Medical Staff Project Manager

New Haven, CT
Feb 27, 2019

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Job Description

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values-integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.

EEO/AA/Disability/Veteran

Summary:
The Medical Staff Administration Project Manager is a member of the Yale New Haven Health System (YNHHS) Chief Medical Staff Officer's team reporting to the Executive Director, Medical Staff Services. The role of this individual will be to support the development and implementation of new initiatives as well as overall management, planning and organizing of high level meetings such as the System Clinical Council (SCC) and the Physician Executive Council (PEC) as well as retreats and conferences sponsored by the YNHHS Chief Medical Staff Officer.

In cooperation with the Executive Director, the Project Manager will also work in collaboration with the Medical Director for Medical Staff Communications in managing the development, implementation and execution of medical staff communication programs as well as initiatives aimed at improving engagement and fostering collaboration among Medical Staff across the delivery networks and the entire Health System. This includes management and development of the Medical Staff Portal and working with Marketing and MIS to ensure its extension and timely implementation across all of YNHHS.

In all efforts, this individual will work closely with the Executive Director, Health System Chief Medical Officer and local Chief Medical Officers to identify, plan, coordinate and execute the above. A close working relationship and collaboration with Marketing Department and MIS leadership will also be necessary in this position.

This is a high exposure position which demands responsiveness, accuracy, follow through and impeccable professionalism.

Responsibilities:
  • 1. Responsible for the management and oversight of the System Clinical Council (SCC) and Physician Executive Council (PEC).
  • 1.1. Under the oversight of the Executive Director, Medical Staff Services, manages and drives the goals of the SCC and PEC by tracking initiatives and communicating regularly with responsible stakeholders including setting deadlines and holding participants accountable to them.
  • 1.2. Manages the development of meeting agendas for approval based on pre-defined Committee goals. Facilitates all meeting content by communicating with participants. Ensures that meeting content is appropriate and in appropriate formats. Prioritizes items and sets appropriate time expectations for discussion/presentation accordingly.
  • 2. Plans and manages the development and dissemination of communications on behalf of the YNHHS Chief Medical Officer designed to inform and engage the medical staffs at all health system entities .
  • 2.1. Receives information that needs to be communicated to medical staff from the CMOs, Executive Director, Medical Staff Services and other sources. Responsible for sorting through and prioritizing applicability for dissemination and then the best means for doing so. Considers all available options (Portal, email, medical staff bulletins, etc.) and makes recommendations accordingly to the CMOs / Executive Director. Collaborates with others accordingly to execute to completion.
  • 2.2. Makes recommendations accordingly relative to reorganization or redesign of communication mechanisms.
  • 2.3. Supports the planning and management of communication activities in collaboration with YNHHS Marketing and Communication. Designs and drafts communications with the medical staff as the targeted audience in mind.
  • 2.4. Ensures that all appropriate individuals are involved in contributing, reviewing and final sign off of material.
  • 3. Serves as the primary point and responsible individual for content posted and available on the Medical Staff Portal and "Provider" Inter and Intranet pages.
  • 3.1. Coordinates with Medical Staff leaders, other members of the Chief Medical Officer's team and colleagues in Medical Staff Administration to identify and update material to be available and posted on the Medical Staff Portal.
  • 3.2. At least once per month, reviews portal information to remove or update accordingly.
  • 3.3. Coordinates with Marketing and Communication regarding any technical or layout / style issues having to do with the portal.
  • 3.4. Ensures that information available under the "Providers" header on the Internet is up to date and accurate. Coordinates with others in Medical Staff Administration, staff who manage health system and hospital policies and others within YNHHS on the Chief Medical Officer's team to actively verify accuracy of information. Works with Marketing and Communications to ensure that information is updated, added, re-designed, etc. to meet current needs and reflect current information.
  • 4. Manages large scale medical staff events and educational programs involving medical staff or medical staff leaders with the overall objective of identifying and operationalizing a system wide approach.
  • 4.1. Identifies venues, coordinates with key players to set date and time. Contacts and coordinates any speakers. Prepares (as applicable) or secures presentation material in a timely manner and coordinates with venue or local relevant staff to ensure smooth program including room set up , ensuring that appropriate equipment (conference phone, audiovisual equipment, etc.) are all arranged and confirmed. Arranges appropriate catering or other services as needed.
  • 4.2. Oversees the development of invitations by Marketing and Communication.
  • 4.3. Oversees the distribution of invitations or announcements in an agreed upon manner and manages response rate to direct re-distribution as necessary.
  • 4.4. With respect to significant events, serves as coordinator for all aspects of the event on the day of and troubleshoots issues as necessary. Serves as the responsible point person for relevant CMO or other Executives sponsoring the event For local, smaller scale events, this responsibility may be assigned to local staff as determined by the relevant CMO and Executive Director .
  • 4.5. Ensures that there is a process for reimbursement of speakers and vendors and follows through with applicable YNHHS staff to accomplish this.
  • 5. Provides General Project Management support to the relevant CMOs and Executive Director as needed.
  • 5.1. Provides project management and oversight of any new initiatives or initiatives under development as requested by the Executive Director or YNHHS Chief Medical Officer.

    Other information:

    EDUCATION:

    Bachelor's Degree in healthcare administration, liberal arts, communications, marketing or related field required. Master's degree in healthcare related field preferred but not required.

    EXPERIENCE:

    Three to five years experience in healthcare administration, communications or a related area at a healthcare institution. Candidate should have experience working with senior executives, as well as experience with both internal and external communications, including writing, editing, working with and managing deadlines. Experience with project management at the executive level. Experience with or that can be extended to event / conference management including the coordination and dissemination of relevant communications.

    LICENSURE:

    N/A

    SPECIAL_SKILLS:

    Excellent interpersonal, communication, critical thinking, professionalism and leadership skills. Ability to work both collaboratively and independently within a changing environment and on innovative projects and ideas. Demonstrated personal maturity and good judgment. Proven self starter with exceptional writing and communications skills who is able to work collaboratively and cooperatively with others within the system to problem solve and achieve goals that are often not fully defined. Ability to work to hard deadlines and facile in the use of PowerPoint and other software systems to produce materials with high level of accuracy.
    ACCOUNTABILITY:

    Accountability for planning, management, and implementation of system Chief Medical Office projects and plans and oversight of the overall management of executive level committees. Provides technical and administrative guidance to senior management on a project basis.
    COMPLEXITY:

    Projects and responsibilities will be largely new and innovative and individual in this role will need to be able to research and come up with ideas and possible options for implementation that he /she develops to be proposed to his/her supervisors. Ability to achieve goals set and maintain forward progress without a lot of specific direction. Ability to problem solve and address and resolve issues in order to accomplish goals. Demonstrated judgment skills based on prior experience and success.
    PHYSICAL_DEMAND:

    Occasionally will need to travel among system hospitals.

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    Job Info

    Job: 5629

    Department: Medical Staff Administration
    Category: Non - Clinical Other
    Status: Full Time
    Shift: DAYS
    Hours: 40.00

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