Senior Director, Academic Affairs

Brigham and Women's Hospital
Full time Full day
Boston, MA

General Summary:


The Brigham and Women's Hospital Department of Medicine (DOM) is a Harvard Medical School (HMS)-affiliated academic department comprised of >1,400 faculty, 22 divisions, ~$360 million in annual professional clinical revenue, >500 residents and fellows, and ~$475 million in annual research expenditures. The DOM is the largest academic department at BWH and among the largest in the country.


Under the leadership of the Executive Administrator, the Senior Director of Academic Affairs ("Senior Director") functions as the senior administrative leadership resource for all research administration, education administration, and faculty affairs matters within the DOM.


Most importantly, the Senior Director provides essential counsel and support to the Chair of the DOM and to the Executive Administrator of the DOM on research, educational, and faculty issues.


The Senior Director reports to the Executive Administrator of the DOM. Due to the senior level of this position, the Senior Director also regularly communicates with, prepares materials for, receives direction from, and provides counsel to the Chair of the DOM, the Vice Chairs of the DOM, and other senior leaders of other departments and the hospital. The scope of this senior management role spans the DOM's Brigham and Women's Physician Organization (BWPO), Brigham and Women's Hospital (BWH), and Harvard Medical School (HMS) initiatives, accounts, employees, and related issues.


PRINCIPAL DUTIES AND RESPONSIBILITIES:


Leadership




  • Under the general guidance of the Executive Administrator, determines the overall direction, goals, tactics, and objectives for the designated areas of oversight. Works with the Executive Administrator to establish and achieve long range goals and ensures the implementation of strategic business plans that are aligned with the vision, strategic plans, and goals of the DOM and the hospital.




  • Works in close collaboration with the Vice Chairs for Research, Medical Education, Faculty Development, and Diversity, Equity, and Inclusion.




  • Ensures healthy and collaborative relationships among the faculty and staff within the designated areas of oversight, and with the hospital, the related departments, and across Partners HealthCare System.




  • Develops effective, clear, and precise methods of communicating with the Executive Administrator, and with departmental leaders, clinical faculty, and staff on a regular basis.




  • Continuously assesses and improves the efficiency of systems and processes within each area under the Senior Director's purview.



  • Develops and launches new strategic initiatives in the designated areas of responsibility.


Research Administration


Leads and maintains the Department's research administration infrastructure by overseeing the Assistant Director for Research Administration, working collaboratively with the Vice Chair for Research, and supporting all research activities, including:




  • Continuously interfaces and coordinates with the Executive Administrator, the BWH Chief Academic Officer, and PHS Research Management leadership on all matters of DOM research.




  • Ensures DOM administrative leadership supports and maintains representation on the DOM's Research Advisory Committee, and on all BWH, HMS, PHS, and BRI research administration committees as assigned.




  • Ensures that the DOM is communicating with all related research entities in a consonant voice.




  • Supports proper collaboration between DOM and PHS Research Management and ensures appropriate communication of all relevant information to the DOM's research community, and work with divisional leadership to develop action plans as appropriate. Actively provides constructive feedback to PHS Research Administration to promote an effective working relationship with the DOM's research community.




  • Maintains an inventory of all research activities being conducted throughout the Department.




  • Leads and monitors DOM strategic planning initiatives related to research ventures, new/reassigned space, construction/renovation projects, animal facilities, relocations, etc. Project-manage and monitor such initiatives as necessary.




  • Develops and prepares grant activity, funding, density and expenditure reports on a monthly basis for review by the Executive Administrator and the Chairman of the DOM. Formally meets with divisional leadership on a quarterly basis to review research account activity and plan for funding/expenditure adjustments as needed.




  • Develops, communicates, and implements centralized DOM research administration policies and procedures as appropriate. As appropriate, supports consistency of practice across research administration operations within the DOM.




  • Serves as the point person for reviewing, resolving, and/or elevating issues of commitment conflict and scientific misconduct. Via the PHS compliance and conflict of interest monitoring systems, ensure that all members of the DOM research community meet institutional standards for compliance and reporting, and trouble-shoot and resolve problems as appropriate when non-compliance is identified.




  • Develops and implements a formal research management training curriculum for divisional research administrative staff. Serve as the DOM's central resource for research-related education and training issues.




  • Inventory, monitor, and report on the DOM's research space as directed. Work closely with BWH research leadership to ensure that the DOM's space allocations are reasonable and that the space utilization if maximized.




  • Works with division chiefs and principal investigators with related recruitments and acquisition of required resources.




  • Works collaboratively with Research Management and Compliance as necessary to ensure the appropriate fiduciary and regulatory responsibility of the research enterprise for the DOM.




  • Assumes overall administrative and fiscal responsibility for Department of Medicine's 15 Research Cores. Monitors, reviews, and develops cores, as appropriate.



  • Supports the Chair Lab at the direction of the Executive Administrator.


Education Administration


Leads and maintains the Department's education administration infrastructure by overseeing the Director of Education Administration, who works with the Vice Chair for Medical Education and ultimately manages the administration of the Department's internal medicine residency program (~205 physicians), 14 ACGME sub-specialty fellowship programs (~160 physicians), Harvard Medical School education programs (~180 students), and CME programming.




  • Continuously interfaces and coordinates with the Executive Administrator, the BWH Chief Academic Officer, and PHS GME leadership on all matters of DOM education.




  • Ensures DOM administrative leadership supports and maintains representation on the DOM's Education Leadership Committee, and on all BWH, HMS, PHS, and BEI education administration committees as assigned.




  • Ensures that the DOM is communicating with all related education entities in a consonant voice.




  • Ensures compliance with all regulatory (e.g., ACMGE) and institutional requirements.




  • Ensures collections of all required data in an ongoing fashion and anticipates and leads the preparation of necessary documents and records for periodic reviews.




  • Participates in design and implementation of changes to the training programs. Based on the benchmarks and goals set for the education programs, assesses impact to the educational and clinical services of the hospital and its affiliate institutions – ensuring all goals are met.




  • Oversees financial management of training programs, including implementing and ensuring compliance matters as applicable.




  • Supports, fosters, and maintains relationships with those institutions where our trainees rotate, and those institutions whose trainees rotate to BWH.



  • Extends teaching mission to all levels of staff and encourages continuing education for both employees and self.


Faculty Affairs


Oversees the Senior Manager of Faculty Affairs and supports the Department's faculty affairs programming in collaboration with the Vice Chair for Faculty Development and the Vice Chair for Diversity, Equity, and Inclusion.




  • Continually assesses faculty development programming and opportunities across the DOM and oversees efforts such as: the annual faculty review process, the faculty development webpage, the New Faculty Reception, lunchtime seminars, the Conversations with the Chair series, solicitation and dissemination of awards, and the development of a faculty exit interview process.




  • Continually assesses diversity, equity, and inclusion programming and opportunities across the DOM and oversees efforts such as: monthly Minority Faculty Development Workshop Series, Diversity Council, and URM Faculty and Resident & Fellow Directories.




  • Oversees the DOM's Faculty Services Office. Responsible for enhancing unit's processing of all faculty/fellow appointments and reporting capabilities.



  • Oversees the DOM's faculty offer, retention, and commitment letter process, including:


  • Harnessing resources and establishing systems to review every faculty offer, retention, and commitment letter in the DOM on a consistent basis.




  • Report activity to each division and to the Executive Administrator as needed.



  • Manages the annual DOM Financial Disclosure Process, by:


  • Being a conduit between BWHC and the Divisions for proper completion of financial disclosures by faculty.




  • Facilitating the processing/review of disclosures by the DOM Chair.



  • Oversees contractual arrangements engaged by or through the DOM – including those with internal constituents (BWHC or PHS) and non-network external constituents (HMS, affiliates, etc.) – by reviewing, negotiating, processing, and monitoring as necessary.

  • Oversees the DOM's HMS based endowments and professorships, working in concert with the DOM's divisions and the HMS Office of Finance.

  • Produces and published the Department's Annual Report each year.

  • Spearheads the DOM's participation in the Harvard Medical School Clinical Department Review Program, which occurs every ~8 years.


Other



  • Develops letters, presentations, announcements, and other communications for the Executive Administrator, Chairman, and Vice Chairs; all documents must be of the highest caliber of refinement and professionalism.

  • Serves on departmental and hospital committees as needed or assigned by the Executive Administrator.

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


  • At least 6-8 years administrative/management experience in an academic medical center setting required.




  • Progressive experience in the research, educational, and/or faculty affairs arenas required.




  • Project management experience required.



  • Master's degree in related field required; MBA or JD strongly preferred.


SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:



  • Outstanding organizational skills are necessary to manage many competing timetables and responsibilities. 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.

  • Outstanding interpersonal skills and a high degree of social facility in obtaining cooperation and support from a broad range of people are required. Demonstrated ability to interact with all members of the organization in ways that enhance understanding, respect, cooperation, and problem solving.

  • Excellent verbal and written communication skills are necessary to communicate effectively with a large and diverse constituency, including senior DOM leaders, hospital 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.

  • Excellent negotiation skills in complex and often sensitive multi-institutional situations are essential.

  • This position requires deep knowledge of research fiscal management and tracking, and a high degree of analytic ability to manage the financial aspects of this position is essential.

  • Refined and formal project management skills, including strategy development, action planning, execution and development of monitoring tools, are required.

  • Ability to work independently and accurately and concisely disseminate information in both written and verbal formats is required. The ability to independently resolve most problems encountered is essential.

  • Ability to manage multiple, competing priorities within the context of a complex and large organization; ability to operate in a matrixed environment.

  • Ability to work independently and accurately and concisely disseminate information in both written and verbal formats.

  • High degree of analytic ability to manage the financial and human resources aspects of the position. Solid Microsoft Office skills (especially Excel and Outlook), with substantial experience with financial system operations.


WORKING CONDITIONS:


The Senior Director position is a strenuous and challenging position and the candidate must have the ability to work in this type of environment. Long hours may be required, and early morning, evening, and occasional weekend work may be necessary to meet job expectations.


SUPERVISORY RESPONSIBILITY:


Directly supervises:




  • Director, Education Administration




  • Assistant Director, Research Administration




  • Senior Manager of Faculty Services




  • Legal/Contract Analyst



  • Project Analysts


FISCAL RESPONSIBILITY:


Financially accountable for the budget performance of the departmental areas outlined above.


OTHER DUTIES AND RESPONSIBILITIES:




  • Works within legal, regulatory, accreditation and ethical practice standards relevant to the position and as established by BWH/Partners.




  • Follows safe practices required for the position.




  • Complies with appropriate BWH and Partners policies and procedures.




  • Fulfills any training required by BWH and/or Partners, as appropriate.



  • Brings potential matters of non-compliance to the attention of the supervisor or other appropriate hospital staff.

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