The Administrative Manager for Division of Addiction Treatment and Prevention serves as an administrative leadership resource for the Mass General Brigham (MGB) Academic Medical Centers (AMC) Department of Psychiatry (AMC Psychiatry), the integrated departments of the AMCs (Massachusetts General Hospital and Brigham and Women's Hospital). Specifically, the Administrative Manager will support the clinical operational and financial management of the Addiction Treatment Services located at Brigham and Women's Hospital (BWH) and Brigham and Women's Faulkner Hospital (BWFH), ensuring coordination with hospital leadership and program leads.
Responsible for managing the daily operations of administrative services within the organization, ensuring smooth and efficient workflows. This role oversees office functions, staff coordination, and administrative support, and works to enhance administrative processes, ensure compliance with organizational policies, and support overall operational goals.
The BWH/BWFH clinics within the Division are comprised of low-threshold models of care (Bridge Clinic), comprehensive outpatient treatment at the Brigham and Women's Faulkner Hospital (BWFH) campus (Outpatient Addiction Recovery Program), a partial hospital day treatment program (Dual Diagnosis Partial Hospital Program), and inpatient addiction consults via the Consultation Liaison Service.
There are 2 fellowship programs including an ACGME-accredited BWH Addiction Medicine Fellowship program and a shared MGB ACGME-accredited Addiction Psychiatry Fellowship program. At BWH/BWFH, the Division has approximately $2M in philanthropic funds and a combined BWH/BWPO budget of approximately $1M. Additionally, the division hosts fellows from the Boston Medical Center Addiction Psychiatry fellowship, and the Children's Hospital Addiction Medicine fellowship.
The financial scope of responsibility includes the financial management of division operational funding, grants and contracts funding, sundry and development funding. This financial management includes direct management of expenditures including reconciliation, assignment, reporting, and allocation.
Reporting directly to the Senior Director for Clinical Operations, the Administrative Manager will work in close collaboration with relevant clinical leaders on the clinical and operational matters. The individual in this role will also partner with relevant leaders across both AMCs and Massachusetts General Physicians Organization (MGPO)/Brigham and Women's Physicians Organization (BWPO) leadership and management staff, leaders across Mass General Brigham, and faculty and administrators within Psychiatry. They will work with all the physicians and practice management staff to ensure a quality-based, customer-oriented flow of work.
Direct Reports: This position will oversee the Bridge Clinic Practice Coordinator and Medical Assistant.
Leadership * Works with divisional leadership 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 Department of Psychiatry and the hospital.
* Develops and launches new strategic initiatives and serves as the administrative project leader for assigned divisional faculty and staff support initiatives.
* Builds strong working relationships with peers and leaders from BWH and BWFH, other departments (e.g. Primary Care), and the Substance Use Disorder and Community Health teams at MGB.
* In collaboration with department clinical, operations, research and finance leaders, builds business plans/budget justification for new staffing and/or programmatic requests Clinical Operations
* Oversees day-to-day operations of the Bridge Clinic at BWH.
* Resolves staff concerns in a timely manner.
* Ensures adequate administrative staffing to meet clinical and operational needs; continuously improve workflows and provide ongoing guidance and support.
* Provides feedback and oversight for continuous practice, service, and operations improvement
* Interacts with patients in a courteous and sensitive manner, resolving issues and responding to inquiries by clinical and administrative staff and upper management as appropriate.
* Works with the AMC division leadership toward a goal of centralizing administrative supports across all practices and establishing standing operating procedures
* Develops operational metrics with respect to volume, access, etc. and monitors performance against those metrics.
* Continuously assesses and improves the efficiency of systems and processes within Addiction Psychiatry clinical services.
* Partners with administrative and clinical leaders in Addiction programs across BWH and BWFH including Addiction Medicine in the Department of Medicine to ensure more seamless integration and provide a more cohesive patient experience. Education Management
* Partners with the department Education Program Manager and Education Program Coordinator to ensure compliance with the requirements for accreditation organizations and all MGB and BWH policies for the Addiction Medicine and Addiction Psychiatry fellowship programs.
* Along with the Fellowship Program Director, leads the design and implementation of changes to the Addiction Medicine and Addiction Psychiatry fellowship programs.
* Supports annual recruitment process for the Addiction Medicine and Addiction Psychiatry fellowship programs.
* Ensure that outward facing materials and websites for the BWH Addiction Medicine Fellowship are up to date Financial
* Works closely with department and division leadership team to review monthly clinical financials including revenue and expense management.
* In partnership with the Senior Director of Clinical Operations, prepares annual department, hospital and MGB budgets for Addiction Psychiatry programs.
* Monitors key financial performance metrics monthly; reports and analyzes variances to budget and forecast.
* Identifies opportunities and implements initiatives to improve billing practices and financial performance.
* Oversees philanthropic funding sources and usage for the Division that are designated for operational purposes. Partners with Department and Division leadership and the BWH Development team to create proposals for future funding opportunities. Network Development / Communication
* Supports Network Development expansions and executes strategic initiatives aimed at growing community outreach efforts.
* Work closely with Network Development and Marketing to ensure that outward facing materials and websites are up to date
* Partners with Department Communications and Marketing teams to provide updates and content for external websites, internal newsletters, social media posts, etc. Human Resources
* Direct oversight of staff in the BWH Bridge Clinic and administrative oversight of the weekend staffing for addiction consults.
* Recruits, retains, develops, and provides managerial and administrative oversight of all operations staff within the BWH Bridge Clinic and the Division.
* Creates a working environment that supports the ongoing professional growth and development of all staff, high morale, and optimal job satisfaction.
* Serves as the primary resource for all administrative issues concerning human resources policy issues for staff in the Bridge Clinic and the Division.
* Facilitates resolution of conflicts and issues that emerge between key stakeholder groups.
* Develops, implements, and monitors compliance with policies and procedures mandated by institutional and regulatory entities (e.g., ACGME, The Joint Commission, Department of Public Health, etc.).
* Collaborates with Human Resources to ensure employment relationships, personnel compensation, and benefits are implemented in a manner consistent with hospital policies and procedures. Other
* Develops presentations, announcements, and other written communications as appropriate; all documents must be of the highest caliber of refinement and professionalism.
* Leads or participates in relevant special projects and serves on departmental and hospital committees, as requested.
* Consistently meets all deadlines for deliverables or activities as established.
* Assumes responsibility for complex special projects as assigned (department-specific, hospital-wide, and system-wide projects)
* Performs other duties as assigned and/or required. Education
Bachelor's Degree Healthcare Administration required or
Bachelor's Degree Related Field of Study required or
Master's Degree Related Field of Study preferred
Can this role accept experience in lieu of a degree? No
Experience
Experience in healthcare administration or related area. 5-7 years required and
Experience in a management or leadership role. 2-3 years required
Knowledge, Skills & Abilities
Strong leadership and team management abilities.
Excellent organizational and multitasking skills.
Proficiency in office software (e.g., Microsoft Office Suite) and knowledge of electronic health records (EHR) systems.
Exceptional communication and interpersonal skills.
Ability to handle sensitive information with discretion and maintain confidentiality.
Strong problem-solving and decision-making skills. Physical Requirements
Standing Occasionally (3-33%)
Walking Occasionally (3-33%)
Sitting Constantly (67-100%)
Lifting Occasionally (3-33%) 20lbs - 35lbs
Carrying Occasionally (3-33%) 20lbs - 35lbs
Pushing Rarely (Less than 2%)
Pulling Rarely (Less than 2%)
Climbing Rarely (Less than 2%)
Balancing Occasionally (3-33%)
Stooping Occasionally (3-33%)
Kneeling Rarely (Less than 2%)
Crouching Rarely (Less than 2%)
Crawling Rarely (Less than 2%)
Reaching Occasionally (3-33%)
Gross Manipulation (Handling) Constantly (67-100%)
Fine Manipulation (Fingering) Frequently (34-66%)
Feeling Constantly (67-100%)
Foot Use Rarely (Less than 2%)
Vision - Far Constantly (67-100%)
Vision - Near Constantly (67-100%)
Talking Constantly (67-100%)
Hearing Constantly (67-100%)
Brigham and Women's Physicians Organization, Inc. is an Equal Opportunity 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.
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Brigham & Women's Physicians Organization
Apr 25, 2025