Administrative Director, Genetics
Company: Brigham and Women's Hospital
Location: Boston
Posted on: October 3, 2024
Job Description:
Job Description - Administrative Director, Genetics
(3304150)General Summary:The Brigham and Women's Hospital (BWH)
Department of Medicine (DOM) is a Harvard Medical School
(HMS)-affiliated academic department comprised of over 1,500
faculty members, 22 divisions, > $400 million operating budget,
350 residents and fellows, and more than $475 million in annual
research expenditures. The DOM is the largest academic department
at BWH and among the largest in the country.The Division of
Genetics employs -40 faculty members and -105 full- or part-time
staff. The Division manages -$26.5 million worth of research
expenditures annually.This position is accountable for the overall
administration and operating results of the Division of Genetics
within the BWH DOM. The Administrative Director is responsible for
the strategic planning process, research administration and grant
management activities, financial performance, human resources
development, training programs, and facilities planning and
management for the Division. This position reports to the Division
Chief and to the DOM Senior Director of Research Administration;
performance reviews will be jointly conducted by the Chief and the
Senior Director.PRINCIPAL DUTIES AND RESPONSIBILITIES:General
- Under the leadership of the Division Chief, determines the
overall vision, mission, direction, goals, and objectives of the
Division. 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,
BWH's, and Mass General Brigham's (MGB's) vision, strategic plans,
and goals.
- Identifies, evaluates, and recommends new business ventures,
affiliations, and partnerships consistent with the strategic
business plans and the growth and market objectives of the
Division, the Department, and the Hospital. Works with departmental
and hospital leadership and the MGB Office of General Counsel to
prepare the necessary business plans and documentation. Manages the
renewal of any such arrangements.
- Ensures healthy and collaborative administrative relationships
within the Department, the Hospital, and MGB System.
- Develops and implements divisional policies and procedures
consonant with the Department's and Hospital's policies in the
areas of clinical practice management, grants management, and
teaching/training. Interacts extensively with the Chief to assess
administrative and financial needs of the Division and to revise
policies and procedures to meet the changing needs of the
Division.
- Develops effective methods of communicating with faculty,
trainees, and staff on a regular basis.
- Continuously assesses and improves the efficiency of systems
and processes.
- Serves as a critical member of Department's administrative
team. Establishes and maintains clear and precise communications
with the Senior Director and Department leaders as to the
Division's performance as required by standard practices.
Communicates openly and collaboratively with other division
administrators and hospital leaders.Financial Management
- Establishes and achieves financial goals and measures, monitors
financial performance, and ensures the ongoing financial
performance of the Division.
- Understands and meets all Department financial reporting
requirements in the prescribed format, per the direction of the
Senior Director and the DOM finance office.
- Prepares annual Department and Hospital budgets in the formats
prescribed by each entity. Presents and justifies budget requests
to the Division Chief, Senior Director, Vice President, and the
Director of Finance.
- Responsible for maintaining solvency of all funds within the
control of the Division. 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 Division, Department, Hospital, and study
policies and requirements, and funding agency regulations.
- 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, foundation accounts, divisional grants, special purpose
funds, fellowships, etc. 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.
- Develops and monitors a comprehensive research financial budget
for the Division Chief for both short-term and long-term planning
purposes for specific faculty/staff members as well as the entire
Division.
- Develops an overall compensation plan for Division faculty and,
under the direction of the Division Chief, recommends salary levels
for faculty. Communicates compensation plan to faculty as directed
by the Chief. Creates and maintains customized spreadsheets on each
faculty member detailing annual salary support sources,
productivity, etc. Prepares and submits annual salary sheets for
faculty to the Department. Responsible for initiating revised
salary sheets as needed.Research Administration Management
- Monitors the ongoing process of grant development, submission,
review and notification; discusses and resolves administrative
problems that arise; directs the administrative planning for
potential new sources of income.
- Reviews and analyzes funding proposals. 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. Supervises the assembly
of NIH grant applications.
- Responsible for supervising the maintenance of appropriate
support data for all division faculty. Oversees preparation of
support pages as part of the NIH grant application process.
Certifies quarterly time-and-effort reports.
- Serves as liaison to BWH accounts payable, payroll, purchasing,
and other hospital departments. Represents particular needs of
research studies and works to ensure that these needs are met.
Works with outside vendors to obtain products and services
necessary to the operation of the research group. Interacts
extensively with PHS research administration to ensure compliance
with all hospital, government, and funding agency policies.
- Responsible for ensuring compliance with all hospital and
government regulations for research involving human subjects and
animals. Monitors status of institutional review board (IRB) and
animal assurance committee (AAC) 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 faculty and project coordinators in completion
of IRB and Animal Assurance Committee applications and
renewals.
- Serves as a resource to division faculty in securing research
support.Human Resources Management
- Serves as the divisional resource for all administrative issues
concerning human resources policy issues.
- Reviews qualifications of trainee candidates, international
scholars and faculty, coordinates their appointments, defines their
role in the division and oversees their performance. Manages and
monitors all faculty and trainee compensation matters to ensure
equity and compliance with hospital, HMS, and NIH guidelines.
- Provides managerial and administrative oversight of all
physician extenders assigned to the Division.
- Responsible for handling numerous personnel matters, including
reviewing and approving all divisional 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
workload and recommends changes as needed. Monitors hiring trends
to ensure market competitiveness. Arbitrates disputes. Represents
the Division in employee relations matters.
- Oversees preparation of all personnel forms for the Division,
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
- Administers the Division's training and education programs,
including participation in the selection process, coordinating
appointments, establishing salary policies, resolving salary and
benefit issues, and complying with hospital, HMS, ACGME and NIH
requirements.
- Conducts space needs planning for the Division. Oversees the
design of space renovations for Division facilities, identifies and
resolves facility problems that arise.
- Oversees the credentialing of and enrollment in payor plans for
all Division faculty members to ensure compliance with Hospital
bylaws, and oversees the HMS appointments and promotions process
for division members.
- As requested, provides information and data related to the
Department's faculty services office regarding the Division's
faculty.
- Assists in fundraising efforts for research, education, and
clinical activities. Monitors donations and acknowledgements.
- Consistently meets all deadlines for deliverables or activities
as established by the Chief, Senior Director, and
Divisional/Departmental policies and standards.
- Serves on Divisional, Departmental, and/or Hospital committees
as assigned by the Chief or Senior Director.
- Performs other duties as assigned.WORKING CONDITIONS:Works in
an office setting. Attends meetings in and out of the hospital. Is
available for early and late meetings and flexible to meet frequent
deadlines. Some evening and weekend work will be
required.SUPERVISORY RESPONSIBILITY:Directly supervises all
administrative staff members of the Division.FISCAL
RESPONSIBILITY:Financially accountable for the budget performance
of the Division for Brigham and Women's Physicians Organization
(BWPO) and BWH accounts. Responsible for the solvency of all
accounts under the Division's purview.QUALIFICATIONS:
- Bachelor's degree in a related field required. MBA or
equivalent degree strongly preferred.
- 7 years administrative/management experience required,
preferably in an academic hospital setting.
- Supervisory experience required.SKILLS/ABILITIES/COMPETENCIES
REQUIRED:
- 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, division faculty and support
staff, representatives of other BWH offices, collaborating
institution officials, granting agencies (NIH, industry, and
foundations) representatives, 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 for
research, training, and clinical practice.
- Current knowledge of laws and regulations pertaining to
research administration. Ability to interpret, analyze, and
disseminate critical information to Division faculty.
- 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.BWH 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.
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Keywords: Brigham and Women's Hospital, Nashua , Administrative Director, Genetics, Accounting, Auditing , Boston, New Hampshire
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