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Administrative Services

3 months ago

Minneapolis, United States Indian Health Board of Minneapolis Full time
Job DescriptionJob Description

Administrative Services & Facilities Manager

Full-Time | Exempt

Weekdays | 8:30 a.m. - 5:00 p.m. (will vary)

Post Date: 08/14/2024

Open Until Filled


Indian Health Board of Minneapolis is a Federally Qualified Health Care Center and community clinic providing access to quality health care and wellness services. We believe the best care happens when we listen and work together. While promoting and preserving our urban American Indian and Alaska Native traditions and identity, we embrace all people seeking patient-centered, culturally sensitive health care and wellness services.

At Indian Health Board we believe Good Relationships are supported by three interrelated values: Respect for culture - preserving and promoting our American Indian and Alaska Native heritage and identity while embracing all other cultures with acceptance and compassion; Excellence - seeking excellence in all our services, business practices, and community partnerships; Leadership - promoting ethical leadership based on collaboration and mutual respect.

We offer:

  • Platinum benefits package available for employees working 30 hours per week or more: Health, Dental, Vision, FSA
  • Company paid long term and life insurance
  • Generous paid time-off
  • Retirement savings plan with employer match

Our mission statement:

"To ensure access to quality health care services for American Indians and other peoples and to promote health education and wellness."

-Respect for Culture Excellence Leadership-

If our beliefs resonate with you, we want you, and encourage you to apply at IHB.


Job Summary

The Administrative Services & Facilities Manager is responsible for managing all Indian Health Board administrative and facility functions. Performs administrative support services to the Chief Executive Officer, COO and Board of Directors. Supervises maintenance and janitorial staff. Oversees facilities, ordering and procurement, and construction/renovation projects.


Essential Functions

  • Ensures the operation of the physical plant. Act as liaison between vendors and utility representatives and IHB. Maintain schedule of required inspections and work with inspectors as needed. Ensures facilities compliance with all law and regulation.
  • Plans and coordinates all construction and renovation projects within IHB
  • Co-lead maintenance and support of IHB phone system and all phone components.
  • Maintains organization Joint Commission information. Is responsible for Joint Commission Environment of Care and Emergency Management standards.
  • Ensure compliance with site specific drills and analysis of drills for emergency preparedness.
  • Completes annual Hazard Vulnerability. Analysis with input from staff.
  • Responsible for procurement of supplies and equipment.
  • Maintains and submits purchase requisitions in the Sage system
  • Coordinate with clinical departments to order and monitor laundry service.
  • Supervises assigned staff.
  • Assists with special projects and record keeping.
  • Compile necessary documents for funding and regulatory reviews and applications as needed.
  • Maintains and is responsible for the IHB Security alarm and badge functions. Works with staff to ensure security of facility.
  • Member of on-call phone tree for afterhours facilities issues.
  • Arranges travel for Board members and all IHB staff.
  • Participates in Risk Management, Infection Control and Quality Improvement initiatives including Safety, Risk Management and Quality Improvement Committees.
  • Maintains Patient Care, Facilities, and Copier Contract Tracking and evaluation process
  • Maintains complaint and incident tracking

Ensures the following work is completed accurately and efficiently

  • Composes, transcribes, edits, and disseminates reports, memos, and other senior level correspondence.
  • Open and route Administration mail daily. Backs up all mail operations in lieu of staff absences.
  • Prepares materials for meetings and records meeting minutes for various committees and Indian Health Board of Minneapolis' Board of Directors meetings.
  • In collaboration with CEO, responsible for sending monthly reports to the Indian Health Service, Bemidji Area including board minutes, performance reports and unmet needs reports.
  • Responsible for coordinating the activities of the IHB Board of Directors' monthly meeting, reports; taking, transcribing, and filing Board meeting minutes, and Board members' requests for program materials.
  • Maintains and tracks all IHB-wide Policies and Procedures. Brings to Board of Directors for approval.

Knowledge, Skills, and Abilities

  • Progressive and positive organizational skills.
  • Computer knowledge and experience to plan, organize and maintain a business office.
  • Ability to work independently.
  • Ability to represent the corporation in a professional manner.
  • Ability to understand and meet the needs of the patient through respectful, courteous, and caring interactions with patients, families and other health professionals
  • Knows, understands, and adheres to organizational policy related to the patient's rights for confidential care.
  • Knowledge and respect of the American Indian culture.
  • Actively participates and works positively, flexibly, and cooperatively in a team effort to accomplish the goals of the Indian Health Board of Minneapolis.

Education and Experience

  • Associate degree preferred or equivalent experience.
  • Minimum 5-7 years' experience in an administrative or facilities management position.
  • 2+ years supervisory experience.
  • Experience in managing facilities including contracts and vendors.
  • Troubleshooting maintenance and building system issues as they arise. Ex. plumbing, HVAC, and electrical/mechanical.
  • A willingness to jump in and do the needed work to keep staff safe.
  • Ability to communicate effectively, orally and possess excellent writing skills.
  • Valid Minnesota Driver's License.
  • Must be able to work flexible hours which may include weekends and/or evening hours.
  • Experience implementing accreditation requirements with Environment of Care and Emergency Management Standards.
  • Manages time effectively and prioritizes task completion to meet deadlines
  • Strong knowledge of pertinent governmental regulations
  • Analyzes situations and solves problems.
  • Excellent written and oral communication skills.
  • Knowledge of and respect for American Indian cultures and other cultures served by IHB.
  • Proficiency with Microsoft Office applications, especially Excel and Word.

Physical Demands

The work requires some physical exertion such as long periods of standing, walking over rough, uneven surfaces, recurring bending, crouching, stooping, stretching, reaching or similar activities, recurring lifting of moderately heavy items such as mop buckets and cleaning supplies. The work may require specific, but common, physical characteristic and abilities such as above-average agility and dexterity. The work may require lifting and moving of objects up to and sometimes over 50 pounds. Proper training on lifting and carrying objects is necessary.


HIPAA

IHB makes reasonable efforts to limit access to and use of protected health information (PHI) by employees to the minimum necessary performance of assigned duties as outlines in job descriptions. This position is access restricted to PHI needed to carry out health care operations.