Senior Administrative Director, Gastroenterology

Senior Administrative Director, Gastroenterology

Working closely with the Chief of Gastroenterology (GI) and the SVP of Medicine, the Senior Administrative Director is responsible for the effective administration of the MGH GI Division. This includes the effective operation of all finances, clinical and research services across the Division. The incumbent will be responsible for the success of the clinical operations including all outpatient practices, endoscopy procedural service, 5 inpatient services, and 7 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 including strong leadership within the Digestive Health Center (DHC).

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 planning. 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.

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

• Resolves administrative questions/issues/problems; delegates resolution to managers where appropriate.
• Management and improvement of a patient centered, high quality, high functioning clinical practice
• Implementation of quality, workflow, staffing, and other initiatives focused on improving patient experience
• Leads regular staff and physician faculty meetings.
• Develops, implements, oversees and approves policies, procedures and systems and revises as necessary to maximize efficiency.
• Assists Clinical Director, Chief and SVP in overseeing successful clinical operations in the division including (but not limited to) :
  • Management and improvement of a patient centered, high quality, high functioning clinical practice
  • Implementation of quality, workflow, staffing, and other initiatives focused on improving patient experience
  • Implementation of workflow, system changes, and other enhancements to optimize the use of epic
  • Develops, implements, oversees and approves policies, procedures and systems and revises as necessary to maximize efficiency.
  • Resolves administrative questions/issues/problems; delegates resolution to managers where appropriate.
• Implementation of workflow, system changes, and other enhancements to optimize the use of epic

• Collaborate with Network Development staff to establish and maintain clinical and professional relationships with outside health care institutions.
• Works with the Chief and SVP to develop investment analysis 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.
• Participates in the negotiation, management and development of various equipment contracts/professional services agreements related to the Division. Assures that inventories of equipment and supplies are adequate and appropriately maintained.
• Develops and maintains an appropriate management structure with carefully selected individuals to accomplish all goals of the Division.
• Assists in the provision of administrative leadership for the DHC to facilitate the operations of a cohesive Center and playing an instrumental role in integrating these operations with the DHC leadership to align with the strategic vision of the Institute.

• Oversees fellowship program administration in all aspects of Divisional education programs.
• With the Directors and Chief, develops and implements quality programs. Responsible for clinical reviews of quality indicators.
  • Oversees fellowship program administration in all aspects of Divisional education programs.
  • Working with the Fellowship Director, provides administrative oversight for the Fellowship 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.
    • 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
    
    
• Working with the Fellowship Director, provides administrative oversight for the Fellowship 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.
  • 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
  
  
• 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
• Participates in development of and ensures compliance with the MGPO Quality and Safety goals in all clinical environments with the Medical Director of Quality and Safety in the GI Unit. Delegates practice-level compliance responsibility to managers.
• Oversees development and monitoring of research project budgets in collaboration with Divisional research administrators and Principal Investigators.

Fiscal Management

• Continually reviews current spending and works with Division leadership team to determine areas for cost savings and improved operational efficiency.
• Develops and monitors the annual operating and capital budgets for all MGPO, GH and research funds within the Division. Monitors each cost center and fund and closely tracks operational performance and capital spending. Presents monthly Divisional financial performance information to the Chief, SVP of Medicine, senior staff and others as appropriate.
• Maintains approval process for financial transaction activities (payroll, travel requests, employee salary changes, journal entries, check requests, etc.).

• Develops appropriate mechanisms to monitor individual physician productivity and financial performance needed to implement physician compensation plans.
• Conceptualizes and performs a variety of financial analyses to resolve issues and develop strategic business plans.
• Oversees and approves all financial transactional activities (payroll, purchase orders, travel requests, employee salary changes, journal entries, check requests, etc.)
• Supervises management managers and staff in these activities as assigned.
• Regularly reviews financial statements with the Chief, DOM Finance Director and others as appropriate and develops recommendations and implementation measures for revenue maximization, cost containment, and resolution of financial overruns as appropriate.

Strategic Planning

• Proactively identifies clinical sub-services that attract patient interest and develops methodologies to communicate the department’s strengths.
• Works closely with department leadership 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.
• Identifies, develops, implements and manages department’s new business initiatives.
• Participates in and/or leads institutional business development.
• Business Development
  • Primary contact for new business ventures within the GI Division.
  • Identifies, develops, implements and manages department’s new business initiatives.
  • Participates in and/or leads institutional business development.
  • Proactively identifies clinical sub-services that attract patient interest and develops methodologies to communicate the department’s strengths.
  • Works closely with department leadership 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.
• Primary contact for new business ventures within the GI Division.

• Develops strategies with administrative and clinical leadership to ensure long-term physician recruitment and retention plans.

• Primary contact for all space utilization issues.

Personnel/Supervisory Responsibilities

• Coordinates with Human Resources and managers in the recruitment, interviewing, hiring, training, disciplining and discharge of all personnel.
• Reviews salary and wage issues, works with the Chief, SVP and Human Resources staff to evaluate performance, develop and implement compensation plans and undertake corrective action as necessary. Ensures that all performance evaluations are completed in a timely manner and in compliance with hospital and Divisional policies and procedures.
• Provides direct supervision to and is responsible for the conduct, operations, and results of the professional and non-professional staff.
• Develops and obtains appropriate departmental, Human Resource, MGPO, research finance and other approvals, as appropriate, for non-professional staff personnel transactions.
• 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.
• Develops and implements change management programs including efficiency and resource utilization projects.
• 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.
• Evaluates and standardizes procedures and effectively troubleshoots and resolves issues as they arise. Responsible for making managers aware of policy and procedure changes.

MBA, MPH or other comparable Master’s degree, with 5-10 years related experience. Excellent vision, negotiation, financial management, and analytical skills required.

• Ability to make decisions quickly and independently.
• Effective financial and analytical skills, including budget development, grant and contract management.
• 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.
• Good command of English language, including medical and scientific terminology.
• Exceptional computer skills (including operating systems, word processing, database, electronic mail, Internet, and spreadsheets) required.
• Effective leadership skills to initiate activities, direct and manage teams, professional and non-professional staff, etc.
• Excellent interpersonal/communications skills and political savvy and discretion to address difficult or sensitive issues.
• Able to handle sensitive and confidential issues.

Normal office conditions. May be required to attend meetings outside of regularly scheduled hours.

Within the context of the GI Division 8 direct reports. The Division encompasses approximately 100 physicians and PhDs and 215 staff members, (managers, NPs, PAs, RNs, technicians, administrative assistants).

The Division’s fiscal management of annual budgets of 90M ($35M in GH cost centers, $22M in MGPO funds, and $30M in research (direct + indirect) funds).

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.