Senior Administrative Manager, Transplant

DescriptionJOB DESCRIPTIONSenior Administrative Manager – Transplant CenterGENERAL SUMMARY/OVERVIEW STATEMENT:Receiving general direction from the Transplant Center Executive Leadership, Medical and Surgical Directors, and reporting directly to the Executive Director of the Transplant Center and Division of Transplant Surgery, the Senior Administrative Manager is responsible for varied management and operational facets of the Transplant Center, Renal Associates, and Mass General Brigham Liver Program. Duties include but are not limited to managing day-to-day operations and personnel across multiple locations within and outside of MGB. Drawing on an in-depth understanding of the field of organ transplantation, hospital and MGPO practices and policies, and displaying a high degree of initiative and independent judgment, the Senior Administrative Manager will continually assess and develop a wide range of ongoing Center initiatives, including operations management and on-site oversight, patient access and customer service, project management and continuous process improvement, expense management, and more broadly assisting the Executive Director and Transplant Center in meeting its key strategic goals. Engages in effective planning, negotiating and leadership to maximize resources, opportunities, and relationships. The incumbent requires significant discretion, the ability to organize multiple and sometimes competing priorities, exceptional follow through skills and the capacity to handle sensitive and confidential information. The Senior Administrative Manager will work closely with Transplant Center administrative, clinical and physician management to ensure efficient and effective operations and the provision of quality care and customer service to all transplant patients.PRINCIPAL DUTIES AND RESPONSIBILITIES:Personnel/Operational/Supervisory Responsibilities:Responsible for the direct supervision to over 20 administrative support staff FTEs, 2 Program Managers, 1 Administrative Coordinator, and indirectly supervises over 15 clinic staff across the Transplant Center and six outreach clinicsManage HR related processes such as hiring, orientation, performance evaluations, staff development and performance management. Provide corrective action as necessary; and complete documentation in a timely manner, in compliance with MGH and departmental policies.  ·         Manage weekly payroll for all employees through Kronos – review individual timesheets, enter earned time, overtime, critical staffing pays, and maintain associated records. Assign and prioritize workloads; evaluate and standardize operational procedures, effectively troubleshoot, and resolve issues as they arise. Apprise staff, senior management, and physicians of issues related to administrative support staff. Facilitate regular staff meetings to ensure proper dissemination of information and solicit input from all staff members related to policies and procedures, day-to-day operations, etc.Implement and track Ambulatory Management initiatives across the Transplant Center and Renal Associates. Incorporate best practices for both pre-transplant and post-transplant support staff operations.  Programmatic Responsibilities: ·         Lead special projects to support diversity and inclusion efforts for the Transplant Center. ·         Assist Program Managers with business plans centered on growth and expansion in conjunction with the Administrative and Clinical Directors. ·         Coordinate back-end logistics and operational aspects of all kidney and liver outreach clinics with external institutions. ·         Oversee the processes for purchasing, reimbursing, and other business office functions for all abdominal outreach clinics.·         Update monthly dashboards to provide support for quality related efforts within the Division and to compare center activity with competing institutions. Financial Responsibilities: ·         Report and analyze financial performance of division’s activities; ensuring integrity of third-party billing; researching and implementing opportunities for financial growth; modeling, and management of various departmental contracts, projects, and programs.·         Oversee all contracts, consulting agreements, and service agreements, with external agencies, outside hospitals, vendors, and consultants. Negotiate terms of agreements, work with the Office of the General Council to formalize terms and conditions of contracts.·         Ensure that all invoices are received and submitted for payment regularly. ·         Import or utilize data from various MGH/MGPO financial and billing systems to perform complex financial and productivity analyses.·         Monitor and review patient assistance funds for all solid organ programs and review with Senior Administrative Director and on a quarterly basis.·         Monitor and report on all aspects of the division’s clinical expenditures and revenue. ·         Oversees divisional financial information systems, work with external vendors and internal resources to build and maintain new systems and databases. ·         Manage and present sundry fund budget justifications to the Center for Diversity and Inclusion and Transplant Steering Committee. Ensure adherence to budget. ·         Coordinate with Accounts Payable to reimburse liver transplant patients for transportation and lodging charges, reimbursed through the development fund.Project Management and Operational Implementation: ·         Responsible for project organization, planning and implementation of key priority projects and initiatives for the Transplant Center and the Division of Transplant Surgery.·         Ensures project deliverables are met on time and under budget.  SKILLS/ABILITIES/COMPETENCIES REQUIRED:Subject Matter Expertise: Experience with transplant administration, including UNOS/CMS regulatory compliance, quality, and patient safety standards, staffing models, and expertise across all abdominal (kidney, pancreas, liver (MGH & BWH) and thoracic (heart, lung) transplant, including Mechanical Circulatory Support systems. Additional experience preferred with organ allocation and distribution policies, federal/local regulations, and transplantation research.Medicare Cost Report: understanding time study management, charge capture and charge-to-cost ratios, Medicare Cost Report accounting schedules and filing, and internal/external auditing processes.Professional Knowledge: Extensive knowledge regarding financial, operational, research, and physician practice management (specific to transplant surgery and multidisciplinary medical practices), ambulatory access/capacity management, business planning, project management, change management, etc. Sufficient knowledge to improve, enhance, or upgrade complex financial, operational and technical systems. Analytical Skills:  Ability to conceptualize and conduct complex analysis (financial and operational), including use of business visualization tools (i.e., Tableau) and development of centralized databases integrating clinical, operational, and financial statistics that support decision making and action-oriented process changes.Critical Thinking/Decision Making:  Ability to appropriately evaluate all aspects of a situation and to independently make appropriate and timely decisions.   Leadership: Ability to identify issues/projects and initiates plans to address; Demonstrates forthrightness and integrity.  Ability to develop a common vision for diverse constituents, engender teamwork, communicate effectively, sell ideas, and take ownership and responsibility for activities. Fiscal Responsibility: Effective financial and analytical skills, including ability to develop and monitor budgets, manage “front-end” billing, and review and address billing statistics and issues to ensure revenue maximization.  Ability to ensure timely submission and review of budgets and performance evaluations. Quality Assurance: Skills to work efficiently and effectively and strive to do so in all aspects of position.  Ability to effectively manage day-to-day operations, establish and maintain policies and procedures, monitor service statistics, manage patient flow and “front desk” operations, coordinate space and infrastructure issues, and ensure effective coordination of training programs. Ability to engender these skills among staff. Personnel Management: Ability to skillfully handle issues of sensitive nature with respect to confidentiality, abiding by institutional guidelines. Ability to recruit, train and supervise staff and to ensure that performance evaluations, payroll, employee changes and other HR transactions are completed in an accurate and timely manner. Ability to provide support, direction, and development to staff. Time Management: Exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate. Flexibility to work independently and to handle multiple tasks and deadline pressures.   Discretion and Confidentiality:  Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained by staff.   Interpersonal/communication:  Excellent interpersonal/communications skills and a good command of English language, including medical and scientific terminology. Information Systems/Technology Skills:  Exceptional computer skills (including operating systems, word processing, database, electronic mail, Internet, spreadsheets, and other office management systems). Proficiency in PC’s and MS Office suite. Prior experience with MGH systems (EPIC, Mosaic, etc) helpful Safety/Compliance:  Knowledge in all aspects of safety and ability to ensure a safe environment for patients, staff and laboratory subjects. QualificationsBachelor’s degree required with Master’s degree preferred in Business/Healthcare Administration.   5 years or more of comparable program, department or related management experience is needed along with a preference for some experience within the Transplant field.Job Field: Professional/ManagerialOrganization: Massachusetts General Hospital(MGH)Schedule: Full-timeShift: Day JobEmployee Status: Regular