Administrative Director

Receiving general direction from the Chief of the Division of Palliative Care & Geriatric Medicine (PCGM) and the Vice President of the Department of Medicine, the Administrative Director is responsible for the effective administration of the MGH PCGM.  This includes the effective operation of all clinical services across the Division as well as strategic planning and programmatic development and assisting the Chief in implementing the vision for the Division.  The incumbent will direct, the outpatient practices (Senior Health, Palliative Care (main campus & community locations), Memory Care Initiative and Home Based Program), inpatient services (Palliative Care Consult Service and Geri Ortho Service), educational programs (3 fellowship programs and Continuum Program) and finances.  The Administrative Director also serves as a critical interface with hospital leadership for interdepartmental issues. 

As Administrative Director this person will work with physicians and other staff members to ensure a quality-based, custom-oriented flow of work.  Drawing on a broad understanding of hospital and physician group practice policies and procedures, and displaying a high degree of initiative and independent judgment, the incumbent will closely collaborate with physician and departmental leadership to continually assess and direct a wide range of activities, including day-to-day management of operations, personnel, professional billing and finances, physician group practices, diagnostic and procedural laboratories, research programs, educational programs, facilities and systems, programmatic and project development and long range planning.  The incumbent oversees financial and operational management for all of the Division’s practices, research and educational activities, in all of their various locations.  This position requires discretion and excellent judgment, exceptional organizational and communication skills, the ability to prioritize and complete a wide range of tasks and the experience needed to handle confidential information.

The Administrative Director directs the efforts of various clinical, and administrative, personnel to ensure a functional Division, balancing competing interests and strategically planning for opportunities at the Division, Department  and institution levels, along with integrating with MGB.  Responsibilities include management of division 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 it is expected that the incumbent will delegate assignments and may not be directly engaged in all operations on a daily basis, the Administrative Director sets direction for and is ultimately responsible for each of the items below.

Fiscal Responsibilities

• Financial oversight of the outpatient practices, inpatient services and research activity.
• Coordination of strategic and business plan development.
• Preparation and presentation of various statistical reports, cost analyses and budget justifications.
• Development of annual operating and capital budgets for MGPO, GH, and research funds within the Division in collaboration with the Vice President.
• Development of business and marketing plans to promote the vision of the Division and its associated programs.
• Monitoring research, MGPO, GH and sundry Funds and within the Division.
• Coordination of the compensation plan, billing analyses, reporting and reviews with the Chief and Vice President on a quarterly basis.
• Preparation of financial projections and monitoring of performance relative to projections.
• Development, implementation, and evaluation of incentive plans for maximized billing as appropriate.

Operational Responsibilities

• Serving as a critical interface with hospital and MGPO leadership for interdepartmental issues and hospital functions.
• Programmatic and project development and long range planning.
• Assisting in the facilitation of interdisciplinary collaboration.
• Participation in monthly Department of Medicine meetings.
• Working with Vice President to coordinate Division specific projects.
• Monitoring monthly Division statistics (admissions data, ambulatory volume, etc.), reviewing with the Chief, Clinical Director and Vice President and facilitating strategies for improvement.
• Analysis of trends and areas of opportunity/liability.
• Identification and evaluation of mechanisms to improve costs, distribution of work among staff, and work schedules.
• Ensuring that all service performance evaluations are performed in a timely manner and in compliance with Hospital and Departmental pay-for-performance plans and providing corrective action as necessary.
• Working with the Marketing Department and Department of Medicine to coordinate website development to promote the vision of the Division and its associated programs.
• Participating in development of and ensuring compliance with the MGPO Quality and Safety goals in all clinical environments with the Director of Quality and Safety.  Delegates practice-level compliance responsibility to managers.
• With the Q&S Director and Chief, develops and implements quality programs. Responsible for clinical reviews of quality indicators. 

Personnel Management Responsibilities

• Serving as a Division resource for issues related to professional and non-professional staff benefits.
• Processing all employee changes in coordination with Human Resources, MGPO Office, Payroll and Research Finance Offices.
• Coordination of recruitment, appointment, group practice and third party credentialing/enrollment issues for all professional staff (physicians, fellows, post-doctoral fellows, nurse practitioners, etc.).
• Preparation of offer/acceptance letters and contracts and retention of appropriate copies of materials sent.
• Performance of ‘investment analysis’ for new physician recruitment and coordination of all operational logistics.
• Coordination of physician recruitment including advertisements, interview arrangements, compliance with Harvard Medical School search guidelines and preparation of associated reports and assistance with relocation.
• Ensures all evaluations and merit increases are processed and handled appropriately.

Research Administration

Responsible for the oversight of research administrative activities for the Division:

• Oversees monitoring of research budgets in collaboration with Divisional research administrators and other Research Directors outside of the division.
• Ensures that Divisional research administrators and investigators are conversant with institutional research policies and procedures, including appropriate application for and maintenance of necessary IRB approvals, protection of intellectual property and compliance with PHS and HMS policies on Conflict of Interest. 
• Ensures that changes in research policies and procedures are appropriately communicated to Divisional administrators, staff and Principal Investigators
• Works with Chief and Principal Investigators to identify and support development of appropriate areas of research, including assistance with related recruitments and acquisition of required resources.
• Monitors monthly reports to ensure appropriate spending.  Ensures deficits are not generated and grants are closed in a timely manner. 

Business Development

• Primary contact for new business ventures within the Division.
• Identifies, develops, implements and manages department’s new business initiatives.
• Participates in and/or leads institutional business development.
• Proactively identifies clinical sub-services that attract patient interest and develops methodologies to communicate the department’s strengths.
• Works closely with department leadership 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.
•    Develops strategies with administrative and clinical leadership to ensure long-term physician recruitment and retention plans.
• Primary contact for all space utilization issues.

Education

Oversees fellowship program administration in all aspects of Divisional education programs.

• Working with the Fellowship Directors, provides administrative oversight for the Fellowship Training Programs (Palliative Care Fellowship Program, Palliative Care NP Fellowship Program and Geriatric Fellowship Program).  This includes the monitoring and updating of training affiliation agreements with other outside institutions as well as maintaining and fostering relationships with these institutions.
• Ensures compliance with the requirements for ACGME accreditation, collection of required data in an ongoing fashion and preparation of necessary documents and records for periodic review. 

Other Responsibilities

• Performs/coordinates special projects for physicians, Chief, Vice President, or the Department as may arise from time-to-time. 
• Participates and leads Department of Medicine committees, meetings, task forces and other initiatives as needed.
• Serves as Unit/Program/Clinic representative for committees, projects, etc.