Administrative Director, Division of Experimental and Analytical Genetics and Genomics

PRINCIPAL DUTIES AND RESPONSIBILITIES:
Leadership

• In partnership with the Division Chief, determines the overall vision, mission, direction, goals, and objectives of the Division. Directs the strategic planning process, establishes and achieves long range goals, and ensures the implementation of strategic business plans that are aligned with the hospital's vision, strategic plans, and goals. 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.
• Under the direction of the Executive Committee (Chair, Executive Vice Chair, SVP, and VP) and the ED of Research, responsible for integrating the BWH and MGH divisions into a single, seamless entity, including coordinated operations across all domains (e.g., clinical, research, education, administration).
• Identifies, evaluates, and recommends new business ventures, affiliations, and partnerships consistent with the strategic business plans and the growth and market objectives of the division, department, the hospitals, and the MGB system. Works with departmental and hospital leadership and the Office of General Counsel to prepare the necessary business plans and documentation. Manages the renewal of any such arrangements.
• Ensures healthy and collaborative administrative relationships within the division, department, the hospitals, and MGB system. The DA acts in the best interest of the AMC-wide and MGB system outcomes, above and beyond individual interests of the division, department, hospitals, etc.
• Develops and implements policies and procedures consistent with the Department's and hospitals' policies in the areas of clinical practice management, research management, and teaching/training. Interacts extensively with the Chief and the ED to assess administrative and financial needs and to revise policies and procedures to meet the changing needs of the Division.
• Continuously assesses and improves the efficiency of systems and processes, and overall expense management.
• Works with departmental leadership to evaluate and monitor performance of the Division to support the delivery of services and the operational goals of cost containment, quality enhancement, developing a culture of safety, and patient experience.
• Develops effective, clear, and precise methods of communicating with the Chief, ED, faculty, and staff on a regular basis. Communicates openly and collaboratively with other division administrators and hospital leaders.
• Keeps current regarding trends and developments in the health care field, particularly when they pertain to divisional activities.
• Serves as a critical member of the Department's administrative team.

Clinical Management

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:

• 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.

Research Administration Management

• 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 toobtain 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. Education Management
• 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.

Financial Management

• Establishes and achieves financial goals and measures, monitors financial performance, and ensures the ongoing financial performance of the Division.
• 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.

Human Resources Management

• 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.
• Management Actions:
• 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.
• Oversight:
• 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.
• Development:
• 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.
• Culture/Equity:
• 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.
• Compliance:
• 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.
• Faculty and Trainee Support
• 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.

Organizational Administration:

• 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.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Leadership: Truly outstanding interpersonal skills and a high degree of social facility in obtaining cooperation and support from a broad range of people are required. A demonstrated ability to interact with all members of the organization in ways that enhance understanding, respect, cooperation, and problem solving is essential.
• Results orientation: Results-driven approach with experience/ability to achieve results in metrics based analytical environment. The ability to work independently and accurately and conciselydisseminate information in both written and verbal formats is required. The ability to independently resolve quickly most problems encountered is essential.
• Organizational Skills: Outstanding organizational skills are necessary to manage many competing timetables and responsibilities and deadline pressures. The ability to delegate, effectively supervise, and plan for the timely and successful completion of short- and long-term objectives is essential. The responsibilities of this position require detailed, concentrated effort and constant re-establishment of priorities as well as complex and sensitive decision-making.
• Collaboration: Able to work effectively within a matrixed based organizational structure
• Business acumen: 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
• Initiative: A self-starter who can develop roadmaps, frameworks and plans in an area with minimal precedent. A successful track record of front-line management and the ability to provide support, direction, and development counsel to staff is required.
• Communicator/Facilitator: Interpersonal, presentation and organizational skills and professional demeanor; Demonstrated sensitivity, discretion, and judgment regarding confidential matters are essential. Excellent verbal and written communication skills are necessary to communicate effectively with a large and diverse constituency, including the DOM Chair, senior DOM leaders, hospital and BWPO leaders and administrative staff, research faculty at all levels, research trainees and staff, representatives of other BWH offices, collaborating institution officials, granting agencies (NIH, industry and foundations), potential donors, representatives, and vendors. A good command of English language, including medical and scientific terminology, is critical.
• Program Implementation: Proven ability to develop and implement programs
• Project Management: Proven ability to successfully manage highly complex projects
• Innovation: Creativity in exploring and adapting new "measure to improve" and decision support approaches
• Confidence in complexity and ambiguity: Understand and executes effectively amongst the complexities of an academic medical environment, and the broader enterprise. The ability to work collaboratively with chairs, chiefs, senior executives, physicians, service line administrators, operations management, and other employees in a complex matrix organization.
• Judgement: Demonstrated judgement in managing sensitive issues and knowledge of when to escalate problems
• Team: Takes personal responsibility in development 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
• Interpersonal: 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
• Time management: 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.
• Technology: Competency in the latest digital capability to support decision support tools and environments (e.g., command center)
• Mass General Brigham values: Embraces values to govern decisions, actions and behaviors. These values guide how we get our work done: 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

DIRECT REPORTS:

• Directly or indirectly supervises all administrative team members of the Division.

WORKING CONDITIONS:

• Works primarily in an office setting. May occasionally work remotely.
• The Division Administrator will be expected to split time between the AMCs and their associated sites.
• Attends meetings in and out of hospitals and clinics. May require travel to off-campus locations.
• Is available for early and late meetings and flexible to meet frequent deadlines. Some evening and weekend work will be necessary.

SYSTEM AND FISCAL RESPONSIBILITIES:

• Accountable for the budget performance and financial solvency of all accounts within the purview of the position.
• Responsible for managing an effective, efficient team of resources, with stewardship.
• Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/BWFH/BWPO/MGH/MGPO/MGB.
• Complies with appropriate BWH, BWFH, BWPO, MGH, MGPO and MGB policies and procedures.
• Fulfills any training required by BWH, BWFH, BWPO, MGH, MGBPO, and MGB, as appropriate.
• Brings potential matters of non-compliance to the attention of the supervisor or other appropriate staff.