DEPARTMENTAL SUMMARY:

The Administrative department is responsible for the development and deployment of strategic vision, programs, and initiatives to deliver and transform the healthcare services provided by St. Charles Health System, Inc. (SCHS).

POSITION OVERVIEW:

The Manager of Administrative Operations provides direct administrative support; assists in the design and implementation of management policy; and performs a variety of special analytical and administrative projects. This position additionally supports and manages the office of their assigned executive(s) and provides the highest level of support within the administrative suite. The manager provides direct supervision to the health system executive and administrative assistants to ensure prioritization of projects, consistency of practice and level loading of work. This role is additionally responsible for providing back up support to the Chief Executive Assistant in support of the Board of Directors and President/CEO when needed. The manager understands the hospital’s business strategies and business issues and establishes oneself as a leader and problem solver.  This position is exposed to a high degree of confidential and sensitive information and the caregiver must be able to secure and maintain such confidence without any breach of information.

ESSENTIAL FUNCTIONS AND DUTIES:

• Manages programs, operational activities, or projects; supervises, trains, and evaluates the activities of personnel and/or coordinates and monitors the work of consultants and contractors. Works with hospital executives, directors, and managers to evaluate and implement goals, responsibilities, policies, and procedures.
• Serves as a backup resource to the Chief Executive Assistant, providing any needed support to aid the President/CEO and Board of Directors.
• Directly supervises the executive and administrative assistants, including work assignments, evaluating performance, recruiting and hiring for positions, and collaborating with the executives and directors that are supported by the administrative team.
• Provides the highest level of administrative support through professional and positive communications, clerical functions, project management, calendaring, and problem solving for the assigned executive(s).
• Coordinates functions of various committees and boards by scheduling meetings, thorough coordination of committee business and communications, and record keeping.
• Assists in the development and preparation of internal and external communications for assigned executive, researches and prepares presentation materials, complex reports, and correspondence.
• Plans, analyzes, and coordinates the development and implementation of administrative policies and procedures, reviews existing operational policies and procedures for compliance and efficient operation to the goals/mission of SCHS as a whole.
• Represents the organization at meetings, hearings, and conferences of various boards, commissions, and agencies as designated.
• Monitors the work of and coaches direct reports to improve performance. Partners with direct reports and HR partner to create personal development plans.
• Assists in the development and implementation of strategic planning, deployment, and procedures for hospital leadership. Provides project management support and closely monitors project status; provides executive management routine updates including early warning and practical options to potential project delays and risks.
• Designs and conducts analytical and evaluative studies, including fiscal and budgetary analyses of existing and anticipated programs, projects, or operations.
• Utilizing Lean continuous improvement methodologies evaluates procedures, identifies, and analyzes problems and issues and may implement and document new procedures.
• Coordinates budget preparation, monitors expenditures and financial reporting. Provides executive management with an early warning and practical options to potential cost overruns.
• Directs the allocation of resources to achieve timely outcomes and measurable goals within budget; adjusts plans and programs to meet emerging or new programs, while continuing to address major departmental priorities.
• Facilitates and coordinates projects that require participation and input from senior-level leadership.
• Prepares strategy and policy recommendations for final review by applicable leadership.
• Supports the vision, mission, and values of the organization in all respects.
• Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.
• Provides and maintains a safe environment for caregivers, patients, and guests.
• Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.
• Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient, and accurate.
• May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION:

Required:

• Bachelor’s degree in Business, Health Care Administration or in related field with comparable experience equating to same skill set.

LICENSURE/CERTIFICATION/REGISTRATION:

Required:

• N/A.

Preferred:

• Project Management Professional and/or Lean certification.

PERSONAL PROTECTIVE EQUIPMENT:

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION:

• Travel: Ability to travel to business functions/trainings/meetings and all SCHS worksites.
• Ability to work collaboratively under pressure with multiple stakeholders.
• Ability to develop and maintain effective professional relationships with executive, managerial and frontline caregivers.
• Strong project management skills.
• Strong analytical, problem solving and decision making skills.
• Excellent organizational skills, written and oral communication and customer service skills, particularly in dealing with stressful personal interactions.
• Intermediate to advanced proficiency in Microsoft applications (Word, Excel, and Teams).