Dana-Farber Cancer Institute
Boston
Located in Boston, Dana Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow’s physician/researchers; we reach out to underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.
Under the general direction of the Head & Neck Oncology and Early Drug Development Center/program leader, department and division administrator and/or clinical vice president, the Program Administrator has comprehensive administrative and management responsibility for the clinical, research and educational programs for a program(s) or disease center. This position requires the managerial and professional skills to lead, manage and coordinate all aspects of the overall financial/budgetary, research, administrative and marketing oversight of the program(s)/disease center(s). Depending on the specific program(s) or disease center, there may be additional complexity added to this role. The Program Administrator-Disease Center may be responsible for a multi-institutional research program or grant, or a large clinical program (or two smaller programs) with a full and varied range of responsibilities that include a high level and frequency of monetary and administrative interactions with multiple external constituencies, the pharmaceutical industry, multiple departments, faculty and campuses.
PRIMARY DUTIES AND RESPONSIBILITIES:
1) Responsible for all personnel-related administrative processes within the Head & Neck Oncology and Early Drug Development Center programs, including recruitment, orientation, and training; monitoring of academic and hospital appointment processes and recredentialling at DFCI and BWH; performance review coordination and other employee management items; provides direct supervision of administrative staff and continuously reviews roles, responsibilities and staffing resources to ensure smooth operation of program, patient satisfaction and ease of referral process; provides indirect management to additional staff and has input in influencing staffing decisions; responsible for creating/maintaining a supportive and positive working environment for staff; provides opportunities for staff development.
2) Prepares and monitors budgets. Also responsible for requisition preparation and tracking, variance report analysis, and the development recommendation for developing financial improvement plans. Financial responsibilities may include oversight of grants and management of multiple discretionary accounts; may prepare financial and statistical projections including preparing complex reports, analysis and proposals.
3) In collaboration with providers, nurse and administrative leaders, develops plans to ensure maximum utilization of resources and efficient delivery of services, including allocation of clinic space and other resources; resolves clinic and patient issues to ensure quality of care and patient satisfaction; establishes and manages provider templates in compliance with current policies; manages back-office and new patient scheduling operations. Assists with review of workflows and best practices in clinic; maintains ongoing dialogue with BWH administrator/counterpart to resolve DF/BWCC issues and concerns.
4) May be responsible for ensuring accurate accounting for patients entered into clinical research protocols, oversight of expensing of patient care charges and monthly offsets to research staff salaries and monitoring care volume and associated billing; helps develop strategies for increasing protocol accruals, if relevant.
5) Oversees implementation and compliance to, institute policies and procedures; may develop proposals for administrative structures, processes, space, equipment and staffing; may determine procedures and has input into developing policy; may participate on quality improvement teams.
6) Collaborates with clinical, ambulatory, and faculty leadership on departmental and institutional strategic and operations improvement initiatives and implementation; develops and implements administrative and department goals that align with the Institute.
7) May manage special projects; may facilitate regular department or institute meetings; may assist with grant applications and management
8) In collaboration with Communications, helps develop disease center and program specific website and printed materials for marketing purposes.
9) May manage educational and continuing medical education events for program, including CME certification, fundraising, event planning and publicity.
10) Makes complex decisions and has the ability to resolve interdepartmental conflicts
11) Other duties as assigned.
SUPERVISORY RESPONSIBILITIES:
This position has significant responsibilities for administrative and clinical administrative support staff that varies by program(s) or disease center. May also supervise Research Data Specialists. This position will also have indirect influence over other positions within the program(s) or disease center.
Bachelor's degree required, Masters Degree preferred in business, public health or healthcare administration. A minimum of 4 years within a similar setting with progressive responsibilities. Prior supervisory experience required. Must have demonstrated ability to coordinate complex projects or assignments.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
-Ability to work in a team setting, across multiple disease centers with a peer.
-Knowledge of clinical administration and operations.
-Knowledge of strategic, short and long range planning processes; quality improvement and quality control.
-Program/project management skills.
-Proven competency in working with senior leadership form other Divisions or the Institute.
-Ability to work effectively as team member and promote cooperation among staff members
-Excellent customer service, tact, diplomacy and persuasion skills
-Ability to communicate effectively in person and in writing.
-Excellent organizational, decision making, conflict resolution and interpersonal skills.
-Ability to manage budget and personnel and build successful teams.
-Ability to analyze information and complex situations and propose viable solutions and courses of action.
-Knowledge of granting processes.
-Knowledge of program design.
-Strong negotiation skills.
-Ability to synthesize information from multiple sources to create comprehensive reports.
Monday - Friday
Full-Time
