Senior Administrative Director, Urology

Massachusetts General Hospital is seeking a collaborative administrative leader to assume the position of Senior Administrative Director, Department of Urology.

The Mass General Department of Urology is committed to providing the highest quality patient care in a compassionate, safe and patient focused manner. The department is a recognized leader in investigating the causes of prostate and bladder cancer and developing preventative methods, treatments and cures for urological diseases and disorders.

About the MGH Department of Urology:

The Department of Urology strives to maintain a culture of continuous improvement and a commitment to evidence-based best practices. Massachusetts General Hospital is a 999-bed teaching hospital of Harvard Medical School. The Urology Service has five dedicated operating rooms, where more than 2,800 operative procedures are performed yearly.

Faculty and residents perform approximately 3,000 procedures in the outpatient clinic each year, including cystoscopy, transrectal ultrasound, prostate biopsy, small bladder tumor resection, vasectomy and other minor surgical procedures. The clinic is staffed by patient service coordinators, one specifically dedicated to the residents, as well as APPs, urology nurses and medical assistants, and a PA on the Urology floor as well as in outpatient clinics. State-of-the-art video urodynamics testing facilities are located here, as well as laser and fluoroscopic facilities.

The Department of Urology is dedicated to advancing the field of urology through innovative and groundbreaking research. Two well-equipped laboratories have capabilities for molecular biology, tissue culture, transport studies, histology, laser studies, and renal and gut physiology.

Receiving general direction from the Chief of Urology and the Vice President of Surgery, Anesthesia, Orthopaedics and Urology, the incumbent is responsible for the effective administration of the MGH Department of Urology. This includes the effective operation of and planning for the clinical divisions and coordination and integration with academic and research missions. The Senior Administrative Director directs all financial and administrative operations for the Department, across MGPO, hospital and research enterprises, and serves as a critical interface for interdepartmental issues.

The Senior Administrative Director is responsible for directing all administrative, operational and strategic issues falling within the scope of the clinical, research, and educational areas impacting the MGH Department of Urology. S/he reviews all work in progress; directs and advises staff to ensure that the needs of the Department and the hospital are met. Drawing on a broad understanding of Hospital, physician group practice, research, and regulatory policies and procedures, and displaying a high degree of initiative and independent judgment, the incumbent will collaborate closely with physician and departmental leadership to continually assess, plan, and direct a wide range of activities. The Senior Administrative Director directs the efforts of various clinical, administrative, and technical personnel to ensure functional departments and centers, balancing competing interests and strategically planning for opportunities at the department and institution levels. Responsibilities include management of department-wide operations, personnel, finances, research, education and training, professional billing, compliance, legal and regulatory issues, quality and safety issues, facilities and information systems, programmatic/strategic and project development, and long-range planning. While not directly engaged in all operations on a daily basis, the Senior Administrative Director sets direction for and is ultimately responsible for each of the items below.

• Collaborates with Chiefs, Vice President, Senior Vice President, and key physician leaders on long-term strategy and integration of departmental and center visions into the broader framework of a major academic medical center.
• Participates and/or leads institution-wide and/or system-wide planning and strategic initiatives.
• Provides executive leadership of the Department of Urology’s clinical programs.
• Directs financial, strategic, and operational efforts in collaboration with Vice President, Chief, Medical Director, Quality & Safety Director, and Research Director to achieve departmental and center goals and objectives.

Data Overview

Human Resources:

• Total Physician FTEs: 40 (Includes MDs, PhDs, Fellows, and Residents)
• Total Non-Physician FTEs: 150 (Includes all other FTEs)

Budgets:

• GH Operating Budget: >$2M
• PO Operating Budget: >$30M

Operational

• Collaborates with the Chiefs and Vice President in establishing departmental policies and procedures.
  • Develops, implements, oversees and approves departmental policies, procedures and systems and revises as necessary to maximize efficiency.
  • Resolves administrative questions/issues/problems; delegates resolution to managers where appropriate.
  • Sets direction for Administrative Managers, Operations Managers, Practice Managers and other management staff and works with Division Chiefs, Medical Directors, and physicians to ensure consistency/equity across the Department.
• Responsible for clinical sites across MGB including: Mass General Boston (Charles River Plaza and Wang), Waltham, Danvers, as well as operations within MGPO managed clinical space at Newton-Wellesley Hospital and in partnership with NWH leadership for operative programming at NWH.
• Oversees Urology Network Development strategies and efforts. Negotiates contracts, analyzes growth opportunities, and implements programs to increase volume at MGH main campus, MGH outpatient surgical centers, and affiliates.
• Collaborates with practice and perioperative management teams at MGH downtown and off-site facilities, MGB facilities, and affiliates to support surgeons who perform more than 5,000 operative procedures per year at MGH/MGB sites.
• Oversees professional staff recruitment, appointment, group practice and third party credentialing/enrollment issues.
• Staffs senior departmental meetings.
• Conducts staff and physician faculty meetings to disseminate information and solicit input from all staff members related to policies and procedures, operations, etc.
• Initiates, plans, implements and oversees departmental customer service initiatives. Works with Customer Service and the Physician Referral Service to ensure consistency and quality of access.
• Responsible for departmental facilities and environmental issues. Oversees space allocation, renovation projects, etc. with Planning Office, Facilities Engineering and Information Resources as well as outside architects and contractors. Develops and implements programs to monitor preventive maintenance and service agreements on mission-critical equipment.
• Responsible for the establishment and enforcement of fire and safety regulations for the department, following established protocols, and ensuring compliance with Joint Commission, OSHA, and Hospital guidelines.
• Directs strategic planning for departments and centers.

• Monitors monthly service statistics and develops and implements strategies for improvement in patient access and provider utilization.

Quality and Safety

• With the Chief and VP, develops and implements quality programs. Responsible for clinical reviews of quality indicators.
• Conducts regular department audits to ensure compliance with internal standards as well as state and federal guidelines.
• Participation in and compliance with MGPO/MGH compliance initiatives.
• Responsible for the development and monitoring of departmental indicators set forth to meet quality goals.
• Facilitates and sponsors care redesign efforts while utilizing available metrics to improve efficiency, access, utilization and quality and safety.
• Oversee regulatory visits

Fiscal

• Directs the management of more than $30M/year in professional revenue and $2M/year in hospital-funded expenses. Oversees compensation plan and associated compensation and fiscal reporting.
• Conceptualizes and performs a variety of financial analyses (physician recruitment/retention, benchmark comparison (compensation/productivity), business/program development, etc.).
• Collaborates with Development team on philanthropic priorities and planning.
• Responsible for the annual operating and capital budgets for all MGPO, GH, Sundry, Harvard Medical School and research funds within the department. Ensures monitoring of all cost center budgets and oversees capital spending. Ensures the production and presentation of monthly financial departmental performance to Chief, VP, and Senior Staff, as appropriate.
• Oversees decentralized billing process.
• Ensures monitoring of all MGPO, research, and GH funds within the department
• Maintains approval process for financial transaction activities (payroll, travel requests, employee salary changes, journal entries, check requests, etc.).

• Develops, makes recommendations and monitors productivity-based physician compensation plans.
• Conceptualizes and performs a variety of financial analyses (e.g. for global/fixed fee development, physician recruitment, business/program development, etc.).
• Assesses expense (rent, telephones, staffing, etc.) management issues; Performs comparative analyses; Develops and implements strategies for cost containment.
• Ensures cash collection processes are implemented and maintained.

Supervisory/Human Resources

• Leads team of four Managers who support ~40 professional faculty and trainees, and manage a non-physician staff, including Managers, of 150 FTEs.
• Recruits, trains, supervises and ensures professional development of non-professional staff members and acts as a resource for professional staff members.
• Provides direct supervision to and is responsible for the conduct, operations, and results of the professional and non-professional staff.
• Evaluates and standardizes procedures and effectively troubleshoots and resolves issues as they arise. Responsible for making managers aware of policy and procedure changes.
• Develops and implements change management programs including efficiency and resource utilization projects.
• Reviews salary and wage issues. Works with Chief, Vice President and HR to evaluate performance and develop and implement compensation plans. Implements corrective action as necessary; Ensures that all service performance evaluations are performed in a timely manner and in compliance with Hospital and Departmental compensation plans.
• Using PeopleSoft Manager Self Service, approves and coordinates with Human Resources for approval of human resources changes (i.e. salary adjustments, salary distributions, training records, etc.) for managers.
• Approves and resolves any issues with employee time reporting; Approves managers time sheet in Kronos.
• Promotes professional development among direct reports and other staff.

Education/Training

• Oversees education programs inclusive of residency and fellowships.
• Oversees Harvard Departmental External review process and preparation of associated materials.
• Works with Program directors to develop and oversee departmental training programs, ensuring compliances with RRC, PEC, etc. requirements.
• Responsible for fiscal management of training programs.
• Ensures that non-professional staff are in compliance with hospital and Joint Commission policies with regards to their initial orientation and training requirements.

• Facilitates, coordinates, and encourages continuing education for management, clinical and administrative support staff.

Research

• Ensures the financial, operational, and personnel management related to department’s research programs.
• Develops, implements, and manages a process for identification of research projects/funding, grant submission, and budget development.
• Oversees research space issues including space allocation, density monitoring, renovation projects, etc.
• Ensures all departmental labs are fully compliant with all applicable training, regulatory and institutional standards.

Strategic Planning & Business Development

• Supports efforts related to promoting top-line growth through multidisciplinary care across Urology
• Business Development
  • Primary contact for new business ventures.
  • Identifies, develops, implements and manages department’s new business initiatives.
  • Proactively identifies business lines and clinical sub-services that attract patient interest and develops methodologies to communicate the department’s strengths.
  • Works with MGB Business Planning, Marketing and Network Development to perform market and competitive analyses, develop and implement marketing and outreach plans, and assists in the development of internal and external communication and copy materials.

• System Strategy
  • Partners with Clinical and Administrative leaders across MGB System to develop and launch MGB services lines and system strategies as prioritized.
• Retention
  • Develops strategies with administrative and clinical leadership to ensure long-term physician recruitment and retention plans.

• Space/Planning
  • Primary contact all space utilization issues

Communications/Marketing

• Strategizes with Chiefs and managers around appropriate and effective communications, marketing and outreach for internal and external audiences to ensure timely, accurate and meaningful messaging.
• Manages content and upkeep of web sites and social media platforms.
• Uses varied media to promote CME activities.
• Utilizing partnerships with internal and external resources seeks to increase referrals to department clinicians
• Coordinates development, preparation, and distribution of departmental publications/communications.

The qualified candidate will have an MBA, MPH or other comparable Master’s degree, with 10-15 years related experience, preferably in an academic medical center or related industry. He/she should also have the ability to gain credibility and trust with multiple layers of a complex organization; successful track record of front line management; superb financial expertise; excellent interpersonal and listening skills; open, honest, objective manner; ability to interact effectively with front line staff, physicians, senior management, department heads and managers; and ability to bring diverse groups to work together as a team.

• Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures.
• Ability to provide support, direction and development to staff at all levels, including management and physician staff.
• Effective financial and analytical skills, including budget development, grant and contract management.
• Ability to make decisions quickly and independently.
• Excellent interpersonal/communications skills and political savvy and discretion to address difficult or sensitive issues.
• Exceptional computer skills (including operating systems, word processing, database, electronic mail, Internet, and spreadsheets) required.
• Effective leadership skills to initiate activities, direct and manage teams, professional and non-professional staff, etc.
• Good command of English language, including medical and scientific terminology.
• Able to handle sensitive and confidential issues.

Normal office conditions. Ability to attend meetings outside of 8:30 a.m. - 5 p.m. is required. Willingness to travel to other entities.

Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.