Senior Administrative Manager

Partners Healthcare System Boston , MA 02298

Posted 2 months ago

GENERAL SUMMARY/ OVERVIEW STATEMENT:

Under the general direction of the Administrative Director for Clinical Operations of the Department of Psychiatry, the Senior Administrative Manager for Psychiatry Hospitalist and Special Services is responsible for the non-clinical operational and financial management of the Acute Psychiatry Service, inpatient and consultation services, procedural services (ECT, Ketamine, Neuropsychiatry), and other specialty services within the department. Drawing on a broad understanding of hospital and physician practices and policies and displaying a high degree of initiative and independent judgment, the Senior Administrative Manager will continually assess and direct a wide range of programmatic issues including personnel, operational and financial management, long-range planning and project development. This position will collaborate closely with the Administrative Managers for ambulatory practices, adult hospital operations, and the clinical program directors of their assigned services.

Psychiatry is a large department that employs several hundred physicians, psychologists and social workers as well as more than one hundred administrative staff. The Department provides clinical services through 30 separate programs, including outpatient, inpatient and emergency services, which are spread out geographically across approximately 20 office suites, both on and near the MGH campus. Operations are funded through General Hospital, MGPO and sundry funds.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Practice Operations:

  • Oversees and manages operational aspects of nine practices in the emergency, inpatient, and outpatient settings, involving approximately 10 support staff and 60 clinicians.

  • Ensures the implementation of hospital-wide initiatives into these practices.

  • Revises practice systems as necessary to maximize efficiency and meet hospital requirements. Troubleshoots and resolves issues as they arise.

  • Communicates policy and procedural changes.

  • Identifies and evaluates the means for improving systems, costs and distribution of staffing resources.

  • In collaboration with the Administrative Director for Clinical Operations and program directors, identifies opportunities for process, program and systems improvement.

  • Manages and resolves patient complaints.

Staff Supervision:

  • Manages practice support staff, care coordination staff, and practice/program managers.

  • Responsibilities include hiring, direction of training, supervision, corrective action when necessary, performance evaluation, time off requests and interpreting hospital policies.

  • Oversees the coordination of adequate coverage in areas of responsibility and is mindful of staff morale.

Financial Management:

  • Assists Administrative Director for Clinical Operations and the Department's Administrative Director for Finance with financial aspects of the practices, including budgeting, non-professional salaries, and non-salary expenses.

  • Identifies and resolves errors of non-salary expenses.

  • Along with the Administrative Director for Clinical Operations, is responsible for the financial control and accounting aspects of the practices.

  • Works closely with the MGPO Professional Billing Office on billing and collection for services. Assists in financial modeling of new programs and clinics.

Special Projects:

  • Acts as a liaison to other administrative and support departments and attends and participates in committee meetings as appropriate.

  • Assumes responsibility for complex special projects as assigned (department-specific and hospital-wide)

Performs other duties or projects as appropriate

QUALIFICATIONS

  • Bachelor's degree required. Master's (MPH, MHA or MBA) preferred.

  • Minimum of three to five years of directly related experience required (five to seven years preferred)

  • Minimum of two years of supervisory experience required

  • Experience working in an academic medical center preferred

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED

  • High level of motivation and initiative

  • Excellent problem-solving capability - able to focus on both the smaller task and the bigger picture

  • Highly analytical - comfortable and capable gathering data and synthesizing it into actionable insights, using tools such as spreadsheets, analyses techniques, etc.

  • Strong interpersonal and leadership abilities

  • Effective communicator - both in-person and written

  • Polished presentation skills for conveying data and information for the intended audience

  • Ability to make decisions quickly and independently

  • Ability to mentor and supervise administrative staff effectively

  • Knowledge of financial analysis

  • High level of trust, reliability, and discretion

  • Excellent organizational skills

  • Ability to work well in a team

  • Familiarity with Epic billing/clinical software is very helpful.

WORKING CONDITIONS:

Work is performed in an office environment.

SUPERVISORY RESPONSIBILITY:

Directly supervises five or more administrative staff, including two managers.

FISCAL RESPONSIBILITY:

The Department's hospitalist and special services practices generate over 35,000 visits per year total. Total budget overseen is approximately $5.0 million to $8.0 million annually.


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VIEW JOBS 11/8/2019 12:00:00 AM 2020-02-06T00:00 GENERAL SUMMARY/ OVERVIEW STATEMENT: Under the general direction of the Administrative Director for Clinical Operations of the Department of Psychiatry, the Senior Administrative Manager for Psychiatry Hospitalist and Special Services is responsible for the non-clinical operational and financial management of the Acute Psychiatry Service, inpatient and consultation services, procedural services (ECT, Ketamine, Neuropsychiatry), and other specialty services within the department. Drawing on a broad understanding of hospital and physician practices and policies and displaying a high degree of initiative and independent judgment, the Senior Administrative Manager will continually assess and direct a wide range of programmatic issues including personnel, operational and financial management, long-range planning and project development. This position will collaborate closely with the Administrative Managers for ambulatory practices, adult hospital operations, and the clinical program directors of their assigned services. Psychiatry is a large department that employs several hundred physicians, psychologists and social workers as well as more than one hundred administrative staff. The Department provides clinical services through 30 separate programs, including outpatient, inpatient and emergency services, which are spread out geographically across approximately 20 office suites, both on and near the MGH campus. Operations are funded through General Hospital, MGPO and sundry funds. PRINCIPAL DUTIES AND RESPONSIBILITIES: Practice Operations: * Oversees and manages operational aspects of nine practices in the emergency, inpatient, and outpatient settings, involving approximately 10 support staff and 60 clinicians. * Ensures the implementation of hospital-wide initiatives into these practices. * Revises practice systems as necessary to maximize efficiency and meet hospital requirements. Troubleshoots and resolves issues as they arise. * Communicates policy and procedural changes. * Identifies and evaluates the means for improving systems, costs and distribution of staffing resources. * In collaboration with the Administrative Director for Clinical Operations and program directors, identifies opportunities for process, program and systems improvement. * Manages and resolves patient complaints. Staff Supervision: * Manages practice support staff, care coordination staff, and practice/program managers. * Responsibilities include hiring, direction of training, supervision, corrective action when necessary, performance evaluation, time off requests and interpreting hospital policies. * Oversees the coordination of adequate coverage in areas of responsibility and is mindful of staff morale. Financial Management: * Assists Administrative Director for Clinical Operations and the Department's Administrative Director for Finance with financial aspects of the practices, including budgeting, non-professional salaries, and non-salary expenses. * Identifies and resolves errors of non-salary expenses. * Along with the Administrative Director for Clinical Operations, is responsible for the financial control and accounting aspects of the practices. * Works closely with the MGPO Professional Billing Office on billing and collection for services. Assists in financial modeling of new programs and clinics. Special Projects: * Acts as a liaison to other administrative and support departments and attends and participates in committee meetings as appropriate. * Assumes responsibility for complex special projects as assigned (department-specific and hospital-wide) Performs other duties or projects as appropriate QUALIFICATIONS * Bachelor's degree required. Master's (MPH, MHA or MBA) preferred. * Minimum of three to five years of directly related experience required (five to seven years preferred) * Minimum of two years of supervisory experience required * Experience working in an academic medical center preferred SKILLS/ ABILITIES/ COMPETENCIES REQUIRED * High level of motivation and initiative * Excellent problem-solving capability - able to focus on both the smaller task and the bigger picture * Highly analytical - comfortable and capable gathering data and synthesizing it into actionable insights, using tools such as spreadsheets, analyses techniques, etc. * Strong interpersonal and leadership abilities * Effective communicator - both in-person and written * Polished presentation skills for conveying data and information for the intended audience * Ability to make decisions quickly and independently * Ability to mentor and supervise administrative staff effectively * Knowledge of financial analysis * High level of trust, reliability, and discretion * Excellent organizational skills * Ability to work well in a team * Familiarity with Epic billing/clinical software is very helpful. 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Senior Administrative Manager

Partners Healthcare System