Program Manager I

Site: The General Hospital Corporation

Mass General Brigham relies on a wide range of professionals including doctors nurses business people tech experts researchers and systems analysts to advance our mission. As a not-for-profit we support patient care research teaching and community service striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

General Overview
The Hospital Medicine Unit (HMU) within the Division of General Internal Medicine has an open position for a Schedule and Staffing Manager (SSM). This position is a full-time 40-hours per week fully in person.

The SSM will have in-depth knowledge to navigate and utilize our online staffing platform (AMiON) to manage staff schedules including making changes and resolving scheduling conflicts as needed. Familiarity with generating reports tracking hours and managing shift patterns within AMiON is preferred.

The SSM is the point of contact for the day-to-day management of HMU clinical operations ensuring optimal staffing and seamless integration of MD/APP schedules. This individual works in close partnership with the HMU Associate Chief of Clinical operations the APP Manager the Operations Team the Access RN and the HMU clinical staff (MDs and APPs).
The successful candidate will ensure transparency attention to detail and prompt communication as schedule changes are made.
The SSM is also responsible for managing any adjustments to provider FTE including notifying the Finance Manager of any associated salary adjustments that will occur. The SSM will also communicate with the staff member regarding any related changes to their schedule and/or their personal salary sheet.
The SSM will proactively monitor areas of need within the HMU clinical schedule and design solutions by anticipating staffing needs based on projected volume. This includes daily advertising for open shifts and addressing staffing gaps as they arise in real time. The managers role includes constant communication with the HMU Operations Team and Access RNs to maintain situational awareness of all staffing needs. They will be expected to synthesize input from all role groups to help guide decisions regarding provider placement and optimization of the overall clinical service.

Responsibilities:
Clinical Schedule (MD and APP) Build and Maintenance:
oManage the schedule build process ensuring that the MD/APP builds are completed according to HMU requirements and established deadlines.
oMaintain HMU MD and APP schedules in AMiON ensuring accuracy and efficiency. This includes managing schedule swaps unexpected absences and surge needs.
oCoordinate with the Clinical Operations team to capture operational and staffing changes
oManage all staff FTE changes and communicate these changes with the Finance Manager
oEnsure prompt and clear communication of any staffing-related changes to prevent any operational disruptions.
oMonitor and manage daily maintenance tasks through the AMiON platform to ensure systems are fully operational.
oTroubleshoot and resolve issues related to scheduling builds and system integration escalating to IT or other departments as needed.
oAddress and manage any AMiON technical issues to ensure system is usable with minimal downtime.
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Collaboration & Communication:
oThe SSM is the main point of contact between clinical operational Access RN teams.
oThe SSM is the main point of contact for staff and leadership regarding any scheduling issues or system errors. They will and proactively work towards any necessary solutions or process changes.
Documentation & Reporting:
oMaintain up-to-date documentation on schedule build process and the daily schedule maintenance.
oPrepare and present reports on system performance scheduling efficiency and maintenance metrics to leadership.
oAssist in identifying areas of improvement and recommend changes to optimize the scheduling process.
oMaintain the weekly UKG time reporting system
oManage moonlighting payments and salary calculations
oRoutinely track data with respect to staffing and census volume
Continuous Improvement:
oIdentify opportunities to enhance schedule build processes system maintenance practices and strategies to improve operational efficiency.
oParticipate in training and development activities to stay current on updates and best practices within AMiON and HMU operations.
Skills and Abilities
oAttention to detail is highly critical in this role.
oThis individual must ensure all schedules are accurate without errors in staff assignments shift changes or leave requests.
oThey will be responsible for monitoring for discrepancies or conflicts and resolving them efficiently.

Time Management
oCandidates must exhibit strong organizational and time-management skills demonstrating the ability to handle and effectively prioritize multiple tasks.
oMust possess the ability to manage multiple schedules track staff availability and ensure vacant shifts are filled in a timely fashion.
oMust be able to function in a high-pressure environment where last-minute changes are common.
oMust be able to adjust to evolving scheduling requirements such as fluctuations in staff availability or changing needs including additional service lines and floors.
Communication Skills
oCandidates must possess strong communication skills both verbal and written with the ability to collaborate across various role groups withing HMU and the MGB affiliates.
oClear and prompt communication will be expected to ensure HMU providers have the most up-to-date staffing information.
oThis individual must demonstrate willingness to stay flexible and adapt to the dynamic needs of the healthcare environment.
Problem-Solving and Flexibility
oCandidates must be able to handle sudden changes such as sick calls time-off requests or urgent staffing needs recognizing when escalate as appropriate.
Data Analysis and Reporting
oThis individual should understand how to pull data from the AMiON system to track staffing trends moonlighting hours and efficiency.
oMust be able to create and analyze reports related to staff attendance shift coverage and productivity.
oThis individual will manage the HMU staff salary sheets as needed with clear communication to the staff member and the finance manager.
Confidentiality and Compliance Knowledge
oCandidates must be skilled at handling sensitive employee information (e.g. time off personal data) with care ensuring compliance with any relevant privacy laws or organizational policies.


These skills combined with a proactive attitude and a strong focus on customer service will make a candidate highly effective in managing staff schedule build and maintenance.

Job Summary

Summary

Responsible for managing all aspects of a program and corresponding projects. Implements initiatives that support alignment with organizational goals and strategic planning. Leads the communication and collaboration with stakeholders. Develops the program schedule budget and various program and project plan details. Analyzes data prepares reports and provides regular updates to program leadership. Identifies and escalates issues and risks and recommends solutions. Leads and provides guidance and support to other administrative team members.

Does this position require Patient Care No.

Essential Functions

-Leads program and project teams and coordinates and delegates cross-project initiatives.

-Conducts research manages and analyzes data in systems and develops reports and presentations to support programs.

-Identify potential risks issues and challenges associated with programs and develop mitigation strategies to minimize impact.

-Monitor program progress and proactively address deviations from plans timelines or budgets.

-Manages the program budget ensuring responsible allocation of resources and adherence to financial guidelines.

Education
Bachelors Degree Related Field of Study required

Experience
Program Management Experience 2-3 years required

Knowledge Skills and Abilities
- Strong leadership and project management skills with the ability to effectively coordinate and delegate tasks manage timelines and drive results.
- Excellent interpersonal and communication skills with the ability to engage and collaborate with medical professionals faculty and staff at all levels.

Onsite

55 Fruit Street

40

Regular

Day (United States of America)

The General Hospital Corporation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race color religious creed national origin sex age gender identity disability sexual orientation military service genetic information and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process to perform essential job functions and to receive other benefits and privileges of employment. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973 the Vietnam Veterans Readjustment Act of 1974 and Title I of the Americans with Disabilities Act of 1990 applicants who require accommodation in the job application process may contact Human Resources at .

Mass General Brigham Competency Framework