Senior Administrative Director, AMC Division of Cardiac Surgery

Leadership:

• In partnership with the Division Chief and HVI Chief Administrator, the Senior Administrative Director determines the overall vision, mission, direction, goals, and objectives of the Division of Cardiac Surgery.
• Lead multi-disciplinary groups preparing for the move into the MGH Ragon Heart Tower anticipated in 2027. Provides operational oversight and participates as a critical leader determining staffing, equipment, space needs, workflows, finances, and other interfaces with hospital departments as part of the move to the new building.
• In connection with the Chief and Chief Administrator, develops strategic plans related to Cardiac Surgical growth such as bed planning, ICU bed needs, staffing, recruitment strategies, community presence, capital, and OR time.
• Identifies, evaluates, and recommends new business ventures, affiliations, and partnerships consistent with the strategic plans and the growth and market objectives of the AMCs. Works with departmental and hospital leadership and relevant MGB departments to prepare the necessary business plans and documentation. Manages the funds flow and renewal of any such arrangements.
• Serves as a critical member and senior leader for the Heart and Vascular Institute administrative team(s). Establishes and maintains clear communications with Institute leaders as to each area's performance. Interacts and builds strong working relationships with peers and clinical leadership from other divisions. Cross covers as needed to support leadership in the Institute.
• Works with hospital leadership to evaluate and monitor performance of the AMCs to support the delivery of services and the operational goals of cost containment, quality enhancement, developing a culture of safety, and patient experience.
• Provides direction and support to clinical and non-clinical staff for the Division. Develops effective methods of communicating with faculty, trainees, and staff on a regular basis.
• Identifies opportunities for departmental engagement in national and international advisory activities. Establishes departmental processes to enable delivery of projects, in alignment with MGB Global Advisory. May be asked to travel and represent the HVI in such engagements.
• Develops and implements policies and procedures consistent with MGB, MGH, BWH/BWFH policies in the areas of clinical practice management, grants management, innovation, and teaching/training. Interacts extensively with the Chief Administrator to assess administrative and financial needs of the Division and to revise policies and procedures as needed.
• Serves as the principal liaison to other MGB and hospital departments and services such as: Patient Care Services; Marketing; Office of General Counsel; Development; Public Affairs and Communications; Research Management; Budget and Finance; Global Advisory.

Clinical Operations:

• In collaboration with the Chief of Cardiac Surgery and HVI leadership, leads the evaluation, development, and implementation of strategies for the growth, improved access, eliminating case cancellations, bed placement, transfers, length of stay reduction, improved turnover, and integration of clinical services throughout the AMCs.
• In partnership with relevant chiefs, vice chairs, and clinical operations leaders, oversees operations of clinical services provided in ambulatory, inpatient, ICU and procedural services across multiple campuses. Works to achieve system level clinical and quality goals.
• Partners with Perfusionist, APP, and other clinical leaders to ensure a supported, multi-disciplinary team across Cardiac Surgery.
• Serves as principal departmental liaison to MGB Compliance Office. Assures compliance with all relevant state and federal regulations.

Academic Management:

• Works with the Chief regarding strategic research planning and growth in the context of advances in technology, science, and the funding environment in collaboration with AMC leadership.
• Leads and maintains research administration infrastructure, including management responsibility for administrators and grant managers and support staff.
• Oversees deficit resolution issues in collaboration with principal investigators (PIs), departmental research leadership, and MGB research management staff.
• Ensures that research administrators and investigators are aware of institutional research policies and procedures, through regular departmental research meetings and other communication.
• Ensures that changes in research policies and procedures are appropriately communicated to administrators, staff, and PIs.
• Works collaboratively with Research Management and Compliance as necessary to ensure the appropriate fiduciary and regulatory responsibility of the research enterprise.
• In conjunction with appropriate education leaders, supports the administration of the HVI residency programs, fellowship programs, HMS education programs, and continuing medical education programs.
• Oversees financial management of training programs, including implementing and ensuring compliance with professional billing activities as applicable.
• Works collaboratively with the Graduate Medical Education (GME) Office and Compliance to ensure the appropriate fiduciary and regulatory responsibility of education programs.
• Ensures coordination between HMS leadership and departmental education leaders for administration of Undergraduate Medical Education (UME) including student rotations and faculty engagement to optimize the learning environment.

Financial Management

• Works with MGB's compliance, revenue, and budget teams to maximize revenue in all clinical services. Manages financial performance to budget.
• Oversees staff who are responsible for approving expenditures, assigning cost centers, monitoring compliance with budgets, identifying and investigating potential problem areas and proposing solutions.
• Establishes and maintains a financial management system for accurate and detailed reporting of financial status and staffing distribution of operating accounts and research/sundry funds.
• Develops and monitors annual operating and capital budgets; organizes the annual budget submission process in collaboration with the MGH, BWH/BWFH, MGPO, and BWPO offices.
• Ensures that "front-end" financial procedures are coordinated, and all services provided are monitored and tracked to ensure capture and timely submission to billing entity (BWPO, outside billing agency, or practice-employed billers) of all services provided.
• Oversees activities of billing services to ensure timely/maximized collections; Meets regularly with billing liaisons; investigates and resolves revenue cycle issues. Implements changes to administrative revenue cycle operations to address issues and improve performance.
• In conjunction with the HVI leadership and MGB VP of Physician Compensation, develops and manages faculty compensation plans to ensure fair and equitable compensation as well as market competitiveness regionally and nationally.
• Develops and tracks recruitment and/or retention packages for faculty hires.
• Conceptualizes and oversees a variety of financial analyses.
  

Human Resources Management

• Supervises/mentors approximately 9 individuals directly; is ultimately administratively responsible for approximately 225 faculty and staff.
• Oversees professional staff recruitment (including physicians, scientific staff, clinical and research fellows, etc.), appointment, group practice and third-party credentialing/enrollment issues. Prepares offer/acceptance letters, appointment packets, privileging forms, and visa applications and retains appropriate copies of materials sent. Reviews and edits all new hire letters for Cardiac Surgery faculty and recommends them for signature by the Executive Director.
• Works with Human Resources teams to manage often sensitive issues that arise with administrative staff and faculty.
• Reviews workload issues to ensure appropriate staffing.
• Supports and works to maintain salary and wage equity for both faculty and staff.
• In conjunction with the Chief, ensures the support and maintenance of a diverse, inclusive, and professional environment amongst faculty, trainees, and staff.

• Prepares performance reviews on direct reports. Takes corrective and disciplinary action as necessary to maintain the highest level of staff productivity and effectiveness. Terminates employees as necessary.
• Coordinates with Human Resources for the recruitment, interviewing, hiring, training, and disciplining of all service personnel (group practice, laboratory, and clinical units).
• Evaluates and standardizes procedures and effectively troubleshoots and resolves issues as they arise. Informs staff of policy and procedure changes.
• Reviews salary and wage issues. Works with HVI Chief Administrator to develop and implement performance plans; Implements corrective action as necessary;

Other

• Oversees general administrative matters.
• Develops letters, presentations, announcements, and other communications.
• Keeps current regarding trends and developments in the health care field.
• Serves as a stand-in for the HVI Chief Administrator in relevant meetings if needed.
• Serves on committees as needed or assigned by the CA.
• Leads or participates in special projects or other related tasks as requested or required.

Supports the development of a Cardiac Surgery website on the HVI website.

Qualifications

• Bachelor's degree in business administration, public health, public administration, or related field required. Master's degree preferred.
• 5+ years administrative/management experience in an academic medical center required.
• Supervisory experience required.
• Outstanding organizational skills to manage many competing responsibilities and priorities.
• Ability to delegate, effectively supervise, and plan for the timely and successful completion of objectives.
• Exceptional 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.
• Excellent verbal and written communication skills to communicate effectively with a large and diverse constituency including departmental leadership, administrative staff, clinical and research faculty, and leaders across the AMCs and MGB.
• Excellent negotiation skills in complex internal and external situations.
• The ability to independently resolve quickly most problems encountered.
• Demonstrated sensitivity, discretion, and judgment regarding confidential matters.