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Harvard University Practice Manager in Cambridge, Massachusetts

62717BRAuto req ID:62717BRJob Code:361059 Administrative Manager Department Office Location:USA - MA - Cambridge Business Title:Practice ManagerSub-Unit:------------ Salary Grade (https://hr.harvard.edu/salary-ranges#ranges) :059Time Status:Full-time Union:00 - Non Union, Exempt or Temporary Basic Qualifications:

Bachelor’s degree with 7-10 years of managerial experience in clinical ambulatory care operations.

Additional Qualifications and Skills:

  • Master’s degree strongly preferred. Experience using computer programs in a health care setting, e.g., appointment booking systems, EMR.

  • Excellent leadership, interpersonal, communication, problem solving, and organizational skills.

  • Proficient with Word and Excel or comparable software programs.

  • Strong work ethic.

  • Experience with process improvement methods.

  • Proven ability to lead a diverse team by motivating and engaging staff in improvement efforts and communicating effectively.

Additional Information:   Department:Internal Medicine and Urgent CarePre-Employment Screening:Criminal, Education, IdentitySchedule: Monday - Friday: 8 hours per day

Total: 40 hours per week Job Function:General Administration Position Description:


  • Adheres to the expectations and professional responsibilities of the department.

  • Employs the standards, practices, and procedures of the department.

  • Completes and complies with HUHS training requirements including HIPAA Privacy and Security.

  • Reports non-compliance incidents to the supervisor, manager, and/or Compliance Officer.


  • Prepares yearly operating and capital budgets in accordance to established guidelines.

  • Monitors and analyzes departmental budgets and actuals for variances. Alerts Administration to events that could result in year-end budget variances. Adjusts spending to meet budget targets.

  • Continually reviews department budgets in relation to departmental and HUHS performance and needs. Identifies cost-effective measures and interventions, implementing them with appropriate approvals, smoothly and effectively. Develops a long-term financial strategy.


  • Vision/Strategic Thinking: Collaborates with primary care leadership team to create a vision for the department that is consistent with HUHS strategic plans and priorities. Collaborates with primary care leadership team to develop short- and long-range goals and objectives for the department and monitors progress using data. Considers a broad range of internal and external priorities when solving problems and making decisions. Effectively communicates vision verbally and in written form.

  • Managing Performance: Provides on going supervision to staff and provides regular performance feedback. Conducts timely 90-day evaluations and performance reviews for staff per HUHS guidelines. Coaches and mentors staff.

  • Developing Others: Plans and supports the development of individuals’ skills and abilities so that they can fulfill current or future job/role responsibilities more effectively.

  • Teamwork: Works effectively with team/work group, including those outside of formal reporting line, to accomplish organizational goals; takes actions that respects the needs and contributions of others. Fosters a positive attitude among staff. Creates and contributes to departmental and HUHS wide teamwork by motivating staff to work effectively together to improve processes.

  • Building Rapport & Relationships: Initiates and develops relationships with others as a key priority; treats others with respect; actively listens to ideas; is approachable. Demonstrates self-awareness by perceiving one's impact on others and perceiving and reacting to the needs of others.

  • Staffing: Maintains adequate staffing service levels for all areas of responsibility. All new staff including temporary and casual staff are orientated within the established period.

  • Change: Anticipates change and effectively helps others move through the change process.

  • Problem-solving: Identifies and clearly defines problems, evaluates, and weighs alternatives, works effectively to remove barriers and implements solutions. Measures the impact of implemented process to ensure target states is met.

  • Political Savvy/Conflict Resolution: Develops effective give and take relationships with others; understands the agenda and perspective of others; recognizes and effectively balances the interests and needs of one’s own group with those of other groups. Resolves conflicts effectively and supports decision.

  • Initiative: Demonstrates initiative and contributes to HUHS wide goals by being creative, collaborative, and service oriented as well as by participating in HUHS committees on performance improvement projects.

  • Diversity: Appreciates and leverages the capabilities, insights, and ideas of all individuals; works effectively with individuals of diverse style, ability, and motivation.

School/Unit:University Health Services EEO Statement:We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.Physical Requirements:

All Harvard University Health Services staff and staff affiliates are considered Health Care Workers and as a condition of employment must provide documentation of the following:

  • Letter of good health from your personal health care provider.

  • TB skin test (within past 3 months) or, if known skin test positive, documentation of previous chest x-ray, information about any past treatment.

  • Documentation of immunity (positive antibody titers) for Measles, Mumps, Rubella and Varicella.

  • Proof of appropriate past immunization for Measles, Mumps, Rubella and Varicella.

  • Hepatitis B vaccine series – required for staff with possible exposure to blood or blood borne pathogens.

  • A current Flu vaccine (this season) and Covid vaccines to include the Primary series and Bivalent Booster.

    The required medical documentation/medical clearances can often be obtained by contacting your Pediatrician, PCP, medical provider. Titers, TB Skin testing can be performed by appointment at Occupational Health facilities.

    Harvard continues to place the highest priority on the health, safety and wellbeing of its faculty, staff and students, as well as the wider community. Information and details can be found via Harvard’s Coronavirus Workplace Policies website: https://hr.harvard.edu/corona-virus-workplace-policies.

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.

Working Conditions:

  • Harvard University requires a pre-employment reference and background screening.

  • Harvard University is unable to provide work authorization and/or visa sponsorship.

  • This position has a 90-day orientation and review period. 

Job Summary: Under the supervision of the Senior Director of Ambulatory Practice Operations, and in collaboration with primary care leadership, the Practice Manager is responsible for the business, administrative, and operational activities, and initiatives of the Primary Care (Internal Medicine and Urgent Care) Clinic at Harvard University Health Services. This includes oversight and management of administrative support staff, planning and monitoring the department budget, creating maintaining key performance indicators and sharing performance with department members, overseeing referral management, overseeing access to care for patients and students, overseeing telephone and ensuring effective and efficient clinic workflows are established and sustained. The Practice Manager has overall responsibility for ensuring that operating systems are in place to support an outstanding patient experience and a workplace where all staff are thriving. In addition to direct clinic functions, the Practice Manager works collaboratively with leadership throughout the organization on projects that directly impact organizational goals and priorities.


  • Facilitates and enhances the delivery of patient care.

  • Supports and implements the mission goals and objectives of HUHS.

  • Leads and participates in process improvement initiatives.

  • Creates and reviews department budget in relation to department and HUHS performance and needs.

  • Develops, implements, and evaluates IM and UC policies and procedures

  • Supervises IM and UC administrative staff, including recruitment and orientation of new staff, creation of ongoing training and professional development, coaching and counseling and evaluation of performance. Collaborates with HR as necessary.

  • Collaborates with other leaders in primary care in developing, monitoring, and implementing performance and service standards through use of Key Performance Indicators (KPIs) and tying performance to daily improvement efforts.

  • Provides routine reporting on practice operations to administration and service chief.

  • Provides and analyzes data to improve performance in the areas of people, quality and safety, delivery and service, cost, and growth.

  • Collaborates with primary care leadership team to ensure effectiveness of processes / operations.

  • Promotes team-building and effective communication at all levels.

  • Integrates IM and UC operations with other clinical and non-clinical areas at HUHS to ensure warm pass offs between services.

  • Oversees the development of a functional schedule for administrative support staff and clinicians working in clinics.

  • Maintains personnel and payroll records of administrative support staff. Manages attendance records for staff.

  • Contributes to planning and implementation of new and special programs and procedures to meet changing needs.

  • Performs special projects as requested or necessary.


  • Adjusts to multiple demands, priorities, ambiguity, and rapid change.

  • Shows resilience in the face of constraints and frustrations.

  • Willingly adjusts schedule to accommodate the needs of the department and HUHS.

  • Attends meetings and participates on HUHS and University committees and makes positive contributions.

  • Conducts regular staff meetings to keep staff informed of department and organizational updates and events, initiatives and process changes and conveys information to staff.

  • Collaborates with HUHS management team.

  • Uses expertise of HUHS colleagues to improve practice operations of IM and UC.

  • Fosters respect for others at all levels.

  • Identifies and pursues professional development for self and staff.

  • Assumes on call responsibilities for 5-6 weeks per year.

  • Provides 24-hour accountability for assigned practices.

Commitment to Equity, Diversity, Inclusion, and Belonging: Harvard University Health Services is committed to fostering a diverse, inclusive, and equitable workplace in which all employees feel valued and have a sense of belonging. These principles are integral to our work and are at the core of who we are. We actively seek applicants with demonstrated commitment and/or experience promoting and fostering a working and learning environment that is supportive of individuals from diverse backgrounds. We welcome, respect, and embrace individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, abilities, beliefs, and values. Benefits: We invite you to visit Harvard’s Total Rewards website ( https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

  • Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.

  • Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.

  • Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.

  • Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.

  • Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.

  • Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.

  • Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.

  • Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.

  • Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Work Format:On-Site