Administrative Manager, Pulmonary And Critical Care Medicine, Hybrid

General Summary

Reporting 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 Responsibilities

Program 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:

1.Bachelor's degree required.

2.Minimum of three years in a progressively responsible role in hospital administration or healthcare management.

3.Supervisory experience preferred.

4.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,

a. employees and patients.

2.Excellent organizational and analytical skills; comprehensive understanding of hospital and group policies and procedures.

3.Ability to set priorities and meet deadlines and to make independent decisions.

4.Ability to work well in a fast-paced environment, under pressure, and handle multiple tasks with follow-through.

5.Ability to interact well with others, to include patients, physicians and co-workers.

6.Strong analytical, spreadsheet, database experience and knowledge with ability to quickly learn new programs as necessary.

7.Strong interpersonal skills, ability to handle sensitive human resource issues and supervise a diverse staff in handling these matters.

8.Ability to work independently, displays excellent judgement and maintains confidentiality.