Administrative Manager
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Job Location:
Monthly Salary:
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
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.
Job Summary
Reporting to and working closely with the Administrative Director the Administrative Manager will work with and provide support and guidance to a wide-range of clinical and administrative staff members within the Division itself multiple BWH clinic sites and Dana-Faber Cancer Institute (DFCI) in a variety of analytical administrative and operational duties / assignments. This position oversees the Divisions administrative support staff (8 FTEs) and thus serves as an intermediary between staff members physicians and nurse practitioners to resolve and fulfill clinic issues and requests.The Administrative Manager maintains a hybrid work schedule (three days on-site / two days remote).
Qualifications
Clinical Program Management
- Collaborates with administrative support staff and others to resolve patient scheduling issues.
- Acts as an intermediary between clinic sites (DFCI Watkins and Faulkner) and Hematology staff members (clinicians nurse practitioners and administrative assistants). Works collaboratively with staff members to accomplish clinic goals and objectives and troubleshoot operational issues.
- Serves as a critical member of the division to oversee and monitor administrative aspects of provider schedules and activity at clinic sites.
- Under the leadership of the Division Chief and Administrative Director monitors the ongoing management of the divisions clinical services discusses and resolves administrative problems that arise and directs the planning of improvement in existing clinical services.
- Acts as a primary resource to DFCI New Patient Coordinators and New Patient Supervisor to troubleshoot issues and provide guidance and intervention related to the new patient scheduling process. Determines which issues need to be escalated to Administrative Director Senior Nursing Manager Medical Director and/or Chief.
- Assists Administrative Director clinicians and nurse practitioners with provider schedules and template changes.
- Oversees the divisions E-Consult process and operations.
Personnel Management
- Oversees the day-to-day performance of administrative support staff to ensure optimum performance.
- Serves as the primary resource for administrative support staff.
- Builds and maintains ongoing working relationships with administrative support staff as well as physicians and nurse practitioners to facilitate positive staff morale and support provider productivity.
- Coordinates the on-boarding and training of new staff.
- Maintains full knowledge of all key components of administrative staff functions including use of EPIC referral management and other processes needed to oversee administrative support staff work.
- Reviews time off requests and monitors attendance and tardiness.
- Assigns and prioritizes administrative support staffs workloads cross-coverage etc. to ensure that appropriate staffing and phone coverage needs are met.
- Conducts staff meetings to keep employees informed.
- Participates in the hiring training and if necessary terminating of administrative staff support.
- Assesses employee performance completing timely employee evaluations and providing counseling regarding performance attendance etc.
- Arbitrates disputes and conflicts that emerge between administrative support staff and clinical providers and/or other staff members.
Administrative Duties:
- When needed:
- Schedules patient appointments for DFCI/BWH Hematology patients.
- Assists with calendar management and meeting coordination for physicians and division leadership as requested.
- Mails out appointment reminder letters and provider notes.
- Submits and track prior authorizations.
- Follows HIPAA guidelines for the management of patient privacy and confidentiality.
- Triages and manages phone calls utilizing courteous customer services skill.
- Maintains flexibility regarding workload and the needs of the division.
- Provides cross coverage as needed.
- Acts as a super user for scheduling registration and billing systems. Provides training and assistance to existing and new administrative support staff.
Education
Bachelors Degree Business Administration required or Bachelors Degree Healthcare Administration required or Bachelors Degree Related Field of Study required
Can this role accept experience in lieu of a degree
No
Experience
Experience in administrative management or office administration preferably in a healthcare setting 5-7 years required and Experience in a supervisory or leadership role 2-3 years required
Knowledge Skills and Abilities
- Strong organizational and time management skills.
- Excellent communication and interpersonal abilities.
- Proficiency in office software and administrative technologies.
- Ability to manage multiple tasks and prioritize in a fast-paced environment.
- Experience in managing and mentoring a team.
Additional Job Details (if applicable)
Remote Type
Work Location
Scheduled Weekly Hours
Employee Type
Work Shift
Pay Range
$69596.80 - $101202.40/AnnualGrade
7EEO Statement:
Mass General Brigham Competency Framework
At Mass General Brigham our competency framework defines what effective leadership looks like by specifying which behaviors are most critical for successful performance at each job level. The framework is comprised of ten competencies (half People-Focused half Performance-Focused) and are defined by observable and measurable skills and behaviors that contribute to workplace effectiveness and career success. These competencies are used to evaluate performance make hiring decisions identify development needs mobilize employees across our system and establish a strong talent pipeline.
Required Experience:
Manager
Key Skills
- Business
- Clerical
- Account Payable
- Administrative Skills
- Time Management
- Data Entry
- office supplies
- Accounting
- Project Management
- Administration Office
- Management skills
- Account Receivable
- Administrative Operations
- Problem Solving Skills
- Statistics
About Company
Patients at Mass General have access to a vast network of physicians, nearly all of whom are Harvard Medical School faculty and many of whom are leaders within their fields.
