Senior Administrative Manager

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.

Job Summary

The Senior Administrative Manager is responsible for overseeing and enhancing the administrative operations of the hospital ensuring the efficient management of resources staff and processes. This leadership role involves strategic planning operational oversight and the implementation of policies and procedures to support the hospitals mission and goals. This role also works closely with senior management to drive organizational effectiveness and ensure high-quality administrative support.

Essential Functions:

- Develop and implement strategic administrative policies and procedures to improve efficiency and effectiveness.
- Oversee daily administrative operations ensuring seamless coordination across departments.
- Manage the administrative support functions including scheduling correspondence and record-keeping.
- Supervise mentor and support administrative staff including hiring training and performance evaluations.
- Ensure compliance with healthcare regulations hospital policies and accreditation standards.
- Enhance patient and visitor experience by ensuring high standards of service in all administrative functions.

• Bachelors degree required.
• Administrative experience in a healthcare setting 5-7 years is required.
• Experience in a management or leadership role 3-5 years is required.
• Proven leadership and strategic management capabilities.
• Excellent organizational and problem-solving skills.
• Advanced proficiency in office software (e.g. Microsoft Office Suite) and electronic health records (EHR) systems.
• Exceptional communication interpersonal and negotiation skills.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Strong analytical skills and the ability to manage complex projects and initiatives.

Responsibilities:

Clinical Operations and Leadership:

• Directly supervises practice administrators supports their efforts to provide the very best experience for our patients and physicians.
• Sets administrative direction and provides oversight of all decisions and projects that affect the operations of assigned outpatient areas (i.e. policies and procedures systems staffing and financial strategy).
• Assigns and prioritizes projects and resolves workload issues.
• Supports professional growth by providing opportunities for skill development and coaching as needed.
• Develops a cohesive efficient and service-oriented outpatient operations team.
• Focuses on the retention and professional development of administrative and management staff. Considers all aspects of organizational structure as processes evolve.
• Develops and implements programmatic changes and improvements at the division and department levels to further the goals as set by Department and Division Chiefs.
• Builds consensus and negotiates change across multiple constituent groups (leadership physicians nursing administrative staff).
• Resolves issues/conflicts/questions that impede progress.
• Also supervises access team members and other non-clinical support staff as assigned.
• Recruits and hires staff.

Operations:

• Works with Practice Administrators to ensure daily operations of the high-volume clinics run smoothly and efficiently while maintaining the highest quality of care and a strong customer service orientation.
• Assesses and evaluates outpatient systems/processes/costs/staffing to improve workflow and maximize efficiency.
• Makes recommendations for improvements to Administrative Director and departmental leadership and implements recommendations.
• Monitors analyzes and reports on key operating measures across assigned outpatient areas and the Access Center and facilitates strategies for improvement.
• Addresses practice access issues with Group Practice Administrators/Practice Managers clinicians and support staff.
• Oversees access team members and partners with MGB Ambulatory Call Center team to proactively address access issues and ensure the departments access goals are met.
• Monitors and reviews access reports to facilitate improvements.
• Monitors and develops innovative solutions to exam room utilization.
• Makes recommendations to Administrative Director about opportunities for improved efficiency.
• Works in collaboration with MGB Office for Patient Advocacy the Ambulatory Management team the Referral Management Office the MGB International Office and referring providers to ensure consistency and quality of access.
• Oversees and coordinates departmental customer service initiatives. Ensures all customer service issues in a timely fashion. Review Responds to and resolves patient and referring provider complaints.
• Works with Practice Administrators and the Access Team on providing adequate coverage/cross-coverage in areas of responsibility right-sizing workloads and is mindful of support staff morale.
• Ensures that the physical environment of assigned practices is maintained.
• Ensures accountability of Group Practice Administrators and Practice Managers in regard to compliance with JCAHO HIPAA DPH OSHA and hospital guidelines.

Financial Management:

• Assists Administrative Director and the Departments finance team with financial aspects of assigned areas including annual operating and capital budgets non-professional salaries non-salary expenses and FTE reconciliation.
• Monitors budget performance during the fiscal year verifying accuracy in monthly budget statements.
• Resolves discrepancies and reporting errors.
• Assists Practice Administrator to understand review and develop an action plan forbilling practices and collection for services.
• Implements strategies for cost containment.
• Oversees and approves financial transaction activities (payroll etc.) as assigned.

Human Resources:

• Oversees personnel issues for assigned areas including interviewing hiring orientation training supervision and corrective action for administrative support staff.
• Reviews workload issues to ensure appropriate staffing.
• Evaluates policies & procedures and effectively troubleshoots and resolves issues as they arise.
• Informs staff of Hospital and Departmental policies and procedures.
• Work with clinical leaders to review sign off policies and procedures and their communication to clinical faculty
• Completes performance evaluation in a timely manner
• Ensures performance evaluations completed in a timely manner
• Provides coverage for division managers as needed/requested.

Special Projects & New Initiatives:

• Performs/coordinates special projects for Administrative Director and departmental leaders as needed/requested.
• Research and assist in developing new programs and models of care and prepare business case for these.
• Assists in development of financial models and operational workflows for new programs and treatments.
• Implement new programs through all department clinical operations staff including: working with Ambulatory & Capacity Management on practice improvement initiatives and working with the PBO on billing models.
• Ensures the implementation of hospital-wide initiatives into all outpatient clinics.
• Working with the Ambulatory Management team takes lead on access optimization project.
• Collaborates closely with Division Chiefs to implement project initiatives to improve patient and physician experience (e.g. redesigned telephone workflows scheduling templates and decision trees online scheduling systems).

Hybrid

15 Parkman Street

40

Regular

Day (United States of America)

Pay Range

$84905.60 - $123552.00/Annual

Grade

8

At Mass General Brigham we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive and any offer extended will take into account your skills relevant experience if applicable education certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however it does not encompass all elements contributing to your total compensation addition to competitive base pay we offer comprehensive benefits career advancement opportunities differentials premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.

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