Executive Director & Chief of Staff at Brigham & Women's Hospital(BWH) in Boston, Massachusetts

Job Description:

GENERAL SUMMARY/OVERVIEW STATEMENT:



As a not-for-profit academic health system, Mass General Brigham (MGB) is committed to supporting patient care, research, teaching, and service to the community by leading innovation across our system. Comprising two renowned academic medical centers (Brigham and Women's Hospital (BWH) and Massachusetts General Hospital (MGH)), eight other acute care hospitals, and three world-famous specialty hospitals, MGB provides a complete continuum of care, including a physician network, community health centers, home care and home hospital, and an insurance plan.


Within MGB, the Brigham sites include Brigham and Women's Hospital (BWH), Brigham and Women's Faulkner Hospital (BWFH), Brigham and Women's ambulatory sites, and Brigham and Women's Physicians Organization (BWPO) (collectively the "Brigham Sites"). Brigham is an academic medical center that serves patients from New England, throughout the United States, and from 120 countries around the world, through clinical services at our hospitals and 150 outpatient practices with more than 1,800 physicians and 4,000 nurses. The Brigham conducts the second largest hospital-based research program in the world, with an annual research budget of more than $630 million. As a major Harvard Medical School teaching affiliate, the Brigham is a cherished training ground for physicians, nurses, and allied health professionals, with 1,500 graduate medical education trainees in over 140 of the most sought-after training programs in the world.


Reporting to the leader who serves as the Chief Operating Officer for BWH, Chief Operating Officer for BWPO, President for BWFH, and SVP - Operations for MGB, the Executive Director and Chief of Staff (ED/CoS) serves as an executive leader and senior advisor to this leader (COO). The ED/CoS provides counsel and operational coordination to the COO as well to the AMC President, BWH President, Department Chairs, Senior Vice Presidents, and other senior leaders. She/he is responsible for helping to manage and further align clinical operations, academic support, space allocation, administrative leadership, human resources, and operational and financial performance across the Brigham sites and in coordination with Mass General Brigham.



PRINCIPAL DUTIES AND RESPONSIBILITIES:



Strategic Leadership Support


• Provides strategic leadership and counsel for the COO; leads the capture, analysis, interpretation, and utilization of financial and operational data used in decision-making that meets the needs of the COO.


• Works closely with the COO on the development of operating, financial, and administrative programs and policies.


• Devises strategies for effective use of clinical, financial, and operational benchmarking data for analytic, goal setting, and improvement activities.


• Consistently reviews, assesses, and optimizes communication channels both within the OCOO and across the institution.


• Proactively assesses and makes recommendations for opportunistic development or risk hedging across the organization.


• Keeps current regarding trends and developments in the health care industry, particularly when they pertain to strategic planning, analytic and decision support tools, financial trends, and evolving technologies and programs.


• Develops subject matter briefs, relationship proposals and other materials requiring the use of business intelligence and proprietary information.


Office of the COO (OCOO) Administration


• Responsible for the central coordination of operations and planning activities and ensuring timely flow of information to and from the Office of the COO (OCOO), including oversight of management systems that ensure the successful coordination of complex, strategic matters across the health system.


• Responsible for advising, supporting, assisting, coordinating, and collaborating on strategic and highly complex projects for and on behalf of the COO, when indicated. Resolves problems and addresses issues independently, briefing the COO as appropriate. Ensures the successful implementation of organization initiatives.


• Attends meetings as assigned and serves as proxy at events/meetings that the COO cannot attend. In doing so, s/he will interface directly with department chairs, senior vice presidents, vice presidents, and other health system colleagues to coordinate an integrated approach in achieving the priorities and goals of the institution.


• Remains knowledgeable of upcoming COO's calendar commitments and deliverables to anticipate the necessary tasks, work effort, and resources required to meet/exceed expectations.


• Provides day-to-day operational oversight of core administrative functions with and on behalf of the COO, including but not limited to Human Resources, Real Estate and Facilities Operations, and Information Technology.


• Provides ongoing analyses and oversees special studies as needed to ensure that the COO's initiatives are being administered at the highest level - including appropriate financial and operational dashboards.


• Writes critical, confidential, and time-sensitive correspondences on behalf of the COO. This includes speaking points, letters, and documents suitable for use with the media or other outside constituents. Correspondences includes academic correspondences, including promotion recommendations, legal correspondences, in conjunction with the Office of General Counsel, correspondences related to sensitive personnel issues, employment-related letters, and other high-level correspondences.


• Represents the COO and serves as a liaison, internal spokesperson, and primary contact for the COO with all areas of the health system, where appropriate, including high-level leadership teams and committees, external groups, and professional organizations.


Finance & Analytics


• Oversees the financial operations of the OCOO, inclusive of all accounting and budget services:


• Oversees the COO's accounting and budget areas, which include accounting operations, payroll, accounts payable, and accounts receivable, across all associated entities.


• Manages financial commitments made to leaders and faculty, ensuring tracking accuracy, regular reporting, and fulfillment of all commitments.


• Provides leadership on behalf of the COO for those operating budgets within the OCOO portfolio:


• Ensures budgets are developed, reviewed, approved, and submitted in a timely and accurate manner and consistent with Brigham, MGB, and HMS standards.


• Supports the process of hospital support allocations to the academic departments ("CES").


• In coordination with the COO and the Chief Financial Officer (CFO), supports organization and administration of the Brigham-wide annual budget process.


• Manages and supports departmental variable compensation programs assigned to the COO, including goal setting, ongoing monitoring of results, budget implications, and recommendations about the programs.


• Leads audits as appropriate or as requested.


• Establishes and enforces finance and accounting policies congruent with BWH, BWPO, BWFH, HMS, and MGB guidelines.


• Continually and openly communicates with the COO on all matters related to the COO's fiduciary responsibilities. Provides financial leadership and counsel for the OCOO.


• Ensures that the highest standards of integrity, ethics, control, and confidentiality are maintained at all times across all financial and accounting matters under the purview of the COO.


• Designs, compiles, and issues monthly dashboards - capturing summary financial, operational, and administrative information on all lines of business and accounts - for use by the COO and CFO.


• Develops monthly monitoring system that enumerates operational performance, compares to plan, and assesses rationale for variances; recommends follow-up actions for variance resolution.


• Oversees the active engagement and regular review of financially complex areas.


Human Resources


• Creates a supportive, educational, and development-focused environment for all staff.


• Ensures the support and maintenance of a diverse, inclusive, and professional environment for all staff.


• Actively considers opportunities to grow the abilities, skills, and support of employees through professional development, enhanced communication vehicles, employee-focused initiatives, and otherwise.


• Using PeopleSoft Manager Self Service (or equivalent system), initiates, approves, and coordinates with Human Resources for approval of human resources related changes (i.e. salary adjustments, salary distributions, training records, etc.) for staff who reside under the COO's scope.


• For any/all staff that report to this position:


• Coordinates with Human Resources for the interviewing, hiring, personnel transactions (hiring, salaries, promotions, job descriptions, etc.) and implementing of institutional corrective action policy for staff.


• Reviews, supports, and ensures salary and wage equity for staff.


• 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.


• Manages personnel matters and performance review processes for all direct reports to the COO.


• Manages executive search processes on behalf of the COO:


• Supports and oversees coordination, recruitment, pool development, and ultimate hiring.


• Ensures diversity in both recruitment committees and candidate pools.


• Participates in executive searches across the health system.


• On behalf of the COO, interfaces with MGB HR and senior leadership on the implementation and roll-out of new policies and procedures that effect our employees.


• On behalf of the COO, ensures continuous deployment of employee appreciation and cultural development initiatives - in order to bring joy to the workplace and reflect how much we value all team members.


Deland Fellowship Program


• Oversees and serves as executive sponsor for the Deland Fellowship Program - a premier, post-graduate 1-year fellowship program focused on the education and development of future healthcare leaders.


General Administration


• Oversees the development of special reports and presentations by the senior leaders, especially to MGB leaders, Chairs, and MGB/BH Boards of Trustees.


• Assists in the development of agendas and presentations for standing meetings including, but not limited to, meetings with the Board, Chairs, and other senior health system leaders.


Leads or participates in special projects and performs other related tasks as requested or required.



Qualifications

MINIMUM JOB QUALIFICATIONS:

• 10+ years of experience as a leader within an academic medical center.


• Experience working in a highly matrixed organization / environment preferred; healthcare industry experience strongly preferred.


• Master's degree preferred.


• Mass General Brigham and/or Harvard-specific experience preferred.
  
  

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• 
  Results orientation: Results-driven approach with experience/ability to achieve results in a metrics based analytical environment. The ability to work independently and accurately and concisely disseminate information in both written and verbal formats is required. The ability to independently resolve quickly most problems encountered is essential.


• 
  Organizational Skills: Outstanding organizational skills are necessary to manage many competing timetables and responsibilities and deadline pressures. The ability to delegate, effectively supervise, and plan for the timely and successful completion of short- and long-term objectives is essential. The responsibilities of this position require detailed, concentrated effort and constant re-establishment of priorities as well as complex and sensitive decision-making.

• Collaboration: Able to work effectively within a matrixed based organizational structure


• Business acumen: Budget management, data and analytics market knowledge, knowledge and analytical skills to support health care delivery and hospital operations, ability to understand and integrate system budget challenges into proposed annual budgets

• 
  Initiative: A self-starter who can develop roadmaps, frameworks and plans in an area with minimal precedent. A successful track record of front-line management and the ability to provide support, direction, and development counsel to staff is required.


• 
  Communicator/Facilitator: Interpersonal, presentation and organizational skills and professional demeanor; Demonstrated sensitivity, discretion, and judgment regarding confidential matters are essential. Excellent verbal and written communication skills are necessary to communicate effectively with a large and diverse constituency, including the DOS/DOU Chair, senior DOS/DOU/TA leaders, hospital and BWPO leaders and administrative staff, research faculty at all levels, research trainees and staff, representatives of other BWH offices, collaborating institution officials, granting agencies (NIH, industry and foundations), potential donors, representatives, and vendors. A good command of English language, including medical and scientific terminology, is critical.

• Project Management: Proven ability to successfully manage highly complex projects


• Confidence in complexity and ambiguity: Understand and executes effectively amongst the complexities of an academic medical environment, and the broader enterprise. The ability to work collaboratively with chairs, chiefs, senior executives, physicians, service line administrators, operations management, and other employees in a complex matrix organization.


• Judgement: Demonstrated judgement in managing sensitive issues and knowledge of when to escalate problems


• Interpersonal: Excellent interpersonal, oral communication skills. Possess a leadership style that is open and transparent and an exceptional capacity to build strong relationships. Manages conflict and achieves resolution effectively


• Time management: Exceptional organizational skills and ability to prioritize effectively. Flexibility to work independently and to handle multiple tasks with project deadlines. A tenacious, can-do personality that works to correct mistakes and get things done as efficiently as possible, often utilizing resources across services.


• Mass General Brigham values: Embraces values to govern decisions, actions and behaviors. These values guide how we get our work done: Patients, Affordability, Accountability & Service Commitment, Decisiveness, Innovation & Thoughtful Risk; and how we treat each other: Diversity & Inclusion, Integrity & Respect, Learning, Continuous Improvement & Personal Growth, Teamwork & Collaboration



DIRECT REPORTS:



• Administrative Director


• Finance & Project Manager


• Executive Assistant to the COO


• Deland Fellows



WORKING CONDITIONS:

• Work in an office setting or remotely from home depending on project work that may require in person attendance or face-to-face interaction.


• Attends meetings in and out of hospitals and clinics. May require travel to off-campus locations.


• Is available for early and late meetings and flexible to meet frequent deadlines. Some evening and weekend work will be necessary.

SYSTEM AND FISCAL RESPONSIBILITIES:



Delegated financial responsibility for the COOs core operating fund and sundry funds. Apply Now