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Associate Director, Administration, Operations & Systems

Employer
University of Massachusetts Medical School
Location
333 South St

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Job Details

Overview

GENERAL SUMMARY OF POSITION:

 

The Associate Director, Administration, Operations & Systems, develops and oversees the implementation and daily management of operational requirements and deliverables, administrative services, and systems.

Responsibilities

MAJOR RESPONSIBILITIES:

  • Manages and provides overall direction to operation teams, which may consist of administrative managers, project coordinators and administrative support and data entry staff for the development of project statements, work plans, report analyses, and contract deliverables.
  • Assess current business operating systems and service levels, processes, and workflows; initiate change as needed to ensure the department functions as a solution-oriented and valued resource.
  • Assumes responsibility for communication with state agency staff in creating and implementing appropriate program designs and work plans, convening team meetings as appropriate.
  • Manages day-to-day logistics and operational needs of the projects or programs, which may require interface with the Senior Director, the Director, and other senior staff.
  • Identifies and addresses problems which may adversely affect performance of ISA work.
  • Abstracts results from large data analysis sets, summarizes findings and incorporates pertinent information into comprehensive management and ad hoc reporting, as well as project presentations.
  • Oversees departmental administrative functions, including coordination of expense reimbursement.
  • Directs, prepares and ensures the accurate and timely completion of comprehensive management ad hoc and enrollment reporting for contractual and internal use.
  • Oversees operational and clinical staff's interface with information systems/technology functions including both internally and externally owned databases.
  • Implement systems including measures and controls for achieving contract compliance as it relates to specific deliverables such as medical records documentation, timeliness of visits for defined categories, and all other operational contract deliverables.
  • Leads and directs internal and external project teams to ensure the successful development, maintenance and ongoing improvement of systems required to deliver cost-effective solutions for clients that adhere to government regulations and meet/exceed client contracts and obligations within budget parameters.
  • Identifies necessary resources to perform program work, monitors work progress including, data analysis and report development, and oversees its timely completion.
  • Manage all business operating systems and standards, related business requirements and operational staffing needs for assigned areas.
  • Represents department at state agency/client level, during key operational and systems initiatives; serving as subject matter expert.
  • Develops and maintains strong relations with peers, key CWM business leaders, and other key clients/constituencies as appropriate to ensure efficient operations.
  • Identify, assess and focus solutions to address client needs and department challenges.
  • Oversee all prior authorization operational activities; lead to resolve process and system issues.
  • Develops and recommends new policy and procedures to Director and executive management in order to improve operational efficiency and consistency in operating practices when appropriate.
  • Establish/implement/enhance best practices and performance metrics to ensure operational efficiency.
  • Participate in performance improvement initiatives and demonstrate the use of quality improvement in daily operations.
  • Lead, manage and develop staff in assigned areas. Assist with the management and development of other staff as appropriate.
  • Work independently to successfully achieve established objectives and deliverables
  • Develop and maintain relationships with key potential business partners
  • Manages program support staff to effectively accomplish departmental goals and objectives. Trains supervises and evaluates administrative staff.
  • Participates in program development; manages enrollment processes and procedures.
  • Oversee and provide leadership for the coordination and administrative services within each of the programs.
  • Works with the leadership team to establish efficient office procedures and policies.
  • Facilitates a positive working relationship between administrative and clinical staff and state agencies, as appropriate.
  • Interfaces with Human Resources Department on personnel related issues as needed.
  • Maintains the confidentiality of all business documents and correspondence.
  • Attends and participates in meetings as required.
  • Comply with established departmental policies procedures and objectives.
  • Comply with all health and safety regulations and requirements.
  • Performs other similar and related duties as required or as directed.

_____________________________________________________________________________________________________

 

ADDITIONAL RESPONSIBILITIES:

  • Provides input into non-technical portions of grant and contract proposals involving a variety of funding sources and agencies.
  • Participates in performance improvement initiatives and demonstrates use of quality improvement principles and methods.
  •  Collaborates with centralized departmental administrative and finance staff to ensure all personnel action activity related to hiring, firing, performance measurement, contracting, and funding are completed accurately and in a timely manner.
Qualifications

REQUIRED QUALIFICATIONS:

  • Master's degree in human service management, accounting, business administration or related field, or equivalent experience.
  • 3-5 years related professional experience
  • Knowledge in program operations information systems and program management.
  • Strong inter-personal and supervisory skills.
  • Strong oral and written presentation skills.
  • Strong analytic skills and proven competence in independent problem solving.
  • Superior computer skills including strong knowledge of spreadsheet software and/or financial management applications.
  • Ability to travel to off-site locations.
  • Must be able to carry out the essential functions of this position, with reasonable accommodation if disabled.
  • Demonstrated outstanding verbal and written communication skills
  • Proven problem solving skills including innovation, flexibility and creativity
  • Demonstrated leadership skills including the ability to build productive teams and motivate individuals at all levels of an organization in the pursuit of common objectives
  • Ability to travel as needed.

Organization

Realize Your Opportunities – A Career at UMASS Medical School

Inside Workings at UMASS Medical School

The University of Massachusetts Medical School (UMMS), the Commonwealth's only public medical school, is proud of our role in serving the people of Massachusetts. Although, its the inside workings of UMMS that makes the difference.

Mission and Culture

  • We’re serious about our mission and about our people. 
  • Real World Impact - Our people get excited about our mission of real-world impact in health sciences education, research and public service.
  • International Prominence and New Opportunities - As this institution has grown to national – and international – prominence, we’ve found new opportunities to train tomorrow’s physicians, nurses and scientists,  discover causes of and cures for disease and help improve the quality of health care.
  • Deep Commitment - With our clinical partner, UMass Memorial Health Care, and our other teaching affiliates, we share a deep commitment to national distinction in patient care.
  • Valued Partnerships – UMMS partners with Commonwealth Medicine, the health care consulting arm of UMMS. Also, UMMS partners with MassBiologics in scientific collaborations, technology management and creating partnerships for the development of products for the benefit of patients.  These valued partnerships help us to provide services and programs to help meet our needs at UMMS and the public.
  • Proud Contributors - People at UMMS enjoy the feeling of going to work every day knowing what they do is truly important and worthwhile.
  • Complementary and Inseparable - These varied parts of our mission and culture are complementary and inseparable.                 

Careers

UMMS, the state’s first and only public academic health sciences center, educates physicians, scientists and advanced practice nurses to heal, discover, teach and care, with compassion.  UMMS is a world-class institution with opportunities to match. 

Competitive Compensation – UMMS offers salaries that are competitive with Worcester-area employers. When combined with our generous benefits, perks, and paid time off, many job seekers are surprised to find a total rewards package that matches or exceeds their current situation.

Targeted Hiring Process – At UMMS, there are actually multiple hiring processes for different segments of our workforce.  In nearly all cases, UMMS hiring process is decentralized, with qualified candidates screened and referred to an academic officer or manager with hiring authority.

24/7 Access to Employment Opportunities – iCIMS is our online job search and application system.  iCIMS is available 24/7 to provide you with a convenient and up-to-date view of the available employment opportunities across our campuses. Updates are made daily and include all faculty and non-faculty position listings from every school and department within the UMMS. When you identify a position you are interested in and qualified for, apply online. New opportunities become available frequently so it pays to check back often!

Benefits

With outstanding benefits, competitive pay, extensive learning opportunities, and a stimulating and attractive work environment, UMMS may be exactly the employer you’ve been looking for.

• Superior Benefits - UMMS offers a wide range of benefits and perks that invite comparison with the best employers in the Worcester area – and with academic institutions anywhere. UMMS provides superior medical and dental coverage for you and your family, fully funded retirement plans, generous time off, a Tuition Assistance Plan – and much more.

• People Centered - UMMS is an employer, but it is also a community. Its comprehensive medical and dental benefits, retirement plans, and even paid holidays reflect an institution built around people, with a deep respect for their differences and needs.

• Commitment to Healthy Living - UMMS provides resources to help you balance work and life and encourages healthy living through great programs and discounts for fitness, physical activity, weight management, nutritional counseling and general wellness available through our health insurance plans.

• Breadth of Offerings - Above all, the breadth of UMMS offerings set the School apart and makes it an environment favored by all sorts of smart, career-savvy people.

Apply for a Job

As an equal opportunity and affirmative action employer, UMMS recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds.

Online - To view all job opportunities and apply online, visit www.umassmed.edu/hr and click on the “Careers” tab.

Start Now and Realize Your Opportunities!

A History of Making Vital Improvements - UMASS Medical School Milestones

1962: Legislation establishes University of Massachusetts Medical School
1970: First medical students begin classes in Shaw Building
1974: First class graduates 16 MDs
1979: PhD program begins
1986: Graduate School of Nursing opens
1986: PhD program becomes Graduate School of Biomedical Sciences
1994: Graduate School of Nursing initiates PhD program
1998: UMass Clinical System and Memorial Health Care merge to form UMass Memorial Health Care
2001: Lazare Research Building opens
2002: Campus Modernization begins on the University Campus
2004: Graduate Entry Pathway Program established at the Graduate School of Nursing
2005: PhD Program in Clinical & Population Health Research established at the Graduate School of Biomedical Sciences
2005: Massachusetts Biologic Laboratories opens new manufacturing and filling facility in Mattapan
2006: Craig Mello, PhD, Blais University Chair in Molecular Medicine and Howard Hughes Medical Institute Investigator, is awarded the Medical School's first Nobel Prize. Dr. Mello shared the 2006 Nobel Prize in Physiology or Medicine with Andrew Fire, PhD, of Stanford University, for their discoveries related to RNA interference.
2007: Michael F. Collins, MD, is named chancellor and Terence R. Flotte, MD, is named dean of the School of Medicine.  
2009: Groundbreaking for the Albert Sherman Center, a 500,000-square-foot research and education facility slated for completion in 2012.
2010: Ambulatory Care Center opens
2012: The Albert Sherman Center, a 500,000-square-foot research and education facility, completed and opens

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