Program Manager I

Site: The General Hospital Corporation

 

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

 

General Overview
The Hospital Medicine Unit, (HMU) within the Division of General Internal Medicine has an open position for a Schedule and Staffing Manager, (SSM). This position is a full-time, 40-hours per week fully in person.
The SSM will have in-depth knowledge to navigate and utilize our online staffing platform (AMiON) to manage staff schedules, including making changes and resolving scheduling conflicts as needed. Familiarity with generating reports, tracking hours, and managing shift patterns within AMiON is preferred.
The SSM is the point of contact for the day-to-day management of HMU clinical operations, ensuring optimal staffing and seamless integration of MD/APP schedules. This individual works in close partnership with the HMU Associate Chief of Clinical operations, the APP Manager, the Operations Team, the Access RN, and the HMU clinical staff (MDs and APPs).
The successful candidate will ensure transparency, attention to detail, and prompt communication as schedule changes are made.
The SSM is also responsible for managing any adjustments to provider FTE, including notifying the Finance Manager of any associated salary adjustments that will occur. The SSM will also communicate with the staff member regarding any related changes to their schedule and/or their personal salary sheet.
The SSM will proactively monitor areas of need within the HMU clinical schedule and design solutions by anticipating staffing needs based on projected volume. This includes daily advertising for open shifts and addressing staffing gaps as they arise in real time. The manager’s role includes constant communication with the HMU Operations Team and Access RN’s to maintain situational awareness of all staffing needs. They will be expected to synthesize input from all role groups to help guide decisions regarding provider placement and optimization of the overall clinical service.
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Responsibilities:
• Clinical Schedule (MD and APP) Build and Maintenance:
o Manage the schedule build process, ensuring that the MD/APP builds are completed according to HMU requirements and established deadlines.
o Maintain HMU MD and APP schedules in AMiON, ensuring accuracy and efficiency. This includes managing schedule swaps, unexpected absences, and surge needs.
o Coordinate with the Clinical Operations team to capture operational and staffing changes
o Manage all staff FTE changes and communicate these changes with the Finance Manager
o Ensure prompt and clear communication of any staffing-related changes to prevent any operational disruptions.
o Monitor and manage daily maintenance tasks through the AMiON platform to ensure systems are fully operational.
o Troubleshoot and resolve issues related to scheduling, builds, and system integration, escalating to IT or other departments as needed.
o Address and manage any AMiON technical issues to ensure system is usable with minimal downtime.
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• Collaboration & Communication:
o The SSM is the main point of contact between clinical, operational, Access RN teams.
o The SSM is the main point of contact for staff and leadership regarding any scheduling issues or system errors. They will and proactively work towards any necessary solutions or process changes.
• Documentation & Reporting:
o Maintain up-to-date documentation on schedule build process and the daily schedule maintenance.
o Prepare and present reports on system performance, scheduling efficiency, and maintenance metrics to leadership.
o Assist in identifying areas of improvement and recommend changes to optimize the scheduling process.
o Maintain the weekly UKG time reporting system
o Manage moonlighting payments and salary calculations
o Routinely track data with respect to staffing and census volume
• Continuous Improvement:
o Identify opportunities to enhance schedule build processes, system maintenance practices, and strategies to improve operational efficiency.
o Participate in training and development activities to stay current on updates and best practices within AMiON and HMU operations.
Skills and Abilities
o Attention to detail is highly critical in this role.
o This individual must ensure all schedules are accurate, without errors in staff assignments, shift changes, or leave requests.
o They will be responsible for monitoring for discrepancies or conflicts and resolving them efficiently.
Time Management
o Candidates must exhibit strong organizational and time-management skills, demonstrating the ability to handle and effectively prioritize multiple tasks.
o Must possess the ability to manage multiple schedules, track staff availability, and ensure vacant shifts are filled in a timely fashion.
o Must be able to function in a high-pressure environment where last-minute changes are common.
o Must be able to adjust to evolving scheduling requirements, such as fluctuations in staff availability or changing needs, including additional service lines and floors.
Communication Skills
o Candidates must possess strong communication skills, both verbal and written, with the ability to collaborate across various role groups withing HMU and the MGB affiliates.
o Clear and prompt communication will be expected to ensure HMU providers have the most up-to-date staffing information.
o This individual must demonstrate willingness to stay flexible and adapt to the dynamic needs of the healthcare environment.
Problem-Solving and Flexibility
o Candidates must be able to handle sudden changes, such as sick calls, time-off requests, or urgent staffing needs, recognizing when escalate as appropriate.
Data Analysis and Reporting
o This individual should understand how to pull data from the AMiON system to track staffing trends, moonlighting hours, and efficiency.
o Must be able to create and analyze reports related to staff attendance, shift coverage, and productivity.
o This individual will manage the HMU staff salary sheets as needed, with clear communication to the staff member and the finance manager.
Confidentiality and Compliance Knowledge
o Candidates must be skilled at handling sensitive employee information (e.g., time off, personal data) with care, ensuring compliance with any relevant privacy laws or organizational policies.
These skills, combined with a proactive attitude and a strong focus on customer service, will make a candidate highly effective in managing staff schedule build and maintenance.

 

Job Summary

Summary
Responsible for managing all aspects of a program and corresponding projects. Implements initiatives that support alignment with organizational goals and strategic planning. Leads the communication and collaboration with stakeholders. Develops the program schedule, budget, and various program and project plan details. Analyzes data, prepares reports, and provides regular updates to program leadership. Identifies and escalates issues and risks and recommends solutions. Leads and provides guidance and support to other administrative team members.
Does this position require Patient Care? No.
Essential Functions
-Leads program and project teams and coordinates and delegates cross-project initiatives.
-Conducts research, manages and analyzes data in systems, and develops reports and presentations to support programs.
-Identify potential risks, issues, and challenges associated with programs and develop mitigation strategies to minimize impact.
-Monitor program progress and proactively address deviations from plans, timelines, or budgets.
-Manages the program budget, ensuring responsible allocation of resources and adherence to financial guidelines.

 

Education
Bachelor's Degree Related Field of Study required
Experience
Program Management Experience 2-3 years required
Knowledge, Skills and Abilities
- Strong leadership and project management skills, with the ability to effectively coordinate and delegate tasks, manage timelines, and drive results.
- Excellent interpersonal and communication skills, with the ability to engage and collaborate with medical professionals, faculty, and staff at all levels.

 

 

Onsite

 

55 Fruit Street

 

40

 

Regular

 

Day (United States of America)

Pay Range

$62,400.00 - $90,750.40/Annual

Grade

6
At Mass General Brigham, we believe in recognizing and rewarding the unique value each team member brings to our organization. Our approach to determining base pay is comprehensive, and any offer extended will take into account your skills, relevant experience if applicable, education, certifications and other essential factors. The base pay information provided offers an estimate based on the minimum job qualifications; however, it does not encompass all elements contributing to your total compensation package. In addition to competitive base pay, we offer comprehensive benefits, career advancement opportunities, differentials, premiums and bonuses as applicable and recognition programs designed to celebrate your contributions and support your professional growth. We invite you to apply, and our Talent Acquisition team will provide an overview of your potential compensation and benefits package.
The General Hospital Corporation is an Equal Opportunity Employer. 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. To ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veteran’s Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Human Resources at (857)-282-7642.

 

Mass General Brigham Competency Framework