Administrative Director, Division of Experimental and Analytical Genetics and Genomics

Mass General Brigham•Boston, MA

3d•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. The Department of Medicine (DOM) is a large, Harvard Medical School-affiliated academic department with extensive faculty, trainees, research expenditures, and operating revenue. The Division Administrator (DA) is the lead administrator for the Division of Experimental and Analytical Genetics and Genomics within the DOM. Reporting jointly to the DOM AMC Executive Director of Research and the Chief of Genetics, the DA is accountable for the overall administrative and strategic leadership, operating results, and financial performance of the Division. The DA partners with leaders across various MGB entities to manage resources, meet performance expectations, and drive integration efforts. This senior-level position involves strategic planning, financial management, human resources oversight, and ensuring compliance with all relevant policies and regulations. The DA will play a key role in integrating the BWH and MGH divisions into a single, seamless entity, requiring strategic acumen, interpersonal sensitivity, and the ability to manage ongoing integration efforts alongside day-to-day operations.

Requirements

Truly 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.
Requires detailed, concentrated effort and constant re-establishment of priorities as well as complex and sensitive decision-making.
Able 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.
A self-starter who can develop roadmaps, frameworks, and plans in an area with minimal precedent.
Successful track record of front-line management and the 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.
A 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.
A 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 Division is currently 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: Maintains an in-depth knowledge of the changing health care environment and assesses the market’s need for clinical services. Monitors and evaluates the adequacy of the Division’s existing services and ensures the development of programs and services to respond to the market. Develops, supports and manages programmatic initiatives for care improvement, cost reduction, and network development. 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. Assures compliance with BWH, BWFH, MGH, TJC, OSHA, DPH, and state and federal regulations. 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.

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.
Lead the integration of the BWH and MGH divisions into a single entity, including coordinated operations across clinical, research, education, and administration.
Identify, evaluate, and recommend new business ventures, affiliations, and partnerships consistent with strategic business plans and growth objectives.
Ensure healthy and collaborative administrative relationships within the division, department, hospitals, and MGB system.
Develop and implement policies and procedures consistent with the Department’s and hospitals’ 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.
Develop effective communication methods with the Chief, ED, faculty, and staff.
Communicate openly and collaboratively with other division administrators and hospital leaders.
Stay current regarding trends and developments in the health care field, particularly as they pertain to divisional activities.
Serve as a critical member of the Department’s administrative team.
Monitor and evaluate the adequacy of the Division’s existing clinical services and ensure the development of programs and services to respond to the market.
Develop, support, and manage programmatic initiatives for care improvement, cost reduction, and network development.
Oversee the ongoing management of the Division’s clinical services, resolve administrative problems, and direct the planning of improvements.
Oversee applicable billing services within the Division in conjunction with relevant MGB entities.
Maintain a thorough understanding of clinical reimbursement, managed care, and collection issues specific to the Division.
Review billing analyses and reporting; prepare financial projections and monitor performance relative to projections.
Work with MGB Compliance to ensure billing compliance.
Identify opportunities to optimize clinical reimbursement and implement new policies and procedures as needed.
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.
Lead the Division’s involvement in compliance audits as directed.
Assess agreements for the delivery of clinical services by division physicians and ensure they are financially viable and comply with regulatory requirements.
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.
Take ownership of capacity issues where applicable, including analyzing data and coordinating with clinical leaders to implement standards.
Monitor the ongoing process of grant development, submission, review, and notification.
Serve as a resource to Division faculty in securing research support.
Review and analyze funding proposals and approve proposals for divisional, departmental, and institutional review.
Supervise the assembly of grant applications and the maintenance of appropriate support data for all division faculty.
Certify quarterly time-and-effort reports.
Serve as liaison to accounts payable, payroll, purchasing, and other hospital departments.
Represent the needs of research studies and work to ensure these needs are met.
Work with outside vendors to obtain products and services necessary to the operation of the research group.
Interact extensively with DOM and MGB research administration to ensure compliance with all hospital, government, and funding agency policies.
Ensure compliance with all hospital and government regulations for research involving human subjects and animals.
Monitor status of institutional review board (IRB) and animal assurance committee (AAC) approval for pending and ongoing studies.
Supervise faculty and project coordinators in completion of IRB and Animal Assurance Committee applications and renewals.
Maintain an inventory of all research activities being conducted within the Division, as well as the space assigned to the Division and its usage.
Ensure that all divisional research funds are solvent and address deficits as soon as they arise.
Administer the Division’s training and educational program(s) and continuing medical education programs, as applicable.
Monitor and update training affiliation agreements between the Division and outside institutions.
Extend teaching mission to all levels of staff and encourage continuing education for both employees and self.
Establish and achieve financial goals and measures, monitor financial performance, and ensure the ongoing financial performance of the Division.
Understand and meet all Department financial reporting requirements.
Prepare annual Department and Hospital budgets in the formats prescribed by each entity.
Present and justify budget requests to the Division Chief, ED, and Director of Finance.
Responsible for maintaining solvency of all funds within the control of the Division.
Examine, analyze, and interpret financial reports for the purpose of giving advice, preparing statements and projections, and ultimately managing resources.
Approve all expenditures, assign cost centers, monitor compliance with budgets, and identify and investigate potential problem areas and propose solutions.
Develop and monitor a comprehensive research financial budget for the Division Chief.
Develop an overall compensation plan for Division faculty, including recommended salary levels.
Communicate the compensation plan to faculty in conjunction with the Chief.
Create and maintain customized spreadsheets on each faculty member detailing annual salary support sources, productivity, etc.
Oversee expense management issues; perform comparative analyses; develop and implement strategies for cost containment.
Prepare monthly financial performance and variance reports for review with the Finance Director and ED.
Prepare analyses and forecasting for introduction of new programs/services and service line centers.
Develop and track recruitment and/or retention packages for high-profile hires.
Ensure that the highest standards of integrity, ethics, control, and confidentiality are maintained at all times across all financial and accounting matters.
Serve as the Division resource for all administrative issues concerning human resources policy issues.
Ultimately supervise all administrative staff within the Division.
Maintain familiarity with departmental, hospital, and MGB policies and procedures and ensure that they are followed 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 who reside under the DA's purview.
Take corrective and disciplinary action, up to and including termination, 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 including efficiency and resource utilization projects.
Review workload issues to ensure appropriate staffing.
Support areas that require interim leadership support during times of transition.
Consider opportunities to grow the abilities, skills, and support of employees through professional development.
Prepare performance reviews on direct reports.
Notify supervisors of probationary and annual evaluation deadlines and ensure that the appropriate paperwork is completed.
Review, support, and 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 and revise as necessary to maximize efficiency.
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 to ensure equity and compliance.
Review all new hire letters for DOM faculty and recommend for signature by the Chair.
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.
Oversee the design of space renovations for division facilities, identify and resolve facility problems.
Assist in fundraising efforts for research, education, and clinical activities.
Monitor donations and acknowledgements.
Serve on search committees for DOM division chief and other high profile DOM searches.
Staff, organize, and set agenda, and maintain minutes for monthly division faculty meetings; conduct monthly division administrative meetings.
Coordinate all DOM space planning, space allocation, renovation, etc.
Coordinate space changes on behalf of the hospital.
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.