Massachusetts General Hospital Hiring for Administrative Manager () at Boston, MA  Full Time

Receiving general direction from the Senior Administrative Director and the Chair of Urology, the Administrative Manager is responsible for 1) the operation of outpatient clinical practices in Newton and Waltham, 2) managing strategic initiatives and projects related to the Urology department, and 3) administrative support of Urology research. The Manager will directly manage ~20 clinical front line staff and work closely with providers working within the practice (~ 10 faculty, trainees, and advanced practice providers). The manager will also directly manage ~ 5 research staff and work closely with investigators, supporting their research administratively. Drawing on a broad understanding of Hospital practices and policies and displaying a high degree of initiative and independent judgment, the Administrative Manager will continually assess and direct a wide range of programmatic issues including personnel, operational and financial management, long-range planning and project development. This is an excellent position for someone interested in both clinical operations, research operations, and strategic projects, and is a strong stepping stone to advanced administrative roles in healthcare.

Human Resources

• Directly manages ~20 front line staff (Urology Technicians, Administrative Assistants, Nurses, Administrative Coordinators, etc.)
• Directly manages ~5 research staff
• Reviews salary and wage issues. Evaluates performance of personnel. Provides corrective action and addresses employee relations situations as necessary; Ensures that all performance evaluations are performed in a timely manner and in compliance with hospital expectations.
• Responsible for recruiting, onboarding, training and retaining outpatient clinical support team
• Manages schedules, time off requests, clinic coverage
• Approves payroll
• Develops team and fosters a culture of team building, and staff development
• Works closely with providers – listens to feedback, takes action related to practice issues, serves as a liaison in meetings
• Holds regular staff meetings
• Acts as authorized signer for hospital systems requiring security including information systems and security access.
• Develops and provides training and onboarding for staff

Facility Management

• Manages 2 clinical sites comprising 12 exam rooms and 5 procedure room
• Responsible for work requests, inventory management, and clinic aesthetics
• Responsible for Join Commission compliance
• Manages relationships with vendors and third-party contractors
• Manages incoming bills related to standalone PO based practice
• Creates purchase orders

Practice Operations

• Continually improves workflows for staff and providers by engaging in numerous process improvement initiatives. Current projects include: procedure room optimization, role group optimization (APP, RN, UT, admin), Decision Tree rebuilds, and direct from ED patient scheduling.
• Continually collaborates with the Decision Tree architects to ensure that appointment decision trees are designed correctly so that patients are scheduled with the correct providers. Brings in appropriate stakeholders when key clinical decision points need to be clarified in the decision tree.
• Holds process improvement and quality forums with staff and providers
• Manages and resolves patients complaints and issues surrounding patient access
• Revises ambulatory practice systems as necessary to maximize efficiency and meet hospital requirements
• Troubleshoots and resolves issues as they arise
• Informs staff of policy and procedural changes
• Identifies and evaluates the means for improving systems, costs and distribution of personnel
• Makes recommendations to Director and/or Department Chair for improvements and will be encouraged and expected to maintain active lines of communication towards continued growth and development of the center and its satellites, with a focus on high quality cost efficient care, patient satisfaction, financial stability, and value driven health care.

Department Operations

• In collaboration with the other Urology Administrative Manager, manages OR block EPIC assignments and releases, ensuring that blocks are released in a timely manner.
• Communicates open OR block time with the department.
• Collaborates with department leadership when block re-assignments need to be made.
• Manages physician call schedule in collaboration with department leadership across MGH and NWH, including QGenda management of the schedule, soliciting physician availability for upcoming call cycles, coordinating changes in the call schedule when needed.

Financial

• Supervises and supports the billing and collection efforts for services and effective purchasing practices.
• Collaborates with Senior Administrative Director on the preparation of yearly practice budgets
• Monitors monthly operating expenses of the clinical sites to ensure spending stays on budget. Researches budget overage where necessary and addresses as appropriate.
• Oversees capital equipment maintenance & lease agreements for procedure room equipment

Research

• Directly manages and onboards research staff
• Oversees and onboards research non-employees
• Manages post doc fellow exceptions, where needed
• Processes stipends for non-employees
• Visa Manager for the department, including clinical visas
• Proposal submission support including assisting investigator with administrative components of proposal, reviewing guidelines and budget, submitting to Research Management for their review and approval, and liaising between investigator and Research Managment
• Incoming grant processing
• Research fund financial oversight

Supervisory Responsibility

• Directly supervises 20 or more support staff.

Other

• Other duties as assigned.

• Must demonstrate strong leadership abilities.
• Strong communication and interpersonal skills.
• Ability to provide support, direction and development to staff.
• Effective analytical skills.
• Ability to make decisions quickly and independently.
• Knowledge of financial analysis.
• High level of trust and reliability.
• Strong sense of fairness in dealing with personnel at subordinate, peer and superior levels.

Education/Experience

• BS Required. Masters preferred.
• Minimum of 3 to 5 years directly related experience preferred.

EEO Statement

Massachusetts General Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.