Department Of Surgery, Manager, Operations/Projects

Department of Surgery, Manager, Operations/Projects

The Manager of Department of Surgery (DOS) Operations/Projects will both 1) work directly with DOS senior leadership to provide project management and advisory support for the implementation of complex strategic and operational initiatives, and 2) supervise DOS Operations Project Management Team executing similar project management and advisory work. The Manager reports to the Sr. Director of Administration and Operations and contributes to developing the team methodology, expansion, and culture.

The Manager will support several strategic and operational initiatives in parallel by directly working with DOS senior leadership and appointed project owner(s). Projects will be assigned as per prioritization by DOS senior leadership. The Sr. Director of Administration and Operations will ensure direction and feedback is aligned with the project teams’ needs. The Manager will deliver project management support including development and documentation of project plans, outcomes metrics, timelines and progress towards goals. She/he will work in partnership and collaborate with key workgroups, steering committees, and leaders to design programs and make the efforts, including learning and applying content expertise related to the initiatives, to move key initiatives forward. To achieve these objectives, the Manager will work in partnership with clinical and administrative leadership as assigned to ensure successful execution of initiatives.

Success in this role is judged based on the quality of facilitation and support provided in the following areas:

• Consistent, coordinated and thorough project management

• Project scoping, implementation and periodic progress updates

• High quality presentations

• Design and execution of planning activities and decision-making required to implement key priorities

• Learning and applying adequate content expertise and skill related to the initiative to move initiatives forward

This position requires the following skills:

Project Management (25%)

Directs and manages projects on behalf of the Sr. Director and other management staff.

Comprehensive project management of strategic initiatives: Develops project work plans including identification of key stakeholders, deliverables, timelines and required resources for initiatives related (but not limited) to patient access, patient experience, OR cases, OR utilization, staff engagement, and clinical compliance.

Oversees operational and logistical aspects of projects, such as meeting schedules, agenda development, etc.; ensures project requirements are achieved in a timely fashion and within guidelines. Continuously assesses and makes effective recommendations to address barriers or obstacles to achieving project goals.

Develops measurement and analytic strategies to monitor the outcomes of projects over time.

Meet expectations related to the identification of key stakeholders, research of relevant issues, collection and synthesis of relevant data, formal project management, staffing and facilitating of committees and work groups, preparation of work plans and communication summaries, and tracking of project status and measures of success

Utilize standardized approaches, tools, and technology for internal consultancy

Operational Management and Strategy Implementation (25%)

Provide the following analytic and project evaluations:

Regularly distribute and present key data and strategies highlighting the progress of an initiative

Analyzing operational data to evaluate performance and identify opportunities

Evaluating how changes may impact the organization’s operations and awareness of implications on a variety of teams. Supports operational improvement initiatives within the scope of assignment, in partnership with clinical and administrative leadership as appropriate. Goals for this work will often relate to improvement in operational efficiency, asset utilization, capacity management, quality and safety

Partner closely with all Vice Chairs (7) on their specific goals and initiatives each year, which consists of aligning project management support, monthly meetings, measurable outcomes, etc.

Creates, maintains, and improves dashboards and other data communication vehicles to advance DOS’s reporting infrastructure:

Work with Project Management team in creation of monthly DOS Operational Dashboard and Goals Scorecard – present monthly at DOS Ops Leadership Meeting

In conjunction with the Sr. Director of Administration and Operations, lead the annual goal setting and completion process for: Chair, Vice Chairs, Division Chiefs, and Administrative Directors

Responsible for the oversight of the annual HealthStream and Vaccine compliance within the DOS, working closely with departmental leaders.

Communication (10%)

Prepare concise, creative, professional summaries of plans, as appropriate

Effectively present findings to all levels of staff, targeting the presentation towards the knowledge level and needs of the audience, including: internal senior management, BH clinicians, and front-line staff

Work to ensure smooth information flow between involved parties

Develop summary communication materials for executive level presentations, as requested

Encourages and engages others in discussion to build trust among team members by communicating ‘early and often’

Advance Alignment and Collaboration (5%)

Utilize rigorous project management tools to engage teams to participate in major initiatives that cross departments and institutions, e.g., ensure alignment with departmental goals and work with process improvement teams on execution

Utilize strong coping and perceptivity skills in identifying the appropriate pace of change as well as awareness of stakeholder needs, and incorporate that into planning and execution of initiatives

Proactively consider and evaluate complexities of initiatives

Learn and Apply New Skills and Knowledge to Advance Initiatives (5%)

Approach the work with curiosity and purpose of adopting adequate skill and content to advance initiatives and remove barriers to progress

Apply rigor in analyzing problems, scope, effort, performance as it relates to the initiative

Be the “go to” person for the project, and in coordination with subject matter experts and leaders

Lead the initiative forward with a spirit of progress and by example, establishing self as a critical role in progress

People management role: 30%

The Manager will have direct project manager reports (3 FTEs) and direct Digital Innovation reports (FTE TBD) and will be responsible for their people management, including performance reviews, PM skills coaching and career development. The Manager will support their reporting Project Managers in scoping new projects and stay abreast of project progression, remaining a resource to trouble shoot project management issues. The project management and advisory responsibilities of the reporting Project Managers are similar as those described above for the Manager.

The Manager is also responsible for:

Addressing any performance concerns of the direct reports should they arise

Regularly soliciting feedback on reports from project stakeholders

Taking active part in hiring process and decisions of his/her reports

Representing DOS Operations/Project Management on internal and external committees or task forces as needed

The Manager will support the Sr. Director in further developing and improving current project management tools. The Manager will ensure that his/her direct reports use those tools appropriately. The Manager will also contribute to the team culture development, ensuring a positive, collaborative, transparent and inclusive mindset from his/her reports and the broader SI team.

1. Bachelor’s degree required; MBA, or MPH preferred

2. 3- 5 years of experience in project management, in healthcare, with a preference for experience in a hospital setting

3. Previous experience in managing direct reports preferred

4. Exceptional judgment and discretion in interacting with senior management, clinicians, and clinical leaders on sensitive political and confidential issues

5. Strong competency with MS Office products, specifically Word, Excel, PowerPoint and Outlook

6. Practical EHR experience is a plus

Exact expectations around the following skill set will be defined with the Director and then refined over the course of time as the Manager develops and advances in this role:

• Analytical and Technical

• Organization and Planning/Commitment to Task

• Communication Skills

• Leadership

• Self-Development

• Coping and Perceptivity

• Organizational Development

The following levels of competency and skill are required immediately:

• Skilled at project management.

• Skilled at strategy development, action planning, execution, and development of monitoring tools.

• Superior organizational skills, with the ability to prioritize and manage multiple projects simultaneously.

• Ability to independently research complex issues and to succinctly synthesize and articulate findings for various audiences.

• Highly developed communication and interpersonal skills.

• Ability to work with senior management, both in a collaborative manner on projects and as the Vice Presidents’ designee.

• Individual must be assertive, and goal oriented with experience facilitating and staffing projects that involve multidisciplinary team members.

• Handles issues that are significant, complex, multidisciplinary, sensitive, political, and confidential.

• Initiative and ability to work independently and with good judgement to resolve problems.

• Ability to effectively manage staff of varying levels of experience.

• Demonstrated ability to execute strategy and achieve goals

• Strong leadership and mentoring skills