Administrative Director, Division of Experimental and Analytical Genetics and Genomics

Mass General Brigham•Boston, MA

5d•$124,342 - $180,898•Hybrid

About The Position

Mass General Brigham (MGB) is a not-for-profit organization committed to supporting patient care, research, teaching, and service to the community by leading innovation across its system. MGB, founded by Brigham and Women’s Hospital and Massachusetts General Hospital, supports a complete continuum of care including two academic medical centers, community and specialty hospitals, a managed care organization, a physician network, community health centers, home care, and other health-related entities. The Department of Medicine (DOM) is the largest academic department at both BWH and MGH, supporting a balanced portfolio of clinical services, biomedical research, and education. It is a Harvard Medical School (HMS)-affiliated academic department with over 1,900 faculty members, approximately 20 combined divisions plus research institutes, over 500 trainees in accredited programs, nearly $695 million in annual total direct research expenditures, and annual operating revenue exceeding $1.15 billion dollars across both hospital and physician organizations. The Division Administrator (DA) is the lead administrator for the Division within the Department of Medicine (DOM) for Mass General Brigham’s Academic Medical Centers (AMCs), including Brigham and Women’s Hospital (BWH), Brigham and Women’s Faulkner Hospital (BWFH), Brigham and Women’s ambulatory sites, Brigham and Women’s Physicians Organization (BWPO), Mass General Hospital (MGH), Mass General ambulatory sites, and the Mass General Physicians Organization (MGPO). The DA reports jointly to the DOM AMC Executive Director (ED) of Research and to the Chief of Genetics. The DA is accountable for the overall administrative and strategic leadership, operating results, and cost center financial performance of the Division, and may serve as an institutional leader across both physician organizations and hospitals. The DA partners closely with leaders within the DOM and its central team, as well as leaders across BWH/BWFH, BWPO, MGH, MGPO, and MGB. The DA will manage the Division's resources to meet AMC-wide expectations for performance, MGB integration, and optimization. As a senior-level position, the DA may also communicate with, prepare materials for, receive direction from, and provide counsel to the Chair, Executive Vice Chair, or Vice President (VP) of the Department of Medicine, the Senior Vice President for AMC Medical Departmental Operations (SVP), and other executive leaders. The scope of this management role spans the AMC entities. The DA will be a principal architect of a unified Division across the AMCs, working with the Chief, ED, VP, Chair, and SVP to develop and execute a multi-year plan to horizontally integrate activities and structures currently distinct across the two DOM divisions. This requires strategic acumen, interpersonal sensitivity during significant change, and an integrated administrative leadership team capable of supporting ongoing integration efforts and the day-to-day operations of the Division with broadly distributed people, ensuring the continued successful functioning of clinical, education, research, and community-serving activities.

Requirements

Outstanding 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 members of the organization in ways that enhance understanding, respect, cooperation, and problem-solving.
Results-driven approach with experience/ability to achieve results in a metrics-based analytical environment.
Ability to work independently and accurately and concisely disseminate information in both written and verbal formats.
Ability to independently resolve quickly most problems encountered.
Outstanding organizational skills to manage many competing timetables and responsibilities and deadline pressures.
Ability to delegate, effectively supervise, and plan for the timely and successful completion of short- and long-term objectives.
Detailed, concentrated effort and constant re-establishment of priorities, as well as complex and sensitive decision-making.
Ability to work effectively within a matrixed based organizational structure.
Budget management, data and analytics market knowledge, knowledge and analytical skills to support health care delivery and hospital operations.
Ability to understand and integrate system budget challenges into proposed annual budgets.
Self-starter who can develop roadmaps, frameworks, and plans in an area with minimal precedent.
Successful track record of front-line management and ability to provide support, direction, and development counsel to staff.
Interpersonal, presentation, and organizational skills and professional demeanor.
Demonstrated sensitivity, discretion, and judgment regarding confidential matters.
Excellent verbal and written communication skills to communicate effectively with a large and diverse constituency.
Good command of English language, including medical and scientific terminology.
Proven ability to develop and implement programs.
Proven ability to successfully manage highly complex projects.
Creativity in exploring and adapting new “measure to improve” and decision support approaches.
Understand and execute effectively amongst the complexities of an academic medical environment and the broader enterprise.
Ability to work collaboratively with chairs, chiefs, senior executives, physicians, service line administrators, operations management, and other employees in a complex matrix organization.
Demonstrated judgment in managing sensitive issues and knowledge of when to escalate problems.
Takes personal responsibility in developing a team and is passionate about a happy, highly functioning team with the most acceptable level of talent and performance for the responsibilities of the department.
Excellent interpersonal, oral communication skills.
Possess a leadership style that is open and transparent and an exceptional capacity to build strong relationships.
Manages conflict and achieves resolution effectively.
Exceptional organizational skills and ability to prioritize effectively.
Flexibility to work independently and to handle multiple tasks with project deadlines.
Tenacious, can-do personality that works to correct mistakes and get things done as efficiently as possible, often utilizing resources across services.
Competency in the latest digital capability to support decision support tools and environments (e.g., command center).
Embraces values to govern decisions, actions, and behaviors: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Workplace Culture, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration.

Nice To Haves

The DA will have specific responsibility for work required over the next several years to accomplish the goal of integrating the Division, including, but not limited to, work in the areas of analytics, communication, human resources, finances, operations, and compensation.
The DA will serve as one of the principal architects of a unified Division across the AMCs.
The DA will work with the Chief, ED, VP, Chair, and SVP to develop and execute upon a multi-year plan to horizontally integrate most activities and structures that are presently distinct across the two DOM divisions.
This will require not only strategic acumen and interpersonal sensitivity during a time of significant change, but also an integrated administrative leadership team that can simultaneously support ongoing integration efforts and the day-to-day operations of the Division with broadly distributed people, ensuring the continued successful functioning of the clinical, education, research, and community-serving activities.
Currently, the Genetics Division is a research-only division. The BWH clinical adult Genetics program operates through the Division of General Medicine. However, as the DOM moves through Integration, clinical activity may return to the division, and the following job requirements would apply:
Under the leadership of the Division Chief, departmental administration, and hospital leadership, reviews the ongoing management of the Division’s clinical services, discusses and resolves any administrative problems that arise, and directs the planning of improvements in existing clinical services.
In conjunction with the BWPO, MGPO, BWH/BWFH, and MGH, and in coordination with the CBPO, oversees applicable billing services within the Division.
Maintains a thorough understanding of clinical reimbursement, managed care, and collection issues specific to the Division.
Reviews billing analyses and reporting; prepares financial projections and monitors performance relative to projections.
Works with MGB Compliance to ensure billing compliance.
Identifies opportunities to optimize clinical reimbursement and implements new policies and procedures as needed.
Educates faculty and staff on clinical reimbursement issues as needed.
Under the direction of the Department’s Vice Chair of Quality and Quality Director, assists with the Division’s clinical quality program and achievement of quality goals.
Leads the Division’s involvement in compliance audits as directed.
Identifies the need for, assesses parameters, performs financial analyses, and participates with the Department in negotiating contracts for the delivery of clinical services by division physicians.
Assesses the agreements on an on-going basis to ensure that they are financially viable and comply with current regulatory requirements.
Under the direction of the Chief and ED, and in partnership with hospital clinical leadership and the DOM clinical directors, vice chairs, and council, oversees, or partners with the hospital in the overall leadership of, the division’s ambulatory specialty clinics, inpatient services, and procedural services.
Reviews the ongoing management of applicable medical services, discusses and resolves any administrative problems that arise, and directs the planning of improvements in existing clinical services.
In collaboration with interdisciplinary hospital, physician, and nursing leaders, oversees and/or supports the development and implementation of process improvement initiatives aimed at improving patient safety and compliance across the continuum of care.
Takes ownership of capacity issues where applicable, including analyzing data and coordinating with clinical leaders to implement standards to ensure effective patient consults and coordination of optimal patient care.
Monitors the ongoing process of grant development, submission, review and notification; discusses and resolves administrative problems that arise; directs the administrative planning for potential new sources of income; serves as a resource to Division faculty in securing research support.
Reviews and analyzes funding proposals. Approves proposals for divisional, departmental and institutional review. May be asked to prepare detailed budgets and justifications for grant applications. Works closely with principal investigators, project directors and project coordinators to identify all potential costs associated with a proposal. Supervises the assembly of NIH grant applications.
Responsible for supervising the maintenance of appropriate support data for all division faculty. Oversees preparation of support pages as part of the NIH grant application process. Certifies quarterly time-and-effort reports.
Serves as liaison to accounts payable, payroll, purchasing, and other hospital departments. Represents needs of research studies and works to ensure that these needs are met. Works with outside vendors to obtain products and services necessary to the operation of the research group. Interacts extensively with DOM and MGB research administration to ensure compliance with all hospital, government, and funding agency policies.
Responsible for ensuring compliance with all hospital and government regulations for research involving human subjects and animals. Monitors status of institutional review board (IRB) and animal assurance committee (AAC) approval for pending and ongoing studies, and works with investigators to submit new applications, annual reviews, and notification of changes to study design and methods. Supervises faculty and project coordinators in completion of IRB and Animal Assurance Committee applications and renewals.
Maintains an inventory of all research activities being conducted within the Division, as well as the space assigned to the Division and its usage.
Ensures that all divisional research funds are solvent and addresses deficits as soon as they arise.
Under the direction of the Chief and ED, and in partnership with hospital and departmental education leadership, and the DOM education vice chair and council, administers the Division’s training and educational program(s) and continuing medical education programs, as applicable, including participation in the selection process, coordinating appointments, establishing salary policies, resolving salary and benefit issues, and complying with hospital, HMS, and NIH requirements. Trainees in the Divison include postdocs, clinical fellows, medical students, PhD and Masters students, undergraduate and high school students. The DA should become familiar with the unique needs and policies related to each of these cohorts.
Monitors and updates training affiliation agreements between the Division and 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.
Understands and meets all Department financial reporting requirements in the prescribed format, per the direction of the ED, VP, and the DOM finance office.
Prepares annual Department and Hospital budgets in the formats prescribed by each entity. Presents and justifies budget requests to the Division Chief, ED, and Director of Finance.
Responsible for maintaining solvency of all funds within the control of the Division. Examines, analyzes and interprets financial reports for the purpose of giving advice, preparing statements and projections, and ultimately managing resources.
Responsible for being familiar with and approving all expenditures, assigning cost centers, monitoring compliance with budgets, and identifying and investigating potential problem areas and proposing solutions.
Develops and monitors a comprehensive research financial budget for the Division Chief for both short-term and long-term planning purposes for specific faculty/staff members as well as the entire Division.
Under the direction of the Chief and with oversight by the DOM and MGB compensation leadership, develops an overall compensation plan for Division faculty, including recommended salary levels for faculty. Communicates the compensation plan to faculty in conjunction with the Chief. Creates and maintains customized spreadsheets on each faculty member detailing annual salary support sources, productivity, etc., as required by the compensation plan.
Oversees expense management issues; performs comparative analyses; develops and implements strategies for cost containment.
Makes recommendations for cost savings based on a thorough understanding of the Division, Department, and Hospital.
Prepares monthly financial performance and variance reports for review with the Finance Director and ED.
In partnership with the ED and the Chief, prepares analyses and forecasting for introduction of new programs/services and service line centers.
Develops and tracks recruitment and/or retention packages for high-profile hires.
Understands and meets all financial reporting requirements in the prescribed format, per the direction of the ED, the Chair, and the applicable budget office.
Ensures that the highest standards of integrity, ethics, control, and confidentiality are maintained at all times across all financial and accounting matters under the purview of the DA.
Serves as the Division resource for all administrative issues concerning human resources policy issues.
Ultimately supervises all administrative staff within the Division.
Maintains familiarity with departmental, hospital, and MGB policies and procedures and ensures that they are followed within the Division.
Coordinates with Human Resources for the interviewing, hiring, personnel transactions (e.g., hiring, salaries, promotions, job descriptions) and implementation of institutional corrective action policy for staff.
In conjunction with Human Resources leadership, serves as a primary resource for issues related to professional and non-professional staff benefits.
Using Workday, initiates, approves, and coordinates with Human Resources for approval of human resources changes (e.g., salary adjustments, salary distributions, training records) for staff who reside under the DA's purview (or delegates said work).
Takes corrective and disciplinary action, up to and including termination, as necessary to maintain the highest level of staff productivity and effectiveness.
Arbitrates disputes. Represents the Division in employee relations matters.
Provides direct supervision to and is responsible for the conduct, operations, and results of the professional and non-professional staff.
Ensures appropriate training of employees.
Develops and implements change management programs including efficiency and resource utilization projects.
Reviews workload issues to ensure appropriate staffing.
In times of transition, supports areas that require interim leadership support.
Actively considers opportunities to grow the abilities, skills, and support of employees through professional development, enhanced communication vehicles, employee-focused initiatives, and otherwise.
Prepares performance reviews on direct reports.
Notifies supervisors of probationary and annual evaluation deadlines and ensures that the appropriate paperwork is completed.
Reviews, supports, and ensures salary and wage equity for staff that is equitable across the division, department, hospitals, and system.
Creates a supportive, educational, and development-focused environment for all staff.
Ensures the support and maintenance of a professional environment for all staff.
Reviews salary and wage issues; works with Chief and ED to develop and implement compensation plans.
Develops, implements, oversees, and approves departmental policies, procedures and systems and revises as necessary to maximize efficiency.
Responsible for ensuring compliance with regulatory bodies and making managers aware of policy and procedure changes.
Reviews qualifications of trainee candidates, international scholars and faculty, coordinates their appointments, defines their role in the division and oversees their performance.
Manages and monitors all faculty and trainee compensation matters to ensure equity and compliance with departmental, hospital, HMS, and NIH guidelines.
Reviews all new hire letters for DOM faculty and recommends for signature by the Chair.
Oversees general administrative matters.
Develops letters, presentations, announcements, and other communications; all documents must be of the highest caliber of refinement and professionalism.
Oversees the credentialing of and enrollment in payor plans for all division faculty members to ensure compliance with hospital bylaws.
Oversees the HMS appointments and promotions process for division members.
As requested, provides information and data related to the department’s faculty services office regarding the division’s faculty.
Ensures that annual COI processes for BWH, MGH, and HMS are timely and complete for division faculty and staff.
Conducts space needs planning for the Division. Oversees the design of space renovations for division facilities, identifies and resolves facility problems that arise.
Assists in fundraising efforts for research, education, and clinical activities. Monitors donations and acknowledgements.
Serves on search committees for DOM division chief and other high profile DOM searches.
Staffs, organizes, and sets agenda, and maintains minutes for monthly division faculty meetings; conducts monthly division administrative meetings.
Coordinates all DOM space planning, space allocation, renovation, etc. Coordinates space changes on behalf of the hospital.
Assists with the development of DOM publications and communications by producing divisional information.
Partners with clinical and administrative leaders to identify, prioritize, implement, and monitor progress of information system enhancements and upgrades, as well as new system introductions.
Consistently meets all deadlines for deliverables or activities as established by the Chief, VP, and divisional/departmental policies and standards.
Serves on divisional, departmental and/or hospital committees as assigned by the Chief or Executive Director.
Leads or participates in special projects and performs other related tasks as requested or required.
Performs other duties as assigned.

Responsibilities

Determine the overall vision, mission, direction, goals, and objectives of the Division in partnership with the Division Chief.
Direct the strategic planning process, establish and achieve long-range goals, and ensure the implementation of strategic business plans aligned with the hospital’s vision, strategic plans, and goals.
Integrate the BWH and MGH divisions into a single, seamless entity, including coordinated operations across clinical, research, education, and administration domains.
Identify, evaluate, and recommend new business ventures, affiliations, and partnerships consistent with strategic business plans and growth/market objectives.
Ensure healthy and collaborative administrative relationships within the division, department, hospitals, and MGB system, acting in the best interest of AMC-wide and MGB system outcomes.
Develop and implement policies and procedures consistent with Department and hospital policies in clinical practice management, research management, and teaching/training.
Continuously assess and improve the efficiency of systems and processes, and overall expense management.
Evaluate and monitor the performance of the Division to support service delivery and operational goals of cost containment, quality enhancement, developing a culture of safety, and patient experience.
Develop effective, clear, and precise methods of communication with the Chief, ED, faculty, and staff.
Maintain an in-depth knowledge of the changing health care environment and assess market needs for clinical services.
Oversee applicable billing services within the Division in conjunction with BWPO, MGPO, BWH/BWFH, and MGH.
Assist with the Division’s clinical quality program and achievement of quality goals.
Assure compliance with BWH, BWFH, MGH, TJC, OSHA, DPH, and state and federal regulations.
Negotiate contracts for the delivery of clinical services by division physicians.
Oversee, or partner with the hospital in the overall leadership of, the division’s ambulatory specialty clinics, inpatient services, and procedural services.
Oversee and/or support the development and implementation of process improvement initiatives aimed at improving patient safety and compliance across the continuum of care.
Monitor the ongoing process of grant development, submission, review, and notification.
Review and analyze funding proposals and prepare detailed budgets and justifications for grant applications.
Supervise the maintenance of appropriate support data for all division faculty and certify quarterly time-and-effort reports.
Serve as liaison to accounts payable, payroll, purchasing, and other hospital departments, and interact with DOM and MGB research administration to ensure compliance.
Ensure compliance with all hospital and government regulations for research involving human subjects and animals.
Maintain an inventory of all research activities and space usage within the Division.
Ensure that all divisional research funds are solvent and address deficits promptly.
Administer the Division’s training and educational program(s) and continuing medical education programs.
Monitor and update training affiliation agreements between the Division and outside institutions.
Establish and achieve financial goals and measures, monitor financial performance, and ensure the ongoing financial performance of the Division.
Prepare annual Department and Hospital budgets and present and justify budget requests.
Maintain solvency of all funds within the control of the Division, examine, analyze, and interpret financial reports.
Approve all expenditures, assign cost centers, monitor compliance with budgets, and identify and investigate potential problem areas.
Develop and monitor a comprehensive research financial budget for the Division Chief.
Develop an overall compensation plan for Division faculty, including recommended salary levels.
Oversee expense management issues, perform comparative analyses, and develop and implement strategies for cost containment.
Prepare monthly financial performance and variance reports.
Prepare analyses and forecasting for the introduction of new programs/services and service line centers.
Develop and track recruitment and/or retention packages for high-profile hires.
Ensure the highest standards of integrity, ethics, control, and confidentiality in all financial and accounting matters.
Serve as the Division resource for all administrative issues concerning human resources policy issues.
Supervise all administrative staff within the Division.
Coordinate with Human Resources for interviewing, hiring, personnel transactions, and implementation of institutional corrective action policy for staff.
Serve as a primary resource for issues related to professional and non-professional staff benefits.
Initiate, approve, and coordinate human resources changes for staff under the DA's purview.
Take corrective and disciplinary action as necessary.
Arbitrate disputes and represent the Division in employee relations matters.
Provide direct supervision to and be responsible for the conduct, operations, and results of the professional and non-professional staff.
Ensure appropriate training of employees.
Develop and implement change management programs.
Review workload issues to ensure appropriate staffing.
Support areas requiring interim leadership support during transitions.
Actively consider opportunities to grow the abilities, skills, and support of employees.
Prepare performance reviews on direct reports.
Ensure salary and wage equity for staff.
Create a supportive, educational, and development-focused environment for all staff.
Ensure the support and maintenance of a professional environment for all staff.
Develop, implement, oversee, and approve departmental policies, procedures, and systems.
Ensure compliance with regulatory bodies and make managers aware of policy and procedure changes.
Review qualifications of trainee candidates, international scholars, and faculty, coordinate their appointments, define their role, and oversee their performance.
Manage and monitor all faculty and trainee compensation matters.
Review all new hire letters for DOM faculty and recommend for signature.
Oversee general administrative matters.
Develop letters, presentations, announcements, and other communications.
Oversee the credentialing of and enrollment in payor plans for all division faculty members.
Oversee the HMS appointments and promotions process for division members.
Provide information and data related to the department’s faculty services office regarding the division’s faculty.
Ensure that annual COI processes for BWH, MGH, and HMS are timely and complete for division faculty and staff.
Conduct space needs planning for the Division and oversee the design of space renovations.
Assist in fundraising efforts for research, education, and clinical activities.
Serve on search committees for DOM division chief and other high profile DOM searches.
Staff, organize, set agenda, and maintain minutes for monthly division faculty meetings; conduct monthly division administrative meetings.
Coordinate all DOM space planning, space allocation, renovation, etc.
Assist with the development of DOM publications and communications by producing divisional information.
Partner with clinical and administrative leaders to identify, prioritize, implement, and monitor progress of information system enhancements and upgrades.
Consistently meet all deadlines for deliverables or activities.
Serve on divisional, departmental, and/or hospital committees as assigned.
Lead or participate in special projects and perform other related tasks as requested or required.
Perform other duties as assigned.