Director, Materials Management
Massachusetts General Hospital(MGH)

GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.

Receiving general direction from the Executive Director, Emergency Medicine, the incumbent is responsible for setting direction and coordinating the non-clinical frontline staffing (129 FTEs, including management staff) and operational functions in the Emergency Department (24/7 clinical setting). Drawing on a broad understanding of hospital practices and policies, and displaying a high degree of initiative, independent judgment, and problem solving, the incumbent will collaborate closely with departmental administrative and clinical leadership to continually assess and direct a wide range of issues, including operations, human resources, access and capacity, operating budget, facilities and systems issues, telemedicine, programmatic development, emergency preparedness, long-range planning, and project development. Collaborates and works with ED physician, nursing and other administrative leadership staff to ensure a quality-based, patient-oriented flow of work and clinical support processes. The person must possess and illustrate a thorough knowledge of current Joint Commission and HIPAA standards. Requires discretion and judgment to organize priorities, complete tasks and handle confidential information. Coordinates capacity issues as they relate to ED overcrowding and assists the Capacity Committee in its Code Help and Capacity Disaster responses.

PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.

Operational/Department Management Responsibilities

• Assists ED Leadership and Executive Director in establishing departmental policies and procedures.
• Evaluates, initiates, and implements various departmental systems and procedures and revises as necessary to maximize efficiency. Collaborates with clinical staff and other departments as needed.
• Ensures that administrative staffing, systems, policies, procedures, and processes fully support clinical operations throughout the Department.
• Serves as resource for resolution of administrative questions/issues/problems.
• Provides direction and oversight in deployment and supervision of 129 frontline FTEs in a 24/7 operation. Direct reports include 3 managers who oversee additional management/supervisory staff and Team Leaders. Management includes establishing, evaluating, and implementing administrative support policies, procedures, and systems, plus performance measurement and QA.
• Oversees, working closely with Administrative Managers, department's registration practices and administrative processes, which includes ~81 FTEs. Ensures that registration procedures are coordinated, monitored, and tracked at the departmental level to ensure capture and timely transmission of accurate registration and insurance information. Ensures that all administrative policies, procedures, and workflows are current and oversees development of new protocols.
• Oversees, working closely with the Operations Manager, the ED's Support Operations, which includes $3.6 million in operating expenses related to equipment and supplies, and ~37FTEs assigned to patient transport/escort, supply storage, stocking and distribution, and equipment maintenance and availability. Participates in ED's Supplies & Equipment Committee and helps move projects forward. With Operations Manager, oversees departmental communication systems (e.g. Voalte).
• Oversees, working closely with the Administrative Manager, the ED access program (~3 FTEs,13 ED Access/QA Nurses) for ED-to-ED hospital transfers and post-discharge patient follow-up. Works with Administrative Manager, Clinical Director, and Executive Leadership to manage changes to transfer policies in alignment with MGH's strategic priorities.
• Leads ED capacity initiatives (along with the Executive Director and ED clinical leadership) and coordinates the response to daily capacity issues as they relate to ED overcrowding. Assists the Capacity Committee in its Code Help response 24/7. Helps to maintain and update the hospital's Capacity Disaster Protocol.
• Works with departmental management staff and representatives from other departments to evaluate, initiate, and implement systems and procedures, and revises as necessary to improve services and maximize efficiency.
• Collaborates with the physician Director of Operations and the ED Nurse Manager and his/her delegates regarding practice changes, policy updates, procedural recommendations and implementations, etc. Serves as a key participant on the ED Operations Committee.
• Coordinates departmental patient experience and patient progression initiatives that impact operations; participates in the ED's Patient Progression & Patient Experience Committee.
• Oversees the ED's multidisciplinary Excellence Every Day program that ensures JCAHO and DPH compliance, including regulations pertaining to safety, emergency preparedness, HIPAA, OSHA, and other hospital requirements. Oversees preparation for regulatory visits, keeping Executive Director and clinical leadership informed.
• Manages the ED's operational administrative readiness/emergency preparedness for events related to patient volume surge, MCI (mass casualty incidents), Hazmat, Infectious Diseases of Concern, and IT downtimes. Participates in the development and management of the ED Emergency Preparedness Plan. Takes a leadership role in the continuous improvement of emergency plans.
• Participates in the hospital's Downtime Committee and leads the ED's multidisciplinary Downtime Committee. Responsible for communication and preparations for planned system downtimes and helps lead tactical response during unplanned downtimes.
• Oversees, with the Administrative Manager and Training Program Manager, the ED's staff training program, including physician on-boarding, new employee orientation, and special training offerings (e.g. empathetic communication).
• Oversees departmental Clinical and Registration information systems
• Coordinates with ED Operations Manager and Partners Information Resources Department to arrange for hardware/software maintenance, inventory control, ordering, delivery, and installation.
• Oversees and evaluates departmental information systems access/security issues.
• Explores, evaluates and implements new technologies and develops departmental information systems resources as appropriate.
• Serves as resource and point person for ED Clinical and Registration Systems or Application development, enhancements, and issues. Participates in EPIC meetings and serves as administrative lead for EPIC updates/upgrades.
• Monitors and analyzes monthly service statistics, including admissions/ATO/discharge data, visit volume, etc and assists in developing strategies for improvement in patient throughput, utilization, etc.
• Attends regular departmental and interdepartmental management and planning meetings (e.g. Quality & Safety Committee, Diversity & Inclusion Committee, etc.)
• Responds to safety and incident reports.

Financial Responsibilities

• Works with Executive Director and the ED Administrative Director of Finance to prepare/provide input into annual operating and capital budget, and coordinates input at the department level.
• Monitors GH funds within the department as assigned.
• Coordinates with Finance and other departments as needed for resolution of errors or identification of charges.
• Develops monthly status reports regarding operating budget salary and non-salary expenses.
• Develops and implements strategies for cost containment.

Human Resources/Supervisory Responsibilities

• Oversees departmental personnel issues related to operations:
• Manages 3 managers, who have a variety of supervisors, managers, and lead personnel reporting to them (leadership team of 8 FTEs total).
• Oversees the recruitment, hiring, evaluations, training and development, etc., and supervision of all administrative and operational support staff including Training and ED Access (over 120 FTEs).
• Approves personnel transactions (hiring, salaries, promotions, job descriptions, etc.), initiated by managers for administrative support personnel; Maintains ED Operations "tree" for PeopleSoft Manager Self-Service.
• Oversees via managers, and/or coordinates with Human Resources, as appropriate, for the interviewing, hiring, supervision, and implementing of corrective action for ED operational support staff.
• Reviews workload issues to ensure appropriate staffing.
• Establishes QA programs to enable managers to measure staff performance and monitors for compliance.
• Reviews salary and wage issues. Ensures that all performance evaluations are performed in a timely manner.
• Conducts regular staff meetings to disseminate information and collect input from staff, regarding policies, procedures, and day-to-day operations.

Tele-Emergency Medicine Program

• Manages the ED's Tele-Emergency Medicine program, including all aspects of strategy, operational design, implementation, and evaluation.
• Serves as administrative lead for physician-to-physician consult program and direct-to-patient urgent virtual care program. Manages training, scheduling, technology, etc. to ensure smooth program operations.
• Partners with Telemedicine Clinical Director, ED executive leadership, TeleHealth leadership, and Network Development & Integration to ensure success, sustainability, and expansion of Tele-Emergency Medicine program
• Collaborates with external partners (e.g. affiliate hospitals) to ensure operations run smoothly.
• Prepares data analyses to track progress and trends; participates in monthly review of all consults and visits.
• Collaborates with Administrative Director of Finance to manage Tele-Emergency Medicine budget and ensure monthly funds flow.

Other Responsibilities

• Leads /coordinates special projects for Executive Director and/or Department as assigned.
• Provides coverage for Departmental Administrative Directors and Managers as needed/requested.

QUALIFICATIONS: MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.

Master's Degree (Health/Business Administration or equivalent) required, with 3-5 years of relevant experience (including supervisory experience).

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: MUST be realistic, measurable, objective, and related to the essential functions of the job.

• Time Management: Exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate. Flexibility to handle multiple tasks and deadline pressures.
• Human Resource Management: Ability to skillfully navigate issues of sensitive nature with respect to confidentiality, abiding by institutional guidelines. Ability to recruit, train and supervise staff and to ensure that performance evaluations, payroll, employee changes and other HR transactions are completed in an accurate and timely manner. Ability to provide support, direction and development to managers/supervisors and staff.
• Leadership: Ability to identify issues/projects and initiate plans to address. Demonstrates forthrightness and integrity. Ability to develop a common vision for diverse constituents, communicate effectively, and take ownership and responsibility for activities.
• Discretion and Confidentiality: Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained by staff.
• Analytical Skills: Ability to conceptualize and conduct complex analysis (financial and operational).
• Critical Thinking/Decision Making: Ability to appropriately evaluate all aspects of a situation and to independently make appropriate and timely decisions.
• Interpersonal/communication: Excellent interpersonal/communications skills and a good command of English language, including medical and scientific terminology.
• Information Systems/Technology Skills: Exceptional computer skills (including operating systems, word processing, electronic mail, Internet, spreadsheets, and other office management systems).
• Project Management: Ability to initiate a project, set timelines, determine scope, design and plan, monitor and track progress, implement, and evaluate.
• Safety/Compliance: Knowledge in all aspects of safety and ability to ensure a safe environment for patients and staff. Is knowledgeable and compliant in all hospital, State, and Federal regulatory requirements, including hospital policy and procedures (where applicable to the performance of the job), Joint Commission, HIPAA, OSHA, etc.
• Fiscal Responsibility: Effective financial and analytical skills, including ability to develop and monitor budgets. Ability to ensure timely submission and review of budgets and performance evaluations.
• Professional knowledge: Sufficient knowledge to improve, enhance, or upgrade complex financial, operational and technical systems.
• Quality Assurance: Ability to effectively manage day-to-day operations, establish and maintain policies and procedures, monitor service statistics, manage patient flow, coordinate space and infrastructure issues, and ensure effective coordination of training programs. Ability to engender these skills among staff.

WORKING CONDITIONS: Describe the conditions in which the work is performed.

Works in an office setting and in the clinical environment of the Emergency Department. May be required to attend meetings outside of regularly scheduled hours and is available by pager/cell phone outside of normal business hours. May be required to report to the hospital outside of normal business hours to manage events that require emergency management.

SUPERVISORY RESPONSIBILITY: List the number of FTEs supervised.

Oversees the personnel manager of 129 FTES including the direct supervision of Managers (3 FTEs) with associated Supervisors and Lead staff. Is also responsible for overseeing, coordinating, organizing, and working with departmental management staff and groups of individuals at all levels of the organization in conducting various projects.

FISCAL RESPONSIBILITY: Indicate financial "scope" information, i.e.: size of budget, volume, revenue, etc.

Responsible for planning and reporting on an operating budget and assisting with development of a capital budget. Is also responsible for collating, analyzing, and presenting fiscal information and participating in various aspects of fiscal management. Is responsible for prudent fiscal management of department resources (e.g. employee overtime, supplies, etc.).

APPROVAL:

Department Manager: Robert Seger Title: Executive Director, Emergency Medicine Date: December, 2018

The above is intended to describe the general contents and requirements of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive statement of all duties, responsibilities or skills of personnel so classified.

Qualifications
GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.

Receiving general direction from the Executive Director, Emergency Medicine, the incumbent is responsible for setting direction and coordinating the non-clinical frontline staffing (129 FTEs, including management staff) and operational functions in the Emergency Department (24/7 clinical setting). Drawing on a broad understanding of hospital practices and policies, and displaying a high degree of initiative, independent judgment, and problem solving, the incumbent will collaborate closely with departmental administrative and clinical leadership to continually assess and direct a wide range of issues, including operations, human resources, access and capacity, operating budget, facilities and systems issues, telemedicine, programmatic development, emergency preparedness, long-range planning, and project development. Collaborates and works with ED physician, nursing and other administrative leadership staff to ensure a quality-based, patient-oriented flow of work and clinical support processes. The person must possess and illustrate a thorough knowledge of current Joint Commission and HIPAA standards. Requires discretion and judgment to organize priorities, complete tasks and handle confidential information. Coordinates capacity issues as they relate to ED overcrowding and assists the Capacity Committee in its Code Help and Capacity Disaster responses.

PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.

Operational/Department Management Responsibilities

• Assists ED Leadership and Executive Director in establishing departmental policies and procedures.
• Evaluates, initiates, and implements various departmental systems and procedures and revises as necessary to maximize efficiency. Collaborates with clinical staff and other departments as needed.
• Ensures that administrative staffing, systems, policies, procedures, and processes fully support clinical operations throughout the Department.
• Serves as resource for resolution of administrative questions/issues/problems.
• Provides direction and oversight in deployment and supervision of 129 frontline FTEs in a 24/7 operation. Direct reports include 3 managers who oversee additional management/supervisory staff and Team Leaders. Management includes establishing, evaluating, and implementing administrative support policies, procedures, and systems, plus performance measurement and QA.
• Oversees, working closely with Administrative Managers, department's registration practices and administrative processes, which includes ~81 FTEs. Ensures that registration procedures are coordinated, monitored, and tracked at the departmental level to ensure capture and timely transmission of accurate registration and insurance information. Ensures that all administrative policies, procedures, and workflows are current and oversees development of new protocols.
• Oversees, working closely with the Operations Manager, the ED's Support Operations, which includes $3.6 million in operating expenses related to equipment and supplies, and ~37FTEs assigned to patient transport/escort, supply storage, stocking and distribution, and equipment maintenance and availability. Participates in ED's Supplies & Equipment Committee and helps move projects forward. With Operations Manager, oversees departmental communication systems (e.g. Voalte).
• Oversees, working closely with the Administrative Manager, the ED access program (~3 FTEs,13 ED Access/QA Nurses) for ED-to-ED hospital transfers and post-discharge patient follow-up. Works with Administrative Manager, Clinical Director, and Executive Leadership to manage changes to transfer policies in alignment with MGH's strategic priorities.
• Leads ED capacity initiatives (along with the Executive Director and ED clinical leadership) and coordinates the response to daily capacity issues as they relate to ED overcrowding. Assists the Capacity Committee in its Code Help response 24/7. Helps to maintain and update the hospital's Capacity Disaster Protocol.
• Works with departmental management staff and representatives from other departments to evaluate, initiate, and implement systems and procedures, and revises as necessary to improve services and maximize efficiency.
• Collaborates with the physician Director of Operations and the ED Nurse Manager and his/her delegates regarding practice changes, policy updates, procedural recommendations and implementations, etc. Serves as a key participant on the ED Operations Committee.
• Coordinates departmental patient experience and patient progression initiatives that impact operations; participates in the ED's Patient Progression & Patient Experience Committee.
• Oversees the ED's multidisciplinary Excellence Every Day program that ensures JCAHO and DPH compliance, including regulations pertaining to safety, emergency preparedness, HIPAA, OSHA, and other hospital requirements. Oversees preparation for regulatory visits, keeping Executive Director and clinical leadership informed.
• Manages the ED's operational administrative readiness/emergency preparedness for events related to patient volume surge, MCI (mass casualty incidents), Hazmat, Infectious Diseases of Concern, and IT downtimes. Participates in the development and management of the ED Emergency Preparedness Plan. Takes a leadership role in the continuous improvement of emergency plans.
• Participates in the hospital's Downtime Committee and leads the ED's multidisciplinary Downtime Committee. Responsible for communication and preparations for planned system downtimes and helps lead tactical response during unplanned downtimes.
• Oversees, with the Administrative Manager and Training Program Manager, the ED's staff training program, including physician on-boarding, new employee orientation, and special training offerings (e.g. empathetic communication).
• Oversees departmental Clinical and Registration information systems
• Coordinates with ED Operations Manager and Partners Information Resources Department to arrange for hardware/software maintenance, inventory control, ordering, delivery, and installation.
• Oversees and evaluates departmental information systems access/security issues.
• Explores, evaluates and implements new technologies and develops departmental information systems resources as appropriate.
• Serves as resource and point person for ED Clinical and Registration Systems or Application development, enhancements, and issues. Participates in EPIC meetings and serves as administrative lead for EPIC updates/upgrades.
• Monitors and analyzes monthly service statistics, including admissions/ATO/discharge data, visit volume, etc and assists in developing strategies for improvement in patient throughput, utilization, etc.
• Attends regular departmental and interdepartmental management and planning meetings (e.g. Quality & Safety Committee, Diversity & Inclusion Committee, etc.)
• Responds to safety and incident reports.

Financial Responsibilities

• Works with Executive Director and the ED Administrative Director of Finance to prepare/provide input into annual operating and capital budget, and coordinates input at the department level.
• Monitors GH funds within the department as assigned.
• Coordinates with Finance and other departments as needed for resolution of errors or identification of charges.
• Develops monthly status reports regarding operating budget salary and non-salary expenses.
• Develops and implements strategies for cost containment.

Human Resources/Supervisory Responsibilities

• Oversees departmental personnel issues related to operations:
• Manages 3 managers, who have a variety of supervisors, managers, and lead personnel reporting to them (leadership team of 8 FTEs total).
• Oversees the recruitment, hiring, evaluations, training and development, etc., and supervision of all administrative and operational support staff including Training and ED Access (over 120 FTEs).
• Approves personnel transactions (hiring, salaries, promotions, job descriptions, etc.), initiated by managers for administrative support personnel; Maintains ED Operations "tree" for PeopleSoft Manager Self-Service.
• Oversees via managers, and/or coordinates with Human Resources, as appropriate, for the interviewing, hiring, supervision, and implementing of corrective action for ED operational support staff.
• Reviews workload issues to ensure appropriate staffing.
• Establishes QA programs to enable managers to measure staff performance and monitors for compliance.
• Reviews salary and wage issues. Ensures that all performance evaluations are performed in a timely manner.
• Conducts regular staff meetings to disseminate information and collect input from staff, regarding policies, procedures, and day-to-day operations.

Tele-Emergency Medicine Program

• Manages the ED's Tele-Emergency Medicine program, including all aspects of strategy, operational design, implementation, and evaluation.
• Serves as administrative lead for physician-to-physician consult program and direct-to-patient urgent virtual care program. Manages training, scheduling, technology, etc. to ensure smooth program operations.
• Partners with Telemedicine Clinical Director, ED executive leadership, TeleHealth leadership, and Network Development & Integration to ensure success, sustainability, and expansion of Tele-Emergency Medicine program
• Collaborates with external partners (e.g. affiliate hospitals) to ensure operations run smoothly.
• Prepares data analyses to track progress and trends; participates in monthly review of all consults and visits.
• Collaborates with Administrative Director of Finance to manage Tele-Emergency Medicine budget and ensure monthly funds flow.

Other Responsibilities

• Leads /coordinates special projects for Executive Director and/or Department as assigned.
• Provides coverage for Departmental Administrative Directors and Managers as needed/requested.

QUALIFICATIONS: MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.

Master's Degree (Health/Business Administration or equivalent) required, with 3-5 years of relevant experience (including supervisory experience).

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: MUST be realistic, measurable, objective, and related to the essential functions of the job.

• Time Management: Exceptional organizational skills and ability to organize time and priorities effectively, asking for direction when appropriate. Flexibility to handle multiple tasks and deadline pressures.
• Human Resource Management: Ability to skillfully navigate issues of sensitive nature with respect to confidentiality, abiding by institutional guidelines. Ability to recruit, train and supervise staff and to ensure that performance evaluations, payroll, employee changes and other HR transactions are completed in an accurate and timely manner. Ability to provide support, direction and development to managers/supervisors and staff.
• Leadership: Ability to identify issues/projects and initiate plans to address. Demonstrates forthrightness and integrity. Ability to develop a common vision for diverse constituents, communicate effectively, and take ownership and responsibility for activities.
• Discretion and Confidentiality: Ability to handle sensitive and confidential matters discreetly and to ensure confidentiality guidelines are maintained by staff.
• Analytical Skills: Ability to conceptualize and conduct complex analysis (financial and operational).
• Critical Thinking/Decision Making: Ability to appropriately evaluate all aspects of a situation and to independently make appropriate and timely decisions.
• Interpersonal/communication: Excellent interpersonal/communications skills and a good command of English language, including medical and scientific terminology.
• Information Systems/Technology Skills: Exceptional computer skills (including operating systems, word processing, electronic mail, Internet, spreadsheets, and other office management systems).
• Project Management: Ability to initiate a project, set timelines, determine scope, design and plan, monitor and track progress, implement, and evaluate.
• Safety/Compliance: Knowledge in all aspects of safety and ability to ensure a safe environment for patients and staff. Is knowledgeable and compliant in all hospital, State, and Federal regulatory requirements, including hospital policy and procedures (where applicable to the performance of the job), Joint Commission, HIPAA, OSHA, etc.
• Fiscal Responsibility: Effective financial and analytical skills, including ability to develop and monitor budgets. Ability to ensure timely submission and review of budgets and performance evaluations.
• Professional knowledge: Sufficient knowledge to improve, enhance, or upgrade complex financial, operational and technical systems.
• Quality Assurance: Ability to effectively manage day-to-day operations, establish and maintain policies and procedures, monitor service statistics, manage patient flow, coordinate space and infrastructure issues, and ensure effective coordination of training programs. Ability to engender these skills among staff.

WORKING CONDITIONS: Describe the conditions in which the work is performed.

Works in an office setting and in the clinical environment of the Emergency Department. May be required to attend meetings outside of regularly scheduled hours and is available by pager/cell phone outside of normal business hours. May be required to report to the hospital outside of normal business hours to manage events that require emergency management.

SUPERVISORY RESPONSIBILITY: List the number of FTEs supervised.

Oversees the personnel manager of 129 FTES including the direct supervision of Managers (3 FTEs) with associated Supervisors and Lead staff. Is also responsible for overseeing, coordinating, organizing, and working with departmental management staff and groups of individuals at all levels of the organization in conducting various projects.

FISCAL RESPONSIBILITY: Indicate financial "scope" information, i.e.: size of budget, volume, revenue, etc.

Responsible for planning and reporting on an operating budget and assisting with development of a capital budget. Is also responsible for collating, analyzing, and presenting fiscal information and participating in various aspects of fiscal management. Is responsible for prudent fiscal management of department resources (e.g. employee overtime, supplies, etc.).

APPROVAL:

Department Manager: Robert Seger Title: Executive Director, Emergency Medicine Date: December, 2018

The above is intended to describe the general contents and requirements of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive statement of all duties, responsibilities or skills of personnel so classified.

EEO Statement
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.

This job has expired.