Executive Director, Expense Management

Summary

The Executive Director is responsible for planning, implementing, and leading expense management efforts for Mass General Brigham with the overall aim of creating an enterprise-wide culture of continuous expense management. As a member of the MGB Office of the Chief Operating Officer (OCOO) senior leadership team, has primary responsibility for directing the expense management process inside the organization, across all entities and enterprise services. Leads and champions the optimization of the organization's business processes to improve overall operational performance.

The Executive Director partners with the MGB Expense Management Steering Team, MGB COO (Executive Sponsor), and the associated Expense Management Core and Initiative Teams to achieve desired financial and non-financial benefits in a manner that ensures sustained performance improvement and enhances organizational effectiveness through expense management.

Principal Duties and Responsibilities

• Partners closely with senior executive leadership to oversee the enterprise expense management process.
• Leads the enterprise-wide expense management office to ensure efficient and effective operations in driving multiple, complex, cross-functional projects.
• Develops and implements an effective enterprise expense management process to evaluate, scope, authorize and monitor progress of material enterprise projects.
• Collaborates with system and entity executives to serve as the expense management resource.
• Leads, chairs, or participates on the executive steering committee, core teams, and initiative teams, as appropriate.
• Educates stakeholders on expense management standards, tools, and processes.
• Establishes regular communication with appropriate entities and enterprise services to create a network of shared resources and best practices.
• Closely partners with Executive Sponsor of Expense Management and provides support as requested.
• Builds and maintains positive relationships with key stakeholders to advance expense management related goals and effectively respond to team member and project needs.
• Collaborates cross-functionally to lead the development and alignment of the related metrics, policies, programs, practices, and goals.

Specific tasks and responsibilities:

• Collaboratively support and drive development and implementation of expense management initiatives with MGB Expense Management Steering Team and MGB COO (Executive Sponsor)
• Drive Core and Initiative Team alignment with accepted guiding principles
• Primary assumptions:

• Full integration into Core and Initiative Teams and collective responsibility for team goals

o Attendance and active participation in Core Team meetings and Initiative

Team meetings, prioritized if there are conflicting meetings

o Participation in project launches alongside frontline staff

2. Interface with Core Team Sponsors (and members)

• Actively engage with each Core Team Sponsor to develop and maintain ongoing relationships throughout the implementation and sustainment process
• Facilitate development of effective intra-and inter- team solutions and working relationships
• Provide updates on Core Team progress, culture, and risks
• Provide meeting facilitation support, as requested, including navigating decision making and risk identification and escalation processes
• Support engagement with entity leadership teams to ensure understanding around implementation approaches, timelines, what will be required from them, etc.
• Collaboratively develop tactics to drive sustained expense management principles and results
• Collaboratively develop implementation work plans, activities, and management approach to ensure achievement of outcomes stated in each Core Team Charter
• Guide core teams through business analysis
• Encourage each Core Team Sponsor (and members) to use Expense Management toolkit and leverage the Expense Management Office enabling functions to collaborate on project documents and drive forward momentum

3. Interface with Initiative Team Leads (and members)

• Actively engage with Initiative Team Leads to develop and maintain ongoing relationship throughout the implementation and sustainment process
• Facilitate development of effective intra-and inter- team solutions and working relationships
• Support engagement with entity leadership teams to ensure understanding around implementation approaches, timelines, etc.
• Identify issues, challenges, and future conflicts as early as possible and guide through resolution, prior to the issues escalating to an unsolvable level
• Provide meeting facilitation support, as needed, including navigating decision making and risk identification and escalation processes
• Provide assistance with change management and incidental conflict resolution
• Encourage Initiative Team Sponsor (and members) to use Expense Management toolkit and leverage the Expense Management Office enabling functions to collaborate on project documents and drive forward momentum

4. Expense Management Office (EMO)

• Design and oversee the EMO which will have many parallels to a project management office
• Participate in development of system wide Expense Management document templates/toolkit
• Collaboratively work with EMO members to determine tools and methods to manage initiative implementation and ensure sustainment and cultural fit

• Collaboratively track implementation steps and status across Core and Initiative Teams
• Collaboratively maintain and provide updates on the following documents that are standard across all Core Teams using set templates defined by the MGB Expense Management Office (EMO):

o Implementation timeline (to the Core Team, Expense Management Steering Team, and MGB COO – Executive Sponsor)

o Status reporting/progress/accomplishments (for Steering Team/Executive Sponsor-level and EMO-level)

o Risks/Issues/Constraints

o Cross-Initiative dependencies/collaborations

o Communications plan (in collaboration with enterprise communications resources)

• Collaboratively drive utilization of MGB’s expense management toolkit
• Collaboratively support initiative implementation plans with Initiative and Core Teams

o Anticipate and mitigate upstream/downstream impacts

o Address unanticipated upstream/downstream impacts

5. Interface with MGB’s enabling function resources

• Onboard appointed resources to the details of the overall Expense Management purpose, function, structure, and facilitate integration across the EMO, Core Teams, and Initiative Teams

6. Interface with MGB Communications/Change Management Liaisons

• Identify and share implementation activity updates that will inform communications plan
• Ensure ongoing development, completeness, and execution of communications plan
• Collaborate to ensure appropriate communications tactics for initiative launches – town hall, email communication, staff meetings, huddles, training videos, educational seminars, etc.
• Record and share ‘success stories’ occurring throughout Expense Management launch and transition to ‘steady state’

7. Data management

• Collaborate with Core and Initiative Teams to ensure adherence with established data management processes

• Interface with MGB Data Stakeholders to facilitate timely collection of requested data elements

8. Sustaining Expense Management Initiatives

• Develop and follow agreed upon strategy for documentation and archiving of initiative process, milestones, and outcomes
• Responsible for ensuring continuous learning and improvement based on the outcomes of initiatives
• Partner with the Transformation team and leadership to integrate expense management work into the overall enterprise transformation program to best build a culture of financial stewardship together
• Assemble policy and procedures, standard operating procedures, standard work, and training/education documents from implementation and maintain in institutional document repository according to entity location

Qualifications

1. Bachelor's degree in business, health care administration, or related field. MBA, or similar degree, preferred.

2. 7+ years of experience in project or program management, preferably in a healthcare

environment.

3. 3+ years of experience in a leadership role.

4. Experience leading a successful enterprise program and project portfolio and team.

5. In-depth knowledge of project management and delivery process, principles, and tools.

6. Excellent verbal and written communication, with strong executive level presentation and

facilitation skills.

7. Ability to influence, organize, and lead people across organizational levels and functions.

8. Skilled at advocating on-going change based on changing business demands and

objectives.

The information contained in this job description is intended to describe the essential job functions required of those assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, knowledge, skills, and abilities needed to perform the job. Please note that management retains the right to assign or reassign duties and responsibilities to this job at any time. The ability to competently perform all the essential duties of the position, with or without reasonable accommodation, demonstrated commitment to effective customer service

delivery, integrity, and the ability to work productively as a member of a team or work group

are basic requirements of all positions at Mass General Brigham.

Skills, Abilities and Competencies

• Leadership. Fosters a shared vision and strategy to drive high performance in support of departmental and organizational goals.
• Quality. Creates high-quality work products appropriate for audiences consisting of MGB and hospital-based senior leadership and/or external clients. Demonstrates exceptional organizational skills and attention to detail.
• Finance. Is highly skilled in budgeting, financial modeling, and internal financial processes
• Integrity. Demonstrates reliability and impeccable integrity, with focus on accomplishment of departmental and institutional goals in alignment with our mission.
• Diplomacy. Ability to manage and navigate sensitive inter-departmental and inter-organizational politics.
• Problem-Solving. Demonstrates exceptional critical thinking and problem-solving skills, in both a technical and interpersonal capacity.
• Communication. Possesses excellent written and verbal communication skills. Demonstrates an ability to communicate and present work appropriately to diverse audiences.
• Judgment. Demonstrates sound judgment and decision-making capabilities; knows when and to whom to escalate problems as needed.
• People Management. Recruits and inspires high performing team. Serves as an adept supervisor and coach to various direct and indirect reports; strong team-builder with ability to provide support, direction and development to staff.
• Project Management. Demonstrates strong organization and prioritization skills in the simultaneous management of multiple large, complex, and long-term projects.
• Analytical. Demonstrates highest level skills in conceptualizing and conducting complex analyses and modeling; communicates results of analyses to non-technical audiences clearly and effectively.
• Technical. Proficient in the Microsoft Office Suite, including Excel, Word, PowerPoint, Visio, etc.

Supervisory Responsibilities

• Number of director reports is to be determined as the office is fully designed, launched, and implemented.
• Oversees, directs, and coordinates a team of project managers to support and drive the expense management core teams and the initiative teams arising from them.

Work Location

• Hybrid model includes onsite days, at Prudential Center and Assembly Row
• Must be flexible for about 3 days per week but this can vary based on business needs

Mass General Brigham 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.