Administrative Manager Pediatrics - Boston Medical Center

POSITION SUMMARY:

The Administrative Manager, Pediatrics will serve as the key support for the Chair and the Senior Administrative Director to help distill the department strategy into tactics and operational improvements. Areas of responsibility include leading a portfolio of projects including strategic growth initiatives and faculty development activities and conducting data analytics and reporting. These efforts should work jointly to improve the overall structure, organization, efficiency, revenue, and ability to reach strategic goals within the department. The Administrative Manager, Pediatrics will work autonomously, set priorities, make independent decisions of a complex nature, and follow-up with stakeholders that assigned tasks are on schedule.

Position: Administrative Manager, Pediatrics

Department: Pediatrics

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Project Management:

• Leads on all aspects of project management from planning, facilitation, and project delivery/implementation for large and/or complex projects
• Develops relationships and communicates with project owners and executive sponsors; facilitates and mediates between people and teams.
• Anticipates the challenges ahead and prepares to take them on, sets a course and overcomes them.
• Identifies all project partners, defines and clarifies project roles and responsibilities, keeps project delivery on time, negotiates with delivery partners and re-prioritizes work, resources and time.
• Communicates and resolves project issues on assigned projects, using appropriate change control, risk control, and other processes.
• Conducts regular project reviews and communicates project status in both formal and informal settings.
• Manages diverse groups with different agendas and objectives to successfully achieve stated project objectives, overcoming resistance to change and gaining willing participation from the project team.
• Creates and delivers presentations to Department leadership that effectively communicate key findings and summarize insights and implications.

Data Analytics and Reporting:

• Manages scheduled and ad hoc reporting needs of the Department
• Develops data collection tools, patient registries/lists and conducts data analysis and benchmarking
• Trends and reports data to ensure that performance measurement results in performance improvement
• Executes and manages the completion of large reconciliation tasks and analytical projects
• Leads and executes complex, data-related, analytical projects to drive business decisions and efficiencies by connecting metrics to underlying operational understanding
• Compiles data and reporting structures into presentation formats utilizing solid visual design principles and understanding
• Presents these data sets and reporting structures clearly and effectively to peers and leadership
• Utilizes a variety of data sources including but not limited to Epic Workbench Reports, Business Objects, SAP, Internal Data Sources, Online Data Portals, and Data Cubes accessible by Excel

General Functions

• Serves as the key support and extension of the Chair and Senior Administrative Director of the Department of Pediatrics to ensure the department operates in an effective, efficient, and professional manner
• Provides administrative support to the Department of Pediatrics including following up on meeting-generated tasks, preparing documents, spreadsheets and presentation slides
• Independently composes high level correspondence and documents with professional quality
• Edits and proofreads written materials and verifies the validity of data for documents and reports prior to submission/distribution
• Prepares meeting agenda; prepares and distributes information packages required for meetings
• Takes and prepares minutes of meetings, ensuring that minutes and other written documents are professional and accurate.
• Deals discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, and hospital matters
• Exercises discretion and independent judgment with respect to matters of significance to the department and the institution

Other

• Adheres to department and hospital standards
• Adapts to changes in the departmental needs including but not limited to: offering assistance to other team members, adjusting assignments, etc.
• Utilizes hospital's behavioral standards as the basis for decision making and to support the department and the hospital's mission and goals
• Provide general clerical support including: filing, making appointments, photocopying, faxing, preparing and sending bulk mailings and express packages, coordinating conference calls, and maintaining contacts database.

This Role Offers

• Opportunity to learn. The health care sector is constantly growing and evolving. Whether you have a health care background or not, with each new project you take on you will have an opportunity to learn. You will interact with every branch of the healthcare enterprise, including clinical, financial, administrative, research, academic, and strategic areas.
• Opportunity to grow. Your career growth is important to us. Show us your commitment and effort, and we will strive to make your job challenging and satisfying.
• Great co-workers and work environment.

JOB REQUIREMENTS

EDUCATION

• Bachelor's degree required.
• Master's preferred

CERTIFICATES, LICENSES, AND REGISTRATIONS REQUIRED

• PMP certification preferred with high degree of knowledge of PMP tools, techniques and methodologies.

EXPERIENCE

• A minimum of 5 years of administrative, project management, data analysis, and leadership experience.

KNOWLEDGE AND SKILLS

• Ability to lead initiatives independently from start to finish with clarity and efficiency in order to achieve strategic end points or key performance indicators.
• Ability to manage multiple projects simultaneously.
• Ability to work well with all levels of internal management and staff, as well as outside clients.
• Ability to coach and mentor colleagues.
• Ability to work independently and exercise independent judgment
• Superior verbal/written English communication skills, including excellent grammatical, editing and proofreading skills.
• Excellent interpersonal skills necessary to be socially perceptive in accepting and relaying confidential information, communicating policies and procedures, and interacting effectively with a variety of Medical Center personnel and outside personnel.
• Excellent problem-solving skills; takes initiative to anticipates problems; seeks solutions proactively.
• Excellent organizational skills, including strong attention to detail and the ability to manage time effectively.
• Highly proficient with Microsoft Office applications (i.e. MS Word, PowerPoint, Outlook)
• Advanced knowledge of Microsoft Excel and Microsoft Access required
• Strong sense of intellectual curiosity - able to learn new software and IT programs quickly

Req id: 30767