Operations Manager BWH

About the role

Mass General Brigham relies on a wide range of professionals — doctors, nurses, business people, tech experts, researchers, and systems analysts — to advance its mission. As a not-for-profit, the organization supports patient care, research, teaching, and community service, striving to provide exceptional care.

Responsible for overseeing and optimizing the operational processes of the organization including ensuring efficiency, productivity, and effective utilization of resources. This position does not require direct patient care.

Responsibilities

Essential Functions

• Develop and implement operational strategies, goals, and plans aligned with the organization's objectives
• Collaborate with senior management to define operational targets and monitor progress towards achieving them
• Identify opportunities for process optimization, streamlining workflows, and improving operational efficiency
• Analyze existing processes, recommend enhancements, and implement changes to drive productivity and cost-effectiveness
• Allocate and manage resources effectively, including personnel, equipment, and materials, to meet operational requirements
• Set performance metrics, establish Key Performance Indicators, and monitor performance against targets
• Implement quality control measures, conduct audits, and address any non-compliance issues promptly
• Oversee the procurement, inventory management, and distribution processes
• Identify and assess operational risks, develop risk mitigation strategies, and implement appropriate controls
• Generate regular reports on operational performance, key metrics, and project updates

Service

• Ensure patients and family members are attended to in a professional manner; respond to needs in a timely manner and maintain a professional, friendly demeanor
• Ensure other team members respond to patient/family needs timely and professionally
• Work cohesively as a member of the Patient Care Team; take a proactive role in ensuring smooth, efficient unit operation
• Maintain hospital service standards with attention to personal/behavioral guidelines, staff teamwork, and patient-staff interaction

Operations and Finance

• Collaborate with Nursing Director, Administrator, Finance and Operations, and Nursing and Patient Care Services to develop and maintain systems for measuring unit productivity
• Monitor management report expenditures, report findings to Nursing Director, and initiate plans as appropriate
• Assist with collection and analysis of budget information
• Complete weekly payroll(s) and enter schedule and actual staffing data into Kronos system
• Maintain Patient Classification system daily
• Maintain staff records (sick time, FMLA, per diems, time schedules, staff turnover, license renewal, in-services/competencies, educational records)
• Meet with Administrator, Finance and Operations, Nursing and Patient Care Services frequently to ensure process consistency

Data Management

• Manage relevant databases; promote information security; maintain and audit data for quality control (primary systems: scheduling, payroll, patient classification)
• Develop and maintain systems ensuring confidentiality and integrity of patient records per hospital policies
• Contribute to development of policies, procedures, and systems for effective unit operational functioning
• Produce and maintain management data related to operational needs and projects

Human Resources

• Supervise daily activities of Unit Coordinator and Procedure Room Assistants for optimum performance
• Oversee maintenance of confidential personnel records, status changes, terminations, and personnel requisitions
• Ensure completion of Annual Infection Control, Fire and Safety, OSHA, and other regulatory requirements; maintain records
• Participate in hiring, terminating, and performance evaluations of unit coordinators and other personnel as directed
• Schedule unit coordinators' time and approve changes as appropriate
• Oversee and/or coordinate department orientation
• Support staff as a resource in information systems

Materials Management / Equipment

• Coordinate and maintain systems for inventory level control and outside purchasing of supplies, equipment, and capital equipment
• Establish and maintain levels of regular supply items; keep audit trail of equipment ordered and received
• Ensure equipment is safe and in proper working condition in coordination with other departments
• Maintain accurate inventory of essential unit equipment
• Collaborate with Patient Care team on new products/technology; facilitate introduction of new equipment/supplies
• Generate and submit operating and capital budget requests based on unit/patient care needs with appropriate resources

Quality

• Collaborate with Nursing Assistant Director to keep unit regulatory-ready; demonstrate knowledge of regulatory guidelines; participate in unit quality programs
• Participate in quality improvement projects
• Serve on Safety Committee as assigned

Other Duties

• Participate on Nursing, Hospital, or Partner's Healthcare System teams as appropriate
• Assist Nursing Director(s) in creating and implementing systems for filing and distribution of information (policy changes, announcements, staff meeting minutes, bulletin boards, email lists, manuals)
• Complete special projects; develop and participate in projects to enhance operations
• Perform other duties as assigned

Qualifications

• Operational Management Experience: 1–2 years preferred
• Knowledge of procedural areas preferred
• Project Management experience preferred
• Payroll experience preferred

Skills and Abilities

• Competence in Excel, Microsoft Word, Access, One Staff, Medicus
• Ability to prioritize, delegate, and manage multiple projects and responsibilities simultaneously
• Ability to work under pressure in a fast-paced environment and meet deadlines
• Strong verbal and written communication skills
• Ability to supervise the work of others in a lead capacity
• Strong interpersonal skills for effective communication with diverse hospital and non-hospital personnel
• Ability to foster a team environment and work as a team member
• Basic financial/accounting skills
• Independent judgment to organize work and set priorities
• Understanding of medical terminology
• Demonstration of flexibility and willingness to adapt to diverse roles as a member of the unit-based team

Working Conditions

• Busy patient care environment with potential exposure to infectious disease
• Lifting of supplies weighing approximately 20 pounds
• Flexibility of work hours — some weekend and coverage of other units may be required

Supervisory Responsibilities

Non-clinical PCS staff including unit coordinators and procedure room assistants.

Pay

Annual salary range: $70,990.40 – $103,230.40 (Grade 7). Base pay is determined comprehensively based on skills, relevant experience, education, certifications, and other essential factors. The range reflects minimum job qualifications and does not encompass all elements of total compensation, which may include differentials, premiums, bonuses, and recognition programs.

Schedule

• Shift: 40-hour day shift
• Remote type: Onsite
• Work location: 75 Francis Street
• Scheduled weekly hours: 40
• Employee type: Regular
• Work shift: Day (United States of America)