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Operations Administrator

4 months ago

Philadelphia, United States Esperanza Health Center Full time
Job DescriptionJob Description

DEPARTMENT: Administration

SUPERVISOR: Chief Operating Officer (COO)

POSITION: Operations Administrator

STATUS: EXEMPT

POSITIONS SUPERVISED:

PRIMARY SITE: HP

POSITION DESCRIPTION: Operations (or Executive) Administrator

SUMMARY: The Administrator provides administrative support to the COO and activities associated with the overall leadership of EHC to ensure efficient operations for Esperanza Health Center. Responsibilities include compliance and reporting to multiple agencies; management of organizational contracts; updating policy and procedures; support to the board of directors; and the coordination of multidisciplinary teams for special projects. Additionally, this person administratively supports risk management and compliance activities, recruiting for operational positions, budget monitoring, and other activities as assigned by the COO. The Administrator provides support and accountability as needed to Senior Leaders managing organizational priorities.

ESSENTIAL FUNCTIONS:

Chief Operations Officer Support and Operations Department Coordination

  • Point of contact for Operations Department regarding concerns, problem solving, meetings and communications, responding in a timely fashion, and in collaboration with the COO

  • Supports projects, as indicated by the COO, in the Operations departments including Facilities, Cafe, Environmental and Emergency Management, Information Technology, Dental, Dispensary and Clinical operations.

  • Supports the COO in performing research for operational endeavors and leads operational initiatives as indicated by the COO; assists in the development of operations systems tracking.

  • Ensures timely communication and response with departments and outside agencies regarding all operational initiatives.

Compliance, Risk Management and Reporting Regulations

  • Manages HRSA reporting requirements, including Electronic Handbook (EHB) for grants, On Site Visits (OSV), UDS, Deeming, and FTCA applications.

  • Responds to regulatory agencies such as census, EOE, OCR, etc. for Operations, completing health center surveys and providing required data.

  • Supports the development and ongoing evaluation of EHC’s risk management plan and practices, including tracking of assessments and corrective action plans; serves on HIPAA committee.

  • Collaborates and tracks with departments to ensure risk management and compliance activities are completed, as applicable.

Contract Management

  • Supports the COO in the review, initiation, maintenance and tracking of all insurances and contracts.

  • Provides support to COO in responding to legal issues/claims, ensures timely follow-through and resolution.

Policy Development and Management

  • Assists with developing new policies and updating current ones; assists with the maintenance and updating of all organizational policies; serves as Board liaison.

  • Knows and communicates Operations policies to all staff when appropriate.


Budget

  • Assists COO in developing and managing Operations budgets and the organizational capital budget.

  • Tracks and assesses supplier/vendor diversity.

Special Projects

  • Provides support to COO or Project Management contracts for new construction projects: K&A campus development, 5th Street expansion, and Hunting Park projects (increased parking, etc)

  • Provides administrative support to COO for management of Operations grants; participates in Grants Team Meetings for Operations

HR

  • Recruits, tracks, screens, and interviews candidates for EHC Operations positions

  • Creates and implements a performance evaluation plan in partnership with COO for all Operations employees.

  • Coordinates all-staff training in collaboration with COO and HR department.

Community and Government Relations

  • Coordinates meetings and presentations of the COO with community groups, including RCO meetings and zoning meetings.

  • Provides support to COO in meetings with public officials, community leaders and stakeholders; facilitates tours as requested.

ESSENTIAL FUNCTIONS

  • Bachelor’s degree or equivalent experience

  • Administrative experience, preferably 1-2 years

  • Leadership experience required.

  • Demonstrated computer competencies in Excel, Word, and PowerPoint.

  • Advanced written and verbal communication skills

  • Bilingual English/Spanish preferred.