Manager Health Administration

Position Description

**This position is restricted to current City of Minneapolis employees of the Health Department**

Responsible for the supervision, management, and coordination of day-to-day activities for the Contracts, grants and permits units that includes the key functions of supporting department staff in the administrative processing of contracts, grants and permits. Support a culture of providing internal customer service and quality improvement with an emphasis on effective, efficient, and high-quality service to the department.

Job Duties and Responsibilities

1. Provide overall day to day management of the work units, including but not limited to coordinating, planning, and organizing work, and delegating and assigning staff responsibilities.
2. Supervise key administrative staff, including recruitment, interviewing, hiring, on-boarding, training, coaching and on-going development of employees. Serve on the Department's Director/Manager team.
3. Responsible for managing a process for identifying and applying for any federal, state, and other grant opportunities for which the department is eligible and that fit department criteria and priorities. Garner all possible grant resources to support public health activities in the department and in the community. Grants are time-sensitive, and this position is the driver for this process.
4. Responsible for seeking approval from relevant staff and permission to apply from the Directors.
5. Ensure that any grant applications that meet City requirements for Council approval are completed on time. Coordinate grants application and awards with the Grants & Special Projects staff.
6. Provide support to department staff to plan for, write, and submit grant proposals. Ensure that all grant applications are well written, follow grant guidelines, and that complete application packets are submitted on time.
7. Ensure that grant funding that is awarded is approved by Council, maintain records of all necessary grant related documents, and that all grant applications are tracked on the Grant Activity Log. Notify the department accountant to create the needed grant coding.
8. Ensure that all staff involved with a grant understand and comply with all grantor requirements and the Uniform Grant Guidance for federal awards. For federal grants that will fund sub-recipient awards, ensure that all pre-award assessments are completed prior to initiating services. Review and approve forms.
9. Ensure that all grant managers are in compliance with City and department grant requirements and adhere to grant management best practices.
10. Responsible for ensuring that all stages of the contracting process are in compliance with City rules and funder requirements, including submitting RCAs, negotiation, preparation, processing, implementation, monitoring, and reporting. Serve as the department expert on all aspects of contracting.
11. Serve as primary contact between the department and the City-wide Contract Manager, City's Risk Manager, Permanent Review Committee, and City Attorney's office.
12. Oversee the development of any new contracting templates or processes as needed.
13. Ensure that all state and federally funded contract processing is in compliance with Uniform Grant Guidance.
14. Ensure that all department contract managers are trained in managing contracts, kept informed on updates in contracting processes and procedures, and are following procedures for monitoring and reporting on contract evaluation.
15. Ensure that all contracting problems within the City and with contract agencies are addressed in a timely manner. Coordinate as needed with Grants Finance staff for monitoring. Make recommendations if needed to the Deputy Commissioner to terminate a contract early or to recommend that funding not be continued beyond the current agreement.
16. Ensure that the department's invoicing process is timely and in compliance with City policies and procedures. Coordinate with and provide feedback to accounts payable staff.
17. Serve as approver for p-card purchases. Work with director and procurement on process improvement.
18. Evaluate and streamline internal contract processes to align with Finance/Procurement processes.
19. Lead continuous improvement processes for streamlining and automatic work processes.
20. Serve on the department's Quality Improvement committee and provide leadership on quality improvement activities related to administrative responsibilities.
21. Research and analyze administrative performance issues on behalf of the department and make recommendations to the Director of Operations.
22. Ensure that department fleet is managed according to City and department policy and procedures.
23. Ensure that the department is in compliance with data privacy and security requirements of the Minnesota Government Data Practices Act, data requests are handled in a timely and appropriate manner, and retention policies/records management procedures are up to date.
24. Serve as liaison between the department and City Attorney's Office for requests for services.
25. Assist in development of strategic goals and objectives, including the development of an annual administrative work plan and ensure that strategic goals are achieved or variance is communicated.
26. Participate in business process analysis, analyze program results and make recommendations aimed at improving results; convene and lead project teams for special projects and initiatives as assigned or required.
27. Represent the department on selected committee or initiatives within the City, and externally.
28. Other related duties as assigned.

Required Qualifications

MINIMUM EDUCATION:
Bachelor's Degree in Public Health, Public Administration, health administration, or equivalent degree in closely related field. Master's degree preferred.

MINIMUM EXPERIENCE:
Five years of management experiences of increasing responsibility in public or non-profit administration with an emphasis in grant writing and administration, contract management, planning, personnel management, program evaluation, and budgeting and financial management. An equivalent combination of related education and experience may be considered.

LICENSES/CERTIFICATIONS:
N/A

Knowledge, Skills and Abilities

1. Knowledge of and experience in the functions, operations and systems design of a local health department.
2. Considerable knowledge of office procedures, principles of administration, organizational structures and unit coordination.
3. Demonstrated expertise in applying for, receiving and managing federal, state, and other grants, and expertise in overseeing significant numbers of contracts and the contracting processes.
4. Knowledge of or ability to learn quality improvement principles and application to public health.
5. Demonstrated expertise in data privacy, data practices, and records management.
6. Demonstrated blend of strong management and leadership skills.
7. Demonstrated supervisory and organizational and problem-solving skills.
8. Ability to work with culturally diverse and special needs populations.
9. Ability to work effectively with all levels of employees, management, elected officials, other governmental agencies, and the general public
10. Ability to present ideas accurately, concisely, and persuasively both orally and in writing.
11. Proficient in the use of personal computers and software used in the work area.

SUPERVISION:
REPORTS TO
Director of Operations and Business Improvement

DIRECT REPORTS
10 Reports (Estimated)

WORKING CONDITIONS
Hybrid - in office and remote.

MENTAL REQUIREMENTS
Frequently communicate both verbally and in writing, concentrate on tasks, remember names and details, make decisions, adjust to changes, examine / observe details, meet deadlines, discriminate colors, use math and perform calculations, and work alone and with others.

PHYSICAL REQUIREMENTS
None.

As the largest and most vibrant city in the state, Minneapolis depends on purposeful, dedicated and innovative employees. Minneapolis has a large variety of careers for people of all experiences and backgrounds who come together for a singular purpose-serving the residents, businesses and visitors of Minneapolis.

The City of Minneapolis is proud to be an Equal Employment Opportunity and Affirmative Action employer.

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