Under the general direction of the Administrative Director, the Disease Center Operations Manager II role is key to the operations and administrative support of the disease center. Assists with the comprehensive administration and management responsibility for the clinical, research and education programs for the disease center, taking on a higher level of responsibility and autonomy. The Disease Center Operations Manager II scope may include support of multiple disease centers and/or clinical programs and/or direct supervision of administrative staff. This position requires the professional skills to collaborate and support the Administrative Director to lead and coordinate all aspects of the administrative and clinical operations oversight of the disease center. Depending on the specific programs of the disease center, there may be additional complexity to this role.
Located in Boston and the surrounding communities, Dana-Farber Cancer Institute is a leader in life changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS, and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high-risk and underserved populations. We conduct groundbreaking research that advances treatment, we educate tomorrow's physician/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.
PRIMARY DUTIES AND RESPONSIBILITIES:
Administrative Leadership and Personnel Management
- Participates in recruitment, onboarding, and training of new administrative staff.
- Meets regularly with administrative staff, both individually and as a team, to provide direct oversight of day-to-day staff responsibilities.
- Reports performance concerns to Administrative Director; participates in corrective action and performance improvement plans.
- May provide direct supervision of Administrative Support Specialist team (Admin Support Specialist I & II); continuously reviews roles, responsibilities, and staffing resources to ensure smooth operations of the program; responsible for creating/maintaining a supportive and positive working environment for staff; provides opportunities for staff development and reviews performance annually.
- Responsible for personnel-related administrative processes within the disease center including recruitment, orientation, training, and corrective action of staff.
- May review and approve weekly timesheets for the Department; may serve as back-up approver for Administrative Director
Clinical Operations
- In collaboration with providers, nurses, and administrative leaders, develops and implements plans to ensure maximum utilization of resources and efficient delivery of services; develops ongoing monitoring processes and interventions as needed.
- Resolves clinic and patient issues to ensure quality of care and patient satisfaction.
- Establishes and maintains master provider coverage schedules/grids, manages provider templates in compliance with current policies, and supports the Administrative and Clinical Directors in the strategic planning of new provider templates, sessions, and MD/APP pairings.
- Assists in managing patient Transfer of Care (TOC) process and re-assignments for departing providers.
- Develops strong relationships and provides indirect management to back-office and new patient scheduling operations; meets regularly with scheduling and new patient management teams to review access and provide ongoing troubleshooting support.
- Assists with review of workflows and best practices in clinic, maintaining ongoing dialogue with practice managers.
Financial/Budgetary
- Assists in the preparation of annual budget. Responsible for ongoing monitoring of these budgets including monthly variance reporting. Also responsible for requisition preparation and tracking; expense report processing; helps identify key departmental cost management initiatives and develops recommendations to achieve quantified results. Provides training and supervision to administrative staff in requisitioning, supply ordering and expense report submissions. Responsible for oversight of specific budget line items.
- Financial responsibilities may include oversight of discretionary accounts; may prepare financial and statistical projections including preparing complex reports, analysis, and proposals; may participate in clinical trials offsets process.
- With the Administrative Director, may be responsible for monitoring revenue, volumes, and associated billing; helps develop strategies for increasing reimbursement, as relevant.
- Provides operational and financial reports to share with physician and administrative leadership; provides individual dashboards to physicians on monthly basis to monitor performance throughout the year.
Compliance and Quality
- Oversees implementation and compliance to institute policies and procedures.
Program/ Department Management
- May manage educational and continuing medical education events for program, including CME certification, fundraising, event planning and publicity.
- In collaboration with Communications, helps develop disease center and program specific website, monthly newsletters, and printed materials for marketing purposes.
- Leads the planning and coordination of large department events as needed (e.g., offsite conference dinners and symposia, Holiday parties and staff gifts)
- May manage special projects; may facilitate regular department meetings.
- Other duties as assigned.
Education
- Facilitates communication with external institutions, fields requests, drafts affiliation agreements.
- Onboards and offboards rotators, ensuring all HR and ACGME requirements are met.
- Manages rotating fellowship program, ensuring appropriate assignment of resources and maintaining updated affiliation agreements.
- Manages Advanced Fellowship program; assists in recruitment, selection, onboarding; ensures program adheres to Partners GME policies.
Disease Center Coverage
- Under the supervision of Administrative Director and/or Senior Director of Disease Center Operations, may assume responsibility for administrative oversight of service lines/programs outside of the primary disease center. May provide short-term ad hoc coverage for vacations/leaves of absence in Disease Centers throughout Medical Oncology to ensure seamless clinical and administrative operations. Coverage may include long-term assignments or interim coverage due to vacancies.
MINIMUM JOB QUALIFICATIONS:
- Bachelor's Degree required.
- Master’s Degree preferred in business or healthcare administration.
- Minimum of five years of progressively responsible administrative experience in a medical or scientific research setting or comparable technology-oriented business environment required, of which two years in Disease center operations management.
- Prior supervisory experience preferred.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
- Extensive knowledge of clinical administration and operations
- Ability to function as an integral member of the team and to lead by example; promote cooperation among staff members.
- Demonstrated program/project management skills, successful execution of projects.
- Superior customer service, tact, diplomacy, and persuasion skills
- Ability to communicate effectively in person and in writing.
- Must possess excellent critical thinking, analytical skills, decisive judgement, and ability to work with minimal supervision.
- Demonstrated ability to manage personnel and build successful teams.
- Proficiency with reporting tools and ability to analyze data.
- Proficiency in responsible fiscal management
- Ability to analyze information and complex situations and propose viable solutions and courses of action.
- Ability to lead and implement solutions.
- Ability to synthesize information from multiple sources to create comprehensive reports.
- Demonstrated ability to meet deadlines.
- Proficiency with Microsoft Office suite
SUPERVISORY RESPONSIBILITIES:
Indirect or direct supervisory of administrative staff. This position will also have indirect influence over other positions within the program(s) or disease center.
At Dana-Farber Cancer Institute, we work every day to create an innovative, caring, and inclusive environment where every patient, family, and staff member feels they belong. As relentless as we are in our mission to reduce the burden of cancer for all, we are committed to having faculty and staff who offer multifaceted experiences. Cancer knows no boundaries and when it comes to hiring the most dedicated and compassionate professionals, neither do we. If working in this kind of organization inspires you, we encourage you to apply.
Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other characteristics protected by law.
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Pay Transparency Statement
The hiring range is based on market pay structures, with individual salaries determined by factors such as business needs, market conditions, internal equity, and based on the candidate’s relevant experience, skills and qualifications.
For union positions, the pay range is determined by the Collective Bargaining Agreement (CBA).
$95,800.00 - $117,500.00
