Sr. Administrative Director, AMC Division of General/GI Surgery & Colon/Rectal Surgery

Job Summary

The AMC Senior Administrative Director serves as the lead administrator of the Divisions of General/ GI Surgery and Colon and Rectal Surgery across Mass General Brigham's Academic Medical Centers (AMCs): Massachusetts General Hospital (MGH) and Brigham and Women's Hospital (BWH). The Senior Administrative Director will facilitate and contribute to the multi-year process to integrate what has been four premier Divisions, consistent with the vision and direction of the Mass General Brigham (MGB), while also ensuring the successful day-to-day functioning of the clinical, education, research, and community-serving activities.

Reporting to the Chiefs of the MGB Divisions of General/GI Surgery and Colon and Rectal Surgery and the Vice President of the AMC Department of Surgery, this person will function as the administrative leader for all matters related to strategy, clinical operations, finance and budget, human resources, credentialing and staffing, research administration, space allocation, education and training, and general administration. The MGB Divisions of General/GI Surgery and Colon and Rectal Surgery have approximately 218 individuals including 38 physicians, 46 APPs, trainees, research faculty and approximately 105 other administrative or non-clinical staff.

The AMC Senior Administrative Director will also serve as one of the principal architects of a unified Divisions of General/GI Surgery and Colon and Rectal Surgery across the AMCs. In doing so, the Senior Administrative Director will work with the Chiefs of General/GI Surgery and Colon and Rectal Surgery to develop and execute a plan to horizontally integrate most activities and structures that are presently distinct across the institutions. This will require not only strategic acumen and interpersonal sensitivity during a time of significant change but also the development of a strong, integrated administrative leadership team that can simultaneously support the day-to-day operations of a large division with broadly distributed people and assets. The AMC Senior Administrative Director is responsible for leading and implementing a strategic vision delivering improved patient access, programmatic growth, and high satisfaction for patient experience.

Across the AMCs, the Divisions of General/GI Surgery and Colon and Rectal Surgery currently perform approximately 28,000 outpatient clinical visits and 6,500 surgical cases yearly. The division offers the full spectrum of surgical care and a long tradition of innovation and clinical excellence.

Responsibilities

Leadership:

• In partnership with the Division Chief, the AMC Senior Administrative Director determines the Divisions' overall strategy, vision, mission, direction, goals, and objectives.
• Responsible for building new operational processes to enhance efficiency and streamline operations within the Divisions.
• Develops and executes strategic plans for surgical growth, bed planning, ICU bed needs, staffing, recruitment strategies, community presence, capital, and OR time.
• Identifies, evaluates, and recommends new business ventures, affiliations, and partnerships consistent with the strategic plans and the growth and market objectives of the AMCs. Works with MGB Network Development to streamline and optimize current partnership agreements.
• Works with departmental and hospital leadership and relevant MGB departments to prepare the necessary business plans and documentation. Manages the funds flow and renewal of any such arrangements.
• Evaluates market research to identify trends, opportunities, and competitive landscape in surgery and related fields. Analyzes data to inform strategic decisions and improve service offerings. Develops and implements strategies to enhance the Division's market position and reach.
• Collaborates with hospital leadership to evaluate and monitor performance of the AMCs to support the delivery of services and the operational goals of cost containment, quality enhancement, developing a culture of safety, and patient experience.
• Provides direction and support to clinical and non-clinical staff for the Division. Develops effective methods of communicating with faculty, trainees, and staff regularly.
• Identifies opportunities for departmental engagement in national and international advisory activities. Establishes departmental processes to enable the delivery of projects in alignment with MGB Global Advisory. May be asked to travel and represent the division in such engagements.
• Develops and implements policies and procedures consistent with MGB, MGH, BWH/BWFH policies in the areas of clinical practice management, grants management, innovation, and teaching/training. Interacts extensively with the Chiefs to assess administrative and financial needs of the Divisions and to revise policies and procedures as needed.
• Serves as the principal liaison to other MGB and hospital departments and services such as: Patient Care Services; Marketing; Office of General Counsel; Development; Public Affairs and Communications; Research Management; Budget and Finance; Marketing; Global Advisory.
• In alignment with MGB Communications, coordinates the development, preparation, and distribution of Divisions' publications and communications; coordinates the Division's quinquennial HMS clinical division review.
• Responsible for leading a marketing campaign in collaboration with MGB Marketing to enhance the Divisions' visibility and outreach efforts. Supports the development of the Divisions' website.
• Leads national business development initiatives to expand the Divisions' reach and influence nationwide.

Clinical Operations:

• Understands the differences in operational processes at BWH and MGH in order to build new MGB processes that will facilitate premiere surgical care
• Leads the evaluation, development, and implementation of strategies for growth, improved access, eliminating case cancellations, bed placement, transfers, length of stay reduction, improved turnover, and integration of clinical services throughout the AMCs.
• In partnership with relevant chiefs, vice chairs, and clinical operations leaders, oversees operations of clinical services provided in ambulatory, inpatient, ICU, and procedural services across multiple campuses. Works to achieve system-level clinical and quality goals.
• Partners with APPs and other clinical leaders to ensure a supported, multi-disciplinary team across surgical areas.
• Serves as principal departmental liaison to MGB Compliance Office. Assures compliance with all relevant state and federal regulations.

Research

• Collaborates with the Chiefs regarding strategic research planning and growth in the context of advances in technology, science, and the funding environment in collaboration with AMC leadership.
• Leads and maintains research administration infrastructure, including administrators, grant managers, and support staff management responsibility.
• Oversees deficit resolution issues in collaboration with principal investigators (PIs), departmental research leadership, and MGB research management staff.
• Ensures research administrators and investigators know institutional research policies and procedures through regular departmental research meetings and other communication.
• Ensures that research policy and procedure changes are appropriately communicated to administrators, staff, and PIs.
• Works collaboratively with Research Management and Compliance as necessary to ensure the research enterprise's appropriate fiduciary and regulatory responsibility.

Academic Management

• Oversees financial management of training programs, including implementing and ensuring compliance with professional billing activities as applicable.
• Work collaboratively with the Graduate Medical Education (GME) Office and Compliance to ensure the appropriate fiduciary and regulatory responsibility of education programs.
• Ensures coordination between HMS leadership and departmental education leaders for Undergraduate Medical Education (UME) administration, including student rotations and faculty engagement to optimize the learning environment.
• Ensures compliance with the requirements for accreditation by the ACGME/Residency Review Committee. Collects required data continuously and anticipates and prepares the necessary documents and records for periodic reviews.
• Participates in the design and implementation of changes to the Training Program.
• Monitors and updates training affiliation agreements with outside institutions; maintains and fosters relationships with those institutions where our trainees rotate and those institutions whose trainees rotate to BWH and MGH.
• Extends teaching mission to all levels of staff and encourages continuing education for both employees and self.
• Works collaboratively with the GME Office and Compliance as necessary to ensure the appropriate fiduciary and regulatory responsibility of the education enterprise for the division.

Financial Management

• Works with MGB's compliance, revenue, and budget teams to maximize revenue in all clinical services. Manages financial performance to budget.
• Oversees staff who are responsible for approving expenditures, assigning cost centers, monitoring compliance with budgets, identifying and investigating potential problem areas and proposing solutions.
• Establishes and maintains a financial management system for accurate and detailed financial status reporting and staffing distribution of operating accounts and research/sundry funds.
• Develops and monitors annual operating and capital budgets; organizes the annual budget submission process in collaboration with the MGH, BWH/BWFH, MGPO, and BWPO offices.
• Ensures that "front-end" financial procedures are coordinated and that all services provided are monitored and tracked to ensure capture and timely submission to the billing entity (BWPO, outside billing agency, or practice-employed billers) of all services provided.
• Oversees activities of billing services to ensure timely/maximized collections; Meets regularly with billing liaisons; investigates and resolves revenue cycle issues. Implements changes to administrative revenue cycle operations to address issues and improve performance.
• In conjunction with the Department's finance team, manages faculty compensation plans to ensure fair and equitable compensation as well as market competitiveness regionally and nationally.
• Develops and tracks recruitment and/or retention packages for faculty hires.
• Conceptualizes and oversees a variety of financial analyses.

Human Resources Management

• Supervises/mentors approximately 8 individuals directly; is ultimately administratively responsible for approximately 35 surgeon faculty including 2 MGB Division Chief and 5 program directors, 6 research faculty, 21 APPs, and 56 administrative staff.
• Oversees professional staff recruitment (including physicians, scientific staff, clinical and research fellows, etc.), appointment, group practice and third-party credentialing/enrollment issues. Prepares offer/acceptance letters, appointment packets, privilege forms, and visa applications and retains appropriate copies of materials sent. Reviews and edits all new hire letters for faculty and recommends them for signature by the Chief.
• Works with Human Resources teams to manage often sensitive issues that arise with administrative staff and faculty.
• Reviews workload issues to ensure appropriate staffing.
• Supports and works to maintain salary and wage equity for both faculty and staff.
• In conjunction with the Chief, ensures the support and maintenance of a diverse, inclusive, and professional environment amongst faculty, trainees, and staff.
• Prepares performance reviews on direct reports. Takes corrective and disciplinary action as necessary to maintain the highest level of staff productivity and effectiveness. Terminates employees as necessary.
• Coordinates with Human Resources for the recruitment, interviewing, hiring, training, and disciplining of all service personnel (group practice, laboratory, and clinical units).
• Evaluates and standardizes procedures and effectively troubleshoots and resolves issues as they arise. Informs staff of policy and procedure changes.
• Reviews salary and wage issues. Works with Chief to develop and implement performance plans; Implements corrective action as necessary.

Other

• Oversees general administrative matters.
• Develops executive-level letters, presentations, announcements, and other communications.
• Keeps current regarding trends and developments in the health care field.
• Serves on committees as needed or assigned.
• Leads or participates in special projects or other related tasks as requested or required.

Qualifications

• Bachelor's degree in business administration, public health, public administration, or related field required. Master's degree preferred.
• 5+ years administrative/management experience in an academic medical center required.
• Supervisory experience required.
• General understanding of operational and business processes at both the MGH and BWH preferred.
• Prior clinic operations experience at both MGH and BWH preferred.
• Prior experience with enterprise level initiatives.
• Outstanding organizational skills to manage many competing responsibilities and priorities.
• Ability to delegate, effectively supervise, and plan for the timely and successful completion of objectives.
• Exceptional interpersonal skills and a high degree of social facility in obtaining cooperation and support from a broad range of people.
• Demonstrated ability to interact with all organization members to enhance understanding, respect, cooperation, and problem-solving.
• Excellent verbal and written communication skills to communicate effectively with a large and diverse constituency, including departmental leadership, administrative staff, clinical and research faculty, and leaders across the AMCs and MGB.
• Excellent negotiation skills in complex internal and external situations.
• The ability to independently and quickly resolve most problems encountered.
• Demonstrated sensitivity, discretion, and judgment regarding confidential matters.