word processin! g, database, electronic mail, Internet, and spreadsheets) required.
Effective leadership skills to initiate activities, direct and manage teams, professional and non-professional staff, etc.
Good command of English language, including medical and scientific terminology.
Able to handle sensitive and confidential issues.
WORKING CONDITIONS:
Normal office conditions. May be required to attend meetings outside of regularly scheduled hours.
SUPERVISORY RESPONSIBILITY:
Within the context of the Cardiology Division, direct reports include Finance Director, the Administrative Director for Clinical Operations, the Administrative Director for Research, the Director for IT, Nurse Directors and the Director for Revenue Cycle.
The Division encompasses approximately 100 faculty, 90 clinical and/or research fellows, and 370 non-physician staff (managers, NPs, PAs, RNs, technicians, administrative assistants).
FISCAL RESPO! NSIBILITY:
The Division’s budgets include annual budgets of $54M in GH cost centers, $45M in MGPO funds, and $30M in research (direct + indirect) funds and $20M in endowments.
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If you were eligible to this position, please email us your resume, with salary requirements and a resume to Massachusetts General Hospital (GHC).
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This position starts available on: Wed, 02 Oct 2013 09:52:16 GMT