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POST DATE 8/10/2016
END DATE 12/1/2016

Brigham & Women's Hospital(BWH) Brookline, MA

Brookline, MA
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Mid-Career (2 - 15 years)
Bachelors Degree



The Executive Administrator serves as the lead department administrator (DA) of the Department of Surgery (DOS) at Brigham and Womens Hospital (BWH).

The DOS is a Harvard Medical School (HMS)-affiliated academic department with nearly 160 faculty members, 10 divisions, ~$123 million in operating revenue, 113 residents and fellows, and $39 million in annual research expenditures. The DOS is a large academic department at BWH, and supports a balanced portfolio of surgical and ambulatory clinical services, research, and education. The Executive Administrator serves as an institutional leader in all areas of this tripartite mission.

Reporting directly to the Chair of the DOS, and indirectly to the BWH Senior Vice President of Surgical and Procedural Services, the Executive Administrator oversees the administrative structure for all matters related to clinical, research, education, and general administration for the DOSs central operations and its divisions, within and as part of the structures of Brigham and Womens Healthcare (BWHC), Brigham and Womens Faulkner Hospital (BWFH), and the Brigham and Womens Physicians Organization (BWPO). The EA must continuously shape the administrative structure of the DOS to best meet the needs and missions of the DOS and the affiliated institutions.

The senior administrative staff within the DOS report directly to the Executive Administrator, and all division administrators within the DOS report jointly to their division chief and through the DOS administrative structure. The Executive Administrator partners closely with the DOSs vice chairs and division chiefs, and work in close partnership with BWH and BWPO leadership.


Operations Management

1. Under the direction of the Chair, DOS Administration oversees overall operations of the DOSs ambulatory specialty clinics, currently including the ten BWH-based clinics, the BWFH surgical ambulatory clinics, Brigham Surgical Associates at South Shore Hospital in Weymouth, and surgical specialties utilizing the multi-specialty clinics at the Brigham and Womens/Mass General Ambulatory Care Center in Foxborough.

2. In collaboration with the Chair and in close partnership with BWH and BWPO leadership, DOS Administration leads the evaluation, development, and implementation of strategies for the growth, management, and integration of surgical volumes and other clinical services throughout DOS and across Hospital and network service settings.

3. DOS Administration plays an active role in the BWH OR operations management and works collaboratively with the BWHC Peri-Procedural senior management team to assess and improve key operational areas in the ORs such as asset allocation and block assignments, efficiency and performance reengineering, physical and operational redesign, surgical business development, capital allocation, etc.

4. DOS Administration oversees the Departments finance and professional billing staff, which employs 15 FTEs (finance, revenue analysts and surgical coders). Currently all professional billing for the DOS is outsourced to McKesson. The Department size is currently approximately $225 million in patient charges and $92 million in receipts annually.

Ensures that front-end procedures are coordinated and all services provided are monitored and tracked to ensure capture and timely submission for all services provided.

Oversee activities of billing services to ensure timely/maximized collections.

Ensures DOS billing compliance.

Reviews billing analyses and reporting, monitors performance relative to projections.

Coordinates with billing vendor to develop billing policies and procedures.

Ensures that office cash collection procedures are maintained.

5. The EA provides mentorship to the division administrators within the DOS to ensure the smooth operation of the ambulatory clinics, administrative functions, research and academic functions and fiscal viability in each division.

6. DOS Administration leads in establishing departmental policies and procedures.

Evaluates, initiates, and implements various departmental systems and procedures, and revises as necessary to maximize efficiency.

Supports the resolution of administrative questions, issues, and problems in division administration.

Manages and oversees all institutional mandatory policies i.e., HealthStream annual training, flu attestation, EPIC training, etc.

7. DOS Administration manages the DOSs Faculty Services functions, ensuring the highest performance of the units processing of all faculty member/fellow appointments and related activities.

Oversees DOS credentialing for BWH and HMS. Ensures provider enrollment completion before start date.

Supports the appropriate OPPE/FPPE process within DOS divisions.

Oversees reporting for the BWPO annual career conference for each faculty.

8. DOS Administration collaborates with the BWH/BWPO Compliance Office.

Participates in BWH/BWPO compliance initiatives and/or policies.

Develops and monitors departmental indicators set forth to meet quality goals.

Ensures that the DOS conducts audits to ensure compliance with internal standards as well as state and federal guidelines.

Ensures that annual conflict of interest processes for BWH and HMS are timely and complete.

9. EA serves as the principal DOS liaison to other PHS and BWH departments and services, such as: Patient Care Services, Network Development, Marketing, Office of General Counsel, Development, Public Affairs and Communications, Research Management, Research Ventures & Licensing, etc.

10. DOS Administration assists the Chair and DOS division chiefs with faculty member recruitment and retention packages. Manages all offer letters and financial responsibility grids.

11. DOS Administration coordinates DOS space planning, space allocation, renovation, etc., ensures facilities compliance with The Joint Commission, OSHA, DPH, and BWH guidelines.

Research Management

12. DOS Administration includes the Departments research administration infrastructure, overseeing centralized research staff and oversight of the administrator of the Center for Surgery and Public Health. Combined research expenditures currently include funding of over $39M, and nearly 300 departmental and industry grants across 38,000 square feet of research space, supported by 222 research FTEs.

Maintains an inventory of all research activities being conducted throughout the Department.

Oversees development and monitoring of research project budgets in collaboration with the central research administrative director.

Ensures compliance with institutional research policies and procedures, including appropriate application for and maintenance of necessary IRB or IACUC approvals, protection of intellectual property and compliance with PHS and HMS policies on Conflict of Interest.

Ensures that changes in research policies and procedures are appropriately communicated to divisional administrators, staff and principal investigators.

Works with division chiefs and principal investigators to identify and support development of appropriate areas of research, including assistance with related recruitments and acquisition of required resources.

Works collaboratively with BWH Research Management and Compliance as necessary to ensure the appropriate fiduciary responsibility of the research enterprise for the DOS.

Oversees planning, allocation, negotiation and operation of research space both on and offsite, for both basic laboratory and clinical research.

Financial Management

13. In collaboration with each Division Chief, DOS Administration provides administrative advice and support on the financial performance of each division and/or program.

14. DOS Administration manages