• Job Description

  Req#: 1204771
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  GENERAL SUMMARY/ OVERVIEW STATEMENT:
  The Brigham and Women’s Hospital Department of Medicine (DOM) is a Harvard Medical School (HMS)-affiliated academic department comprised of 22 divisions, >1,500 faculty, $160 million in annual professional net clinical revenue, >350 residents and fellows, and more than $450 million in annual research expenditures. The DOM is the largest academic department at BWH and among the largest in the country.
  Under the direction of the Assistant Director of Education Administration (“Assistant Director”), in collaboration with the Director of Education Administration (“Director,”) the Program Manager, Education Operations oversees day-to-day functions of the residency program and administrative staff within the Education Office.
  The Program Manager’s primary responsibilities include the following:
  PRINCIPAL DUTIES AND RESPONSIBILITIES:
  General Leadership:
  • Ensures healthy and collaborative relationships among the faculty and staff within the DOM, with the hospital, and across Mass General Brigham (MGB).
  • Develops effective, clear, and precise methods of communicating with departmental leaders, faculty, and staff on a regular basis.
  • Continuously assesses and improves the efficiency of systems and processes within the Program Manager’s purview.
  Education Program Management
  • In collaboration and conjunction with Assistant Director and Director, carries out the day-to-day processes related to resident recruitment, credentialing, orientation, annual events, scheduling and evaluation of residents in BWH Internal Medicine (IM) Residency Programs and Medicine-Pediatrics Program.
  • Facilitates required documentation and credentialing between trainees in IM Residency Program and its Affiliate institutions, as well as managing requirements for external rotators.
  • Oversees the preparation of materials for onboarding, credentialing and resident file maintenance.
  • In conjunction with program leadership, organizes and communicates annual program cycle and academic calendar for leadership meetings. Communicates with the MGB Graduate Medical Education Office regarding required documentation.
  • Oversees HealthStream requirements, residency-wide regulatory requirements, such as required health screenings, and curricular learning modules such as MKSAP, Hopkins Modules, etc.
  • Collects and prepares materials in conjunction with the Accreditation team for annual reporting of milestones to appropriate agencies.
  • Oversees the process for scheduling and documenting of semi-annual meetings for all trainees.
  • Oversees all general Education Team email inboxes and appropriately defines a process for monitoring communication.
  • Ensures that appropriate regulatory letters are created and submitted annually.
  • Oversees annual licensing process for all trainees.
  • Collaborates with program leadership to facilitate and analyze annual program surveys and feedback.
  • Attends leadership meetings as assigned by Assistant Director and Director and works with program leadership to ensure that action items from meetings are addressed within defined timelines.
  • In collaboration with Assistant Director, standardizes the filing system for electronic file management in the residency and completes annual computer access audits.
  • Assists with facilitating the annual Chief Medical Resident credentialing and onboarding process.
  • Oversees the use of New Innovations and other technologies to enhance program management.
  • In conjunction with program leadership, administrative leadership and hospital policies, catalogs all policies for the residency program(s) in order to maintain a centralized resource guide.
  Integrated Teaching Unit:
  • Partner with the Faculty Director of the Integrated Teaching Unit (ITU) to operationalize the ITU schedule.
  • Ensure billing optimization by monitoring billing reports.
  • Request payments for faculty that attend on the service.
  Budgetary Planning and Transactions:
  • Collaborate with program leadership to facilitate cost effective measures, practice fiscal responsibility and achieve financial goals.
  • In conjunction with Assistant Director and Director, reports and evaluates resident FTEs at affiliate practice sites for billing and compliance purposes.
  Human Resources:
  • Recruits, retains, develops, and provides managerial and administrative oversight of direct reports within the operational areas of responsibility.
  • In collaboration with Assistant Director and Director, trains Education Office staff and division-based education administration staff relative to accreditation and compliance.
  • Creates a working environment that supports the ongoing professional growth and development of all staff, high morale, and optimal job satisfaction.
  • Facilitates resolution of conflicts and issues that emerge between key educational and administrative stakeholder groups.
  • Provides leadership in the implementation of regular staff meetings, in-service training, and continuing education activities for all areas of responsibility.
  • Develops, implements, and monitors compliance with policies and procedures mandated by institutional and regulatory entities (e.g. The Joint Commission, Department of Public Health, etc.).
  • Partners with Human Resources to ensure employment relationships, personnel compensation and benefits are implemented in a manner consistent with hospital policies and procedures.
  • Works with Assistant Director to ensure that payroll is processed for all staff and ensures appropriate staffing levels.
  Other:
  • Develops letters, presentations, announcements, and other written communications as appropriate; all documents must be of the highest caliber of refinement and professionalism.
  • Leads or participates in relevant special projects and serves on departmental and hospital committees, as requested by Assistant Director and Director.
  • Consistently meets all deadlines for deliverables or activities as established by the Vice Chair for Education, Senior Director for Academic Affairs, Director, Assistant Director, as well as hospital policies and standards.
  • Responsible for oversight and maintenance of office operations to ensure its efficient and optimal functioning.
  • Performs other duties as assigned and/or required.
  Skills/Abilities/Competencies Required
  • Outstanding interpersonal skills to manage and motivate others, to work with many hospital-wide leaders, administrators, and physicians in a positive and collegial fashion, and to handle sensitive human resources issues, especially including conflict resolution among and between administrative/educational leaders, faculty, and other staff.
  • Outstanding organizational skills to manage many competing timetables and responsibilities. Ability to delegate and effectively supervise and plan for the timely and successful completion of short- and long-term objectives.
  • Outstanding verbal and written communication skills to accurately and concisely disseminate information, and to effectively communicate with a large and diverse constituency, including senior hospital and departmental leaders, departmental and division faculty and support staff, representatives of other BWH offices, collaborating institution officials, representatives, and vendors.
  • Ability to work independently and to accept responsibility for complex and sensitive decision-making.
  • High degree of analytic ability to manage the financial and human resources aspects of the position.
  • Excellent negotiation skills in complex and often sensitive multi-institutional negotiations for agreements and contracts for educational services and other business relationships.
  Working Conditions:
  · Works in a hybrid remote and office setting. Attends meetings in and out of the hospital. Is available for early and late meetings and flexible to meet frequent deadlines.
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  Qualifications:
  • Bachelor’s degree requiredMinimum of 5 years relevant experience in healthcare or business environment with extensive project management, network development, or business development duties.
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  Brigham & Women’s Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. 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.
  
  BWH Boston Main Campus (BWHMAIN)
  75 Francis St
  Boston, 02115
  
  

• About the company

  Brigham and Women's Hospital is the second largest teaching hospital of Harvard Medical School and the largest hospital in the Longwood Medical Area in Boston, Massachusetts.

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