Operations Manager, Medicine

General Overview - Operations Manager, Medicine
Under the general direction the Nursing Director and with oversight from the Administrator, Finance and Operations, Nursing and Patient Care Services, the Operations Manager is responsible for a variety of supervisory, administrative, and financial non-nursing functions. The Operations Manager has responsibility for Service, Operations/Finance, Data Management, Personnel Management, Materials Management and Equipment, Quality Control and Data Collection and Reporting. As a lead member of the Patient Care Team, the Operations Manager is responsible for responding to need of patients and family members and takes a proactive role in the efficient operation of the unit. This role will also be responsible for the coordination and monitoring of schedules, payroll, patient classification, and other systems to support the patient care unit.

At the Brigham, we place great value on being a diverse and inclusive community. Brigham Health and the Department of Nursing are dedicated to diversity, equity and inclusion as we aim to reflect the diversity of the patients in our local community. We have a dedicated focus on equity. Thus, we believe in equal access to quality care, employment and advancement opportunities encompassing the full spectrum or human diversity: race, gender, sexual orientation, religion, ethnicity, national origin and all the other forms of human presence and expression that make us better able to provide innovative and cutting-edge healthcare and research.

Principal Duties and Responsibilities:
SERVICE:

• As a member of the Patient Care Team, the Operations Manager is responsible for ensuring that the patient and family members are attended to in a professional manner. The Operations Manager is responsible for responding to the needs of the patient/family members in a timely manner and maintains a professional and friendly demeanor at all times. As a lead member of this team, the Operations Manager is also responsible that other members of the team are responding to the needs of patients and families in a timely and professional manner.
• The Operations Manager will work cohesively as a member of the Patient Care Team and will take a proactive role in ensuring the smooth and efficient operation of the unit.
• Maintains hospital service standards, with particular attention to personal/behavioral, staff teamwork, and patient-staff interaction guidelines.

OPERATIONS AND FINANCE:

• Works cooperatively with the Nursing Director and Administrator, Finance and Operations, Nursing and Patient Care Services to develop and maintain systems for collecting information to measure unit (s) of productivity. Monitors management report expenditure, reports findings to Nursing Director and initiates plan as appropriate.
• Assists with the collection and analysis of budget information.
• Completes weekly payroll (s) and enters data for schedules and actual staffing into Kronos system. Maintains Patient Classification system daily.
• Maintains staff records (i.e. use of sick time, FMLA, per diems, time schedules, staff turnover, license renewal, in-services/competencies, educational records.
• Meets with Administrator, Finance and Operations, Nursing and Patient Care Services on a frequent basis and as needed to ensure consistency of processes.

DATA MANAGEMENT:

• Manages relevant databases, promotes security of information along with maintaining and auditing data to ensure quality control of systems. Primary systems include scheduling, payroll, and patient classification.
• Develops and maintains systems to ensure confidentiality and integrity of patient record in compliance with hospital policies, procedures, and standards.
• Contributes to the development of policies, procedures and systems which assure the effective operational functioning of the unit.
• Produces and maintains management data related to the operational needs and projects.

HUMAN RESOURCES:

• Supervises the daily activities of the Unit Coordinator to ensure optimum performance.
• Oversees the maintenance of confidential personnel, changes of status, terminations and personnel requisitions.
• Ensures completion of Annual Infection Control, Fire and Safety, OSHA, and other regulatory requirements and maintains records.
• Participates in hiring, terminating, and performance evaluations of unit coordinators and other personnel as directed.
• Schedules unit coordinators time and approves changes, as appropriate.
• Oversees and/or coordinates department orientation.
• Supports Staff as a resource in information systems.

MATERIALS MANAGEMENT/EQUIPMENT:

• Coordinates and maintains systems for: (a) control group of inventory levels: (b) outside purchasing of supplies and equipment and capital equipment.
• Establishes and maintains levels of regular supply items'
• Keeps audit trail of equipment ordered and received. Ensures that equipment is safe and in proper working condition in coordination with other departments.
• Maintains accurate inventory of equipment essential to unit.
• Collaborates with Patient Care team in obtaining information/planning on new
  products/technology; facilitates the introduction of new equipment/supplies.
• Generates and submits operating and capital budget requests based on the unit/patient care needs in conjunction with appropriate resources.

QUALITY:

• Collaborates with Nursing Director to keep unit regulatory ready, demonstrating knowledge of regulatory guidelines and ability to participate in unit quality programs.
• Participates in quality improvement projects.
• Member of Safety Committee, as assigned.

OTHER DUTIES:

• Participates on Nursing, Hospital, or Partner's Healthcare System teams, as appropriate.
• Assists Nursing Director (s) in creating and implementing systems with filing and distribution of information (i.e. policy changes, announcements, staff meeting minutes and maintains bulletin boards, email lists, and manuals.)
• Completes special projects. Develops and participates in projects to enhance operations.
• Performs other duties, as assigned.

Qualifications:

1. Bachelor's Degree required.
2. 1-2 years of healthcare or related experience.
3. Supervisory experience strongly preferred.
4. Strong analytical, organizational, interpersonal and demonstrated customer service skills required.
5. 5+ years of equivalent systems, management or supervisory leadership skills may be substituted for a bachelor's degree.

Skills and Abilities:

• Demonstrates competence in each of the following programs: Excel, Microsoft Word, Access, UKG.
• 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 communication skills - verbal and written.
• Ability to supervise the work of others in a lead capacity.
• Strong interpersonal skills in order to communicate effectively with a diverse group of hospital and non-hospital personnel.
• Ability to foster a team environment and work as a team member.
• Basic financial/accounting skills.
• Independent judgment needed 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

Brigham and Women's Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.