ADMINISTRATIVE MANAGER, PULMONARY AND CRITICAL CARE MEDICINE, HYBRID
Company: Brigham and Women's Hospital
Location: Boston
Posted on: October 19, 2024
Job Description:
General SummaryReporting to and working closely with the Senior
Administrative Director of the Division of Pulmonary and Critical
Care Medicine, the Administrative Manager will provide support and
guidance to members of the division in a variety of analytical,
administrative, and operational duties, assignments, and projects.
This position oversees the division's administrative support staff
(-6 FTEs) and serves as an intermediary between the members of the
division including administrative staff members, clinicians, and
faculty in the division.Principal Duties and
ResponsibilitiesProgram Management
- Acts as an intermediary for a subset of the division's
contracts, 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, 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).
- Interacts extensively with the director and finance manager to
assess administrative and financial needs of Division. Makes
recommendations for revision of policies and procedures to meet
changing needs of Division.
- 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.
- Reviews and approves some of the Division financial
expenditures (petty cash, employee reimbursements, check requests,
special pays, etc.)
- 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.
- Manages HealthStream and flu vaccination requirements and
regularly updates concerns to the division director.
- Prepares the Department of Medicine Annual Report. Maintains
database of information for compilation for this report.
Responsible for writing (authoring) and producing the Division's
Annual Report.
- 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.
- Serves as a superuser for systems used by the division
including but not limited to: PeopleSoft (and Workday when
implemented), 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.
- 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
- 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.Administrative Duties:
- 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.
- Acts as a super user for scheduling, on-call, Teams, and other
systems. Provides training and assistance to existing and new
administrative support staff.
- Performs other duties as assigned or requested.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 days per week.Supervisory
Responsibility:Responsible for day-to-day oversight of the
Division's Administrative Support Staff (-6
FTE's).Qualifications:
- Bachelor's degree required.
- Minimum of three years in a progressively responsible role in
hospital administration or healthcare management.
- Supervisory experience preferred.
- 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.EEO Statement:BWH 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.Primary
Location: MA-Boston-BWH Boston Main CampusWork Locations: BWH
Boston Main Campus, 75 Francis St, Boston 02115Job:
Professional/ManagerialOrganization: Brigham & Women's
Hospital(BWH)Schedule: Full-timeStandard Hours: 40Shift: Day
JobEmployee Status: RegularRecruiting Department: BWH Department Of
Medicine / Pulmonary MedicineJob Posting: Jun 7, 2024
Any additional information you require for this job can be found in
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Remote working/work at home options are available for this
role.
Keywords: Brigham and Women's Hospital, Providence , ADMINISTRATIVE MANAGER, PULMONARY AND CRITICAL CARE MEDICINE, HYBRID, Executive , Boston, Rhode Island
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