Executive Assistant Jobs in Norwood, MA

Reporting to the Vice President for Medicine, Critical Care and Perioperative Services, and indirectly to the Department Chairs, this position is accountable for the overall administration and operating results of the Departments of Medicine and Critical Care at SSH. The Executive Director is responsible for the strategic planning process, professional staffing/scheduling/payroll, revenue cycle, financial performance, purchasing, human resources management, training programs, clinical research, and facilities planning and management for the Departments. In addition, the Executive Director will partner with physician and nursing leadership, quality and safety, ancillary services, patient relations, and other inter-disciplinary leaders to effectively carry-out its clinical goals and objectives. ESSENTIAL FUNCTIONS General 1. Under the leadership of the VP, Medicine, Critical Care, and Peri-Operative Services and in close partnership with the Department Chairs, determines the overall vision, mission, direction, goals, and objectives of the Departments. Directs the strategic planning process, establishes and achieves long range goals, and ensures the implementation of strategic business plans that are aligned with the Department's and SSH's vision, strategic plans, and goals. 2. Identifies, evaluates, and recommends new business ventures, affiliations, and partnerships consistent with the strategic business plans and the growth and market objectives of the Department, and the Hospital. Works with departmental and hospital leadership and the Office of General Counsel to prepare the necessary business plans and documentation. Manages the renewal of any such arrangements. 3. Maintains health and productive relationships with all hospital-based stakeholder leaders (e.g. ancillary, nursing, real-estate, IT, HR, and other) to ensure the departmental goals and objectives are achieved. 4. Develops and implements departmental policies and procedures consonant with the Hospital's policies in the areas of clinical practice management, clinical research management, and teaching/training. Partners extensively with the Chair to assess administrative and financial needs of the Department and to revise policies and procedures to meet the changing needs of the Department. 5. Develops effective methods of communicating with clinical providers and staff on a regular basis. 6. Continuously assesses and improves the efficiency of systems and processes. 7. Serves as a critical member of Department's administrative team. Establishes and maintains clear and precise communications with the VP, Nursing, and other leaders as to the Department's performance as required by standard practices. Communicates openly and collaboratively with other department, division, and hospital leadership. Financial Management 1. Establishes and achieves financial goals and measures, monitors financial performance, and ensures the on-going financial performance of the Departments. 2. Understands and meets all Department financial reporting requirements in the prescribed format, per the direction of the VP, Chair, and the Hospital Finance Team. 3. Participates in and takes responsibility for the preparation of the annual department and Hospital budgets in the formats prescribed by the SSH Finance team. Presents and justifies budget requests to the VP, Department Chair and the SSH Finance Team. 4. Participates in the development and implementation of the overall compensation plan for Divisions, Department, and providers under the direction of the Chair/Division Chiefs; recommends salary levels for employed providers. Communicates compensation plans to Department/Division members as directed by the Chair/Chief. Creates and maintains customized spreadsheets on each employed provider detailing annual salary support sources, productivity, etc. Prepares and submits annual salary sheets for providers to the Department. Responsible for resolving salary issues as needed. 5. Responsible for maintaining solvency of all funds within the control of the Departments. Examines, analyzes and interprets financial reports for the purpose of giving advice, preparing statements and projections, and ultimately managing resources. Supervises the activities of subordinates who are responsible for being familiar with and approving all expenditures, assigning cost centers, monitoring compliance with budgets, and identifying and investigating potential problem areas and proposing solutions. Makes recommendations for cost savings based on a thorough understanding of the Department operations, and study policies and requirements, and funding agency regulations. 6. Establishes and maintains a financial management system to allow accurate, detailed and up-to-the minute reporting of financial status and staffing distribution of all operating accounts. Supervises staff who provide monthly, annual and ad-hoc financial reports on all division funds. These reports include current expenditures, projections of future expenses, and variances from budgeted line item expenses. 7. Represents the Department/Division on professional billing and collection issues as appropriate. Maintains a thorough understanding of clinical reimbursement and managed care issues specific to the Departments/Divisions. Identifies opportunities to optimize clinical reimbursement and implements new policies and procedures as needed. Educates providers and staff on clinical reimbursement issues as needed. Clinical Program Management 1. Under the direction of the VP and Chair, and in collaboration with multi-disciplinary leadership, participates in the implementation of the Department's clinical care goals and objectives 2. Maintains an in-depth knowledge of the changing health care environment and assesses the market's need for clinical services. Monitors and evaluates the adequacy of the Department's/Division's existing services and ensures the development of programs and services to respond to the market. Develops, supports and manages programmatic initiatives for care improvement, cost reduction and network development. 3. Under the leadership of the VP, Chairs, and department/hospital leadership, reviews the ongoing management of the Department's/Division's clinical services, discusses and resolves any administrative problems that arise, and directs the planning of improvements in existing clinical services. 4. Under the direction of the Hospital's and Department's Quality program leadership, serves as the lead administrative resource for the Department's clinical quality program. 5. Assures compliance with BWH, JCAHO, OSHA, DPH and state and federal regulations. Leads the Department's involvement in compliance audits as directed. 6. Identifies the need for, assesses parameters, performs financial analyses, and participates with the Department in negotiating contracts for the delivery of clinical services by division providers. Assesses the agreements on an on-going basis to ensure that they are financially viable and comply with current regulatory requirements. 7. Supports and Implements projects to support programmatic growth, efficiency, and quality/safety initiatives across the respective patient care areas. Research Administration Management (limited basis) 1. Participates in the proper administration of clinical research taking place amongst the Departments. Monitors the ongoing process of clinical research development, submission, review and notification; discusses and resolves administrative problems that arise; directs the administrative planning for potential new sources of research revenue. 2. Reviews and analyzes funding proposals as needed. Approves and submits proposals for divisional, departmental and institutional review. May be asked to prepare detailed budgets and justifications for grant applications. Works closely with principal investigators, project directors and project coordinators to identify all potential costs associated with a proposal. 3. Responsible for ensuring compliance with all hospital and government regulations for research involving human subjects. Monitors status of institutional review board (IRB) approval for pending and ongoing studies, and works with investigators to submit new applications, annual reviews, and notification of changes to study design and methods. Supervises PI and project coordinators in completion of IRB applications and renewals. 4. Serves as a resource to Department/Division PIs in securing clinical research support. Human Resources Management 1. Serves as the Department resource for all administrative issues concerning human resources policy issues. 2. Reviews qualifications of provider, coordinates their appointments, defines their role in the department/division and oversees their performance. Manages and monitors all provider matters to ensure equity and compliance with hospital and market guidelines. 3. Provides managerial and administrative oversight of all APCs and contracted providers assigned to the Departments/Divisions; works in collaboration with Hospital APC leadership. 4. Responsible for handling numerous personnel matters, including reviewing and approving all Departments/Divisions hiring, firing, compensation, and evaluation decisions. Implements all institutional policies related to all phases of personnel activity, including recruitment, interviewing, compensation, benefits, orientation, performance evaluations, promotions, transfers, and terminations. Transmits and interprets institutional policies to supervisors and employees. Ensures appropriate training of employees. May be asked to write job descriptions, enter into discussions with Compensation to determine grades for new positions, annual rates of pay for new hires, increases for employees who are promoted, and equity increases. Assesses employee work load and recommends changes as needed. Monitors hiring trends to ensure market competitiveness. Arbitrates disputes. Represents the Departments in employee relations matters. 5. Oversees preparation of all personnel forms for the Departments, including requisitions for new employees, change of status forms and termination reports. Notifies supervisors of probationary and quarterly evaluation deadlines and ensures that the appropriate paperwork is completed. Other Administrative Responsibilities 1. Administers the Departments training and education programs, including participation in the selection process, establishing salary policies, resolving salary and benefit issues, and complying with hospital policies. 2. Conducts space needs planning for the Department. Participates in the design of space renovations for Department facilities, identifies and resolves facility problems that arise. 3. Oversees the credentialing of and enrollment in payor plans for all Department professional providers to ensure compliance with Hospital bylaws. 4. Assists in marketing, promotion, and fundraising efforts for clinical activities. 5. Consistently meets all deadlines for deliverables or activities as established by the VP, Department Chairs, and Divisional/Departmental policies and standards. 6. Serves on Divisional, Departmental and/or Hospital committees as assigned by the VP and/or Department Chairs. 7. Performs other duties as assigned. JOB REQUIREMENTS Minimum Education - Preferred Bachelor's degree in a related field required. MBA or equivalent degree preferred. Minimum Work Experience 5-7 years administrative/management experience required, preferably in academic or community hospital setting. Supervisory experience required Required additional Knowledge and Abilities Outstanding interpersonal skills, ability to handle sensitive human resources issues and supervise a large and diverse staff in handling these matters. Outstanding organizational skills are necessary 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. Excellent verbal and written communication skills to communicate effectively with a large and diverse constituency, including senior hospital leaders, department/division providers and support staff, representatives of other departments, collaborating institution officials, and vendors. Requires the ability to work independently and to accept responsibility for complex and sensitive decision-making as it relates to the overall conduct of the Division. 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. Current knowledge of laws and regulations pertaining to research administration. Ability to interpret, analyze, and disseminate critical information to Department/Division PI's. Interpersonal relationship skills needed to motivate others and work with many hospital-wide department heads, administrators, and physicians in a positive and collegial fashion. Ability to work independently and accurately and concisely disseminate information in both written and verbal formats.