What are the responsibilities and job description for the Administrative Manager, Pulmonary and Critical Care Medicine, Hybrid position at Brigham & Women's Physicians Organization?
Education
Bachelor's Degree Finance required or Bachelor's Degree Accounting required or Bachelor's Degree Business Administration required or Bachelor's Degree Related Field of Study required
Can this role accept experience in lieu of a degree?
No
Experience
Experience in financial or grants management 5-7 years required and Experience in research finance or healthcare finance 2-3 years preferred and Experience with grant management and financial compliance in a research or hospital setting 2-3 years preferred
Knowledge, Skills and Abilities
- Strong financial analysis and budgeting skills.
- Knowledge of grant management and regulatory compliance.
- Proficiency in financial software and systems.
- Excellent leadership and team management capabilities.
- Strong communication and problem-solving skills.
Principal Duties and Responsibilities
Program Management and Fiscal Strategy (55%)
* Acts as an intermediary for a subset of the division's Professional Services Agreement (PSA) contracts with other hospitals or healthcare entities, working with their clinical sites and other contacts and the division's leadership team. Works collaboratively with staff members to accomplish divisional goals and objectives.
* Serves as a critical member of the division to oversee and monitor administrative aspects of provider schedules and activity at clinic sites which could include creating new processes or updating existing ones.
* Under the leadership of the Division Chief and PCCM director, monitors the ongoing management of the division's clinical services, FTE calculation and confirmation, discuss and resolve administrative issues that arise, and directs the planning of improvement in existing clinical services.
* Generates and monitors monthly, quarterly, and ad hoc reports, to capture a variety of data to assist with the management and oversight of the division (e.g., by provider and clinic site) and provide insights through analysis of data.
* Interacts extensively with the director and finance manager to assess administrative and financial needs of Division. Partners to develop and monitor individual provider P&Ls and overall division P&Ls. Makes recommendations for revision of policies and procedures to meet changing needs of Division.
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* Responsible for the preparation and completion of highly sensitive and confidential projects as requested by the director.
* Serves as the primary contact for the management of the daily operations of the division's offices. Responsibilities include facility management and office purchasing, maintenance and repair for the PCCM offices. Working with the PCCM director, negotiates, and approves contracts and service agreements with outside vendors.
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* Supports director in preparing annual departmental budgets, makes recommendations for cost savings and helps prepare faculty P&Ls and reconcile faculty discretionary funds.
* Manage projects as needed for the division
Personnel Management (20%)
* Oversees the day-to-day performance of administrative support staff to ensure optimum performance.
* Serves as the primary resource for administrative support staff and conducts staff meetings to keep employees informed.
* Builds and maintains ongoing working relationships with administrative support staff, as well as physicians and APPs, to facilitate positive staff morale and support provider productivity.
* Maintains full knowledge of all key components of administrative staff functions including use of EPIC and other processes needed to oversee administrative support staff work.
* Manages payroll and reviews time off requests and monitors attendance.
* Assigns and prioritizes administrative support staff's workloads, cross-coverage, etc. to ensure that appropriate staffing and phone coverage needs are met.
* Participates in the hiring, training, support, and, if necessary, corrective action of administrative staff support.
* Coordinates the on-boarding and training of new staff.
* Assesses employee performance, completing timely employee evaluations and providing counseling and guidance regarding performance, attendance, etc.
* Arbitrates conflicts that emerge between administrative support staff and clinical providers and/or other staff members.
- Responsible for the creation of and updating the PCCM Division Administrative Manual, a tool for the training of all administrative personnel in Division-wide policies in order to ensure that cost-effective measures are implemented across the Division; responsible for routine review of the division's web pages.
- Oversees preparation of all administrative changes through PeopleSoft system as well as timekeeping using UKG Dimensions. Notifies supervisors of annual performance evaluation deadlines and ensures appropriate paperwork is completed.
Administrative Duties (25%)
* Oversees, and when necessary, assists with, calendar management and meeting coordination for physicians and division leadership as requested.
* Follows HIPAA guidelines for the management of patient privacy and confidentiality.
* Triages and manages phone calls, messages, and emails, utilizing courteous customer services skill.
* Maintains flexibility regarding workload and the needs of the division.
* Provides cross coverage as needed.
- Manages routine and required trainings/actions related to clinical care and employment (e.g., annual training (HealthStream), vaccination requirements, license, fit testing) and regularly updates outstanding items to the division director.
- Serves as a superuser for systems used by the division including but not limited to: Workday, UKG Dimensions, Insight, Teams, and Amion. Authorized keygiver for Partners/MGB computer systems access for faculty, fellows, administrative staff, and research trainees; manage the division's email distribution lists, and the division's organizational/contact lists.
* Acts as a super user for scheduling, on-call, Teams, and other systems. Provides training and assistance to existing and new administrative support staff.
* Reviews and approves some of the Division financial expenditures (petty cash, employee reimbursements, check requests, special pays, etc.)
Performs other duties as assigned or requested.
Qualifications:
Bachelor's degree required. Minimum of three years in a progressively responsible role in hospital administration or healthcare management. Supervisory experience required. Demonstrates an ability to handle the overall management of a complex operation and to meet deadlines
Skills/Abilities/Competencies Required:
Excellent verbal and written skills to communicate with physicians, administrators,
employees and patients.
Excellent organizational and analytical skills; comprehensive understanding of hospital and group policies and procedures. Ability to set priorities and meet deadlines and to make independent decisions. Ability to work well in a fast-paced environment, under pressure, and handle multiple tasks with follow-through. Ability to interact well with others, to include patients, physicians and co-workers. Strong analytical, spreadsheet, database experience and knowledge with ability to quickly learn new programs as necessary. Strong interpersonal skills, ability to handle sensitive human resource issues and supervise a diverse staff in handling these matters. Ability to work independently, displays excellent judgement and maintains confidentiality.
Working Conditions:
Fast-paced office environment with time-sensitive deadlines. Normal office conditions. May be required to attend meetings outside of regularly scheduled hours. Hybrid schedule, expected to be on-site 3-4 days per week.
Supervisory Responsibility:
Responsible for day-to-day oversight of the Division's Administrative Support Staff (~6 FTE's)
Brigham and Women's Physicians Organization, Inc. is an Equal Opportunity 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.
Brigham and Women's Physicians Organization/Harvard Medical School is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.
