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Business Manager - MGH Psychiatry Academy

Company: Massachusetts General Hospital
Location: Boston
Posted on: December 5, 2019

Job Description:

Business Manager - MGH Psychiatry Academy General Summary Under direct supervision of the Managing Director, the Business Manager is responsible for managing the compliance, business, administrative and human resource aspects of the MGH Psychiatry Academy's activities, as well as the division's day-to-day office affairs. In this capacity, the Business Manager supervises two full time FTEs, one part time FTE, and one full time consultant. The roles of the supervisees are Customer Service and Program Assistant, Educational Technology Coordinator, Webmaster for the Department of Psychiatry, and Marketing Consultant. These individuals work as key members in producing the division's live and web-based education programs. S/he also maintains close cooperative financial relationships with other units of MGH and Partners, including the development office, Partners HealthCare Research Administration, McLean Hospital Continuing Medical Education, Materials Management, Treasury and Finance, OGC, and OII, in order to assure best results. The Business Manager takes part in establishing an appropriate annual goal for overall income and expenses and tracks activity and success against goal. S/he manages and motivates others to ensure the MGH Psychiatry Academy realized optimal funding, implements programs effectively and within budget, complies with all regulations. Principal Duties and Responsibilities - Management duties - Holds responsibility for the supervision and evaluation of one customer service and program assistant, once education technology coordinator whose duties include customer service, production of online educational activities, live event support, web site maintenance, organization and maintenance of files, data collection and entry, generation of reconciliation and faculty evaluation reports, and meeting scheduling. Also holds responsibility for supervision and evaluation of the department of psychiatry's web content manager. - Communicates timeline and deliverables for assigned projects to staff - Supervises progression of projects assigned to staff and ensures that project deadlines and milestones are met - Ensures that all correspondence from MGH Psychiatry Academy members is answered in a timely and appropriate manner. Develops solutions to measure and improve customer service function. - Supports supervised staff by providing resources for the successful execution of their current duties as well as for their career development - Coordinates wit HR to post and recruit for open positions - In conjunction with directors and program manager, interviews, orients, trains, provides input for per evaluation and/or corrective action for staff - Financial and Business strategy: - Budgeting and tracking - Under direction of executive and managing directors, completes yearly budgeting process for division - Prepares for and participates in scheduled meetings with Psychiatry Department financial managers - Leads budgeting process for individual programs/projects - Analyzes past costs and revenues, estimates future costs. - Meets with staff to determine the time and effort it takes to perform services so that budgets accurately reflect Psychiatry Academy costs - Prepares budget proposals for internal and external clients based on project specifications. Revises as needed. - Performs program break-even and target profit analyses - Reconciles budgets for completed activities - Invoicing & revenue - Prepares invoices for MGH Psychiatry Academy programs using the PSBAR system - Prepares invoices for internal clients and arranges transfers through department financial manager - Maintains file of monthly deposits for all projects and funds - Tracks accounts receivable and contacts clients for payments that are overdue - Fund maintenance - Uses Vision, Insight and PeopleSoft to check monthly fund statements for MGH Psychiatry Academy funds: - Requests or performs transfers to remove any incorrect charges to funds - Research funds - Coordinates pre-award applications internally for foundation and government grant applications - Coordinates post-award activities for funded foundation and government grants - Ensures Credit Card Processing Compliance - Prepares financial models and workplans for new business lines - Administrative Duties - Contracting - Prepares statements of work for all internal and external clients - Works with OGC and PO contracting office to prepare contracts for consulting and educational service arrangements - Works with Materials Management Contracting Office to establish new vendors and independent contractors as needed - Ensures regulatory compliance of launching and existing activities - Proofreads all launching programs for compliance and accuracy - Directs tracking efforts for expiring programs - Organizes reporting and reconciliation of completed events - Ensures timely submission and quality of reports - Submits outcomes reconciliations to companies - Manages Psychologist CE credit approved sponsor status - Receives completed applications, reviews for compliance and shares with Director of Psychology Education to review content - Maintains file of approved programs. - Collects and organizes application and program materials. - Coordinates data collection for and completes annual report to the American Psychological Association to maintain the department's status as an approved sponsor of Psychology CE credits - Provides staffing support at live events, including occasional weekends and nights. - Performs all other duties that are appropriate to this level of position Supervisory responsibility - 1 full time customer service coordinator - 1 full time technical education coordinator - time department webmaster Fiscal responsibility Revenue and expenses for all Psychiatry Academy funds Working Conditions Busy office setting located at the MGH main campus. Some weekend and offsite work required Qualifications - Bachelors' Degree required; Advanced degree such as MBA, MPA or MPH preferred - 5-8 years of administrative, financial and management experience, in a setting with sizeable educational operations - In-depth knowledge of continuing medical education market, funding opportunities, credit providers, and competitors - Strong comfort level with start-up organization - Strong leadership skills - Knowledge of PHS and MGH policies and their application to MGH Psychiatry Academy activities - Knowledge of ACCME, ANCC, APA, NASW, NBCC and other health professions/ policies for continuing education - Excellent customer services skills - Excellent communication skills - both verbal and written - Ability to deal with complex, fluid situations and relationships along with a high degree of tolerance for ambiguity - Ability to handle multiple projects at once - Skill and sensitivity in interpersonal relations - Excellent excel and financial modeling skills - Ability to communicate financial information to others - Commitment to the hospital's mission - MA-Boston-MGH 15 Parkman MGH 15 Parkman (MGH15Parkman) 15 Parkman Avenue Boston, 02114 MGH 15 Parkman 15 Parkman Avenue Boston Professional/Managerial Massachusetts General Hospital(MGH) Full-time Day Job Regular MGH Psychiatry Nov 5, 2019

Keywords: Massachusetts General Hospital, Boston , Business Manager - MGH Psychiatry Academy, Executive , Boston, Massachusetts

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