Executive Director, Department of Psychiatry - Boston, United States - Partners Healthcare System

Description

General Summary:

The Executive Director (ED) serves as the lead administrator of the Massachusetts General Hospital (Mass General) Department of Psychiatry (Psychiatry).

Mass General Psychiatry is one of the largest clinical departments at the hospital, with close to 2,000 employees/extended workforce including 750 credentialed faculty, 150 clinical trainees, as well as hundreds of research fellows, clinical research coordinators, and administrative staff.

The Department occupies approximately 150,000 square feet of office, clinical, and research space, and performs approximately 160,000 ambulatory visits per year.

Clinical services also include a 24-bed psychiatric inpatient unit, inpatient consultative services, a dedicated emergency psychiatric service, and several neurotherapeutic procedural services.

The clinical/administrative operations budget totals $115 million and research expenditures are approximately $100 million annually.

Reporting directly to the chair of Psychiatry and a senior vice presidents of Mass General, the ED functions as Psychiatry's administrative leader for all matters related to clinical operations, finance and budget, human resources, credentialing and staffing, research administration, space allocation, education and training, and general administration.

The central administrative leadership team within Psychiatry reports directly to the ED.

The ED partners closely with Psychiatry's Departmental Leadership Committee (DLC), Mass General and Massachusetts General Physicians Organization (MGPO) leadership and management staff, leaders across Mass General Brigham (MGB), and faculty and administrators within Psychiatry.

PRINCIPAL DUTIES AND RESPONSIBILITIES
Leadership

• In partnership with the Chair, determines the overall vision, mission, direction, goals, and objectives of the department.
• Serves as a critical member and senior leader for the department's administrative team(s). Establishes and maintains clear communications with department leaders as to each area's performance.
• Interacts and builds strong working relationships with peers and clinical leadership from other departments, hospital(s), and system within Mass General Brigham (MGB) Behavioral and Mental Health (BMH).
• Serves as primary point of contact for administrative matters and provides direction and support to clinical and non-clinical staff for the department. Develops effective methods of communicating with faculty, trainees, and staff on a regular basis.
• Develops and implements policies and procedures consistent with MGB's and Mass General's policies in the areas of clinical practice management, grants management, and teaching/training. Interacts extensively with the Chair to assess administrative and financial needs of the department and to revise policies and procedures to meet changing needs.

Clinical Management

• In partnership with relevant associate chiefs and clinical operations leaders, oversees operations of clinical services provided in ambulatory, inpatient, psychiatric emergency, and procedural, services.
• Works with clinical and administrative leaders to set and monitor productivity expectations.
• In conjunction with the Professional Billing Office of the MGPO and the finance director, monitors the department's professional billing services, totaling ~70 million in patient charges annually.
• Works with Mass General's/MGPO's compliance, revenue, and budget teams to maximize revenue in all clinical services.
• Coordinates with billing services to develop policies and procedures.
• Serves as principal liaison to Mass General Compliance Office.
• Assures compliance with all relevant state and federal regulations. Leads the Department's involvement in compliance audits, as directed.
• Reviews safety reports forwarded by Office of Quality and Safety, and follows up, as needed, in collaboration with Psychiatry's associate chief for quality and safety and project manager.

Research and Grants Management

• Leads and maintains the department's research administration infrastructure, including management responsibility for administrators and grant managers and support staff across numerous research sites.
• Directs matters related to the ongoing process of grant development, submission, review, and post-award management via the supervision of the Department's research administrator; discusses and resolves administrative problems that arise.
• Oversees development and monitoring of research project budgets in collaboration with grant administrators and principal investigators.
• Oversees deficit resolution issues in collaboration with PI, AD for Research, and MGB research management staff.
• Ensures that research administrators and investigators are aware of institutional research policies and procedures, through regular departmental research meetings and other communication.
• Ensures that changes in research policies and procedures are appropriately communicated to administrators, staff, and principal investigators.
• Works collaboratively with Research Management and Compliance as necessary to ensure the appropriate fiduciary and regulatory responsibility of the research enterprise.

Education and Training Management

• In conjunction with Psychiatry residency and fellowship program managers, supports the administration of the department's: joint (w/McLean Hospital) residency programs (72 adult and 18 child psychiatry residents); ten MD fellowship programs (including three joint programs); psychology internship program (16 interns); psychology post-doctoral programs (35 fellows); and continuing medical education programs.
• Oversees financial management of training programs, including implementing and ensuring compliance with professional billing activities as applicable.
• Monitors and updates training affiliation agreements with outside institutions.
• Works collaboratively with the Graduate Medical Education (GME) Office and Compliance as necessary to ensure the appropriate fiduciary and regulatory responsibility of education and training programs.

Organizational Administration

• Oversees faculty services, including processing/credentialing of all faculty/fellow hospital and HMS appointments and related activities.
• Oversees departmental database, which includes productivity reporting and credentialing systems.
• Oversees the development and maintenance of departmental internet and intranet sites.
• Ensures that annual requirements for faculty and staff (conflict of interest reporting, annual training, seasonal flu vaccines, etc.) are met.
• Coordinates department's space planning, space allocation, renovation, etc.
• Serves as the principal liaison to other MGB and Mass General hospital departments and services such as: Patient Care Services; Network Development; Marketing; Office of General Counsel; Development; Public Affairs and Communications; Research Management; Budget and Finance, etc.

Financial Management

• Oversees the development and management of faculty compensation plans to ensure fair and equitable compensation as well as market competitiveness regionally and nationally.
• Works to maintain the solvency of departmental funds. Supervises staff who are responsible for approving expenditures, assigning cost centers, monitoring compliance with budgets, and identifying and investigating potential problem areas and proposing solutions.
• Establishes and maintains a financial management system to allow accurate and detailed reporting of financial status and staffing distribution of operating accounts (100 cost centers), and research/sundry funds (over 800).
• Negotiates, executes, and ensures invoicing of professional services agreements and other contracts with outside organizations, including: state agencies; other MGB facilities; Boston Healthcare for the Homeless, Partners in Health, and others.
• Oversees development and monitoring of annual operating and capital budgets; organizes the annual budget submission process in collaboration with Mass General and MGPO budget offices.
• Monitors funds on which chair is PI, with particular attention to tracking commitments and spending against "Chair's Package" account.
• Coordinates with Accounts Payable, Research Finance, Payroll, and other departments as needed for resolution of errors.
• Develops and tracks recruitment and/or retention packages for faculty hires.
• Oversees and approves certain financial transactional activities (Peoplesoft/Workday, advance authorizations, expense reports, etc.).
• Conceptualizes and oversees a variety of financial analyses.

Human Resources Management

• Reviews, edits, and finalizes new hire letters for faculty and fellows.
• Supervises/mentors six individuals directly; and indirectly responsible for over 700 weekly employees.
• Works with Human Resources teams to manage often sensitive issues that arise with weekly staff and faculty.
• Approves (or delegates the approval of) all non-professional staff personnel transactions (hiring, salaries, promotions, job descriptions, etc.)
• Reviews workload issues to ensure appropriate staffing.
• Supports and works to maintain salary and wage equity for both faculty and staff.
• Develops and maintains systems to ensure that annual performance evaluations are performed in a timely manner and in compliance.
• In conjunction with the Chair, ensures the support and maintenance of a diverse, inclusive, and professional environment amongst faculty, trainees, and staff.
• Using PeopleSoft/Workday, initiates, approves, and coordinates with Human Resources and Research Management for approval of changes (i.e. salary adjustments, salary distributions, etc.), for department staff.
• Provides mentorship to senior staff, division administrators, and other staff others as appropriate.
• Prepares performance reviews on direct reports. Takes corrective and disciplinary action as necessary to maintain the highest level of staff productivity and effectiveness. Terminates employees as necessary.

QUALIFICATIONS

• Master's degree in business administration, public health, public administration, or related field required.
• 5-7 years administrative/management experience required, preferably in an academic medical center setting.
• Supervisory experience required.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED

• Outstanding organizational skills to manage many competing responsibilities and priorities
• Ability to delegate, effectively supervise, and plan for the timely and successful completion of objectives
• Exceptional interpersonal skills and a high degree of social facility in obtaining cooperation and support from a broad range of people
• Demonstrated ability to interact with all members of the organization in ways that enhance understanding, respect, cooperation, and problem solving
• Excellent verbal and written communication skills to communicate effectively with a large and diverse constituency including departmental leadership; administrative staff; clinical and research faculty; and leaders across Mass General/MGB
• Excellent negotiation skills in complex internal and external situations
• The ability to independently resolve quickly most problems encountered
• Demonstrated sensitivity, discretion, and judgment regarding confidential matters

WORKING CONDITIONS
The ED has broad responsibility for a large and complicated department. As such, it is a busy position, with many meetings and a significant volume of email. The ED's office is sited in the historic Bulfinch Building on the main campus at Mass General. A hybrid arrangement with two days per week working remotely is possible.


SUPERVISORY RESPONSIBILITY
The Executive Director is administratively responsible for operations and issues that affect approximately 1800 employees, including credentialed faculty and administrative ("weekly") staff


Direct reports are:

• Senior Administrative Director for Clinical Operations.
• Finance Director;
• Administrative Director for Research;
• Director, Personnel Operations;
• Administrative Director, Program in Substance and Addiction Services; and
• Web Coordinator

FISCAL RESPONSIBILITY

The ED oversees and is responsible for the financial performance of 100 General Hospital and MGPO cost centers, as well as 800 grant and sundry funds.