Philadelphia, Pennsylvania, United States · On-site
$55k–$65k/yr
Job Posting Title: Executive Administrator DEPARTMENT: Administration SUPERVISOR: Chief Operating Officer (COO) POSITION: Executive Administrator STATUS: EXEMPT POSITIONS SUPERVISED: PRIMARY SITE: HP POSITION DESCRIPTION…
Skills: Administrative Support, Compliance Reporting, Contract Management, Policy Development, Budget Monitoring
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Provides high-level administrative support to the COO, focusing on operational efficiency, compliance reporting, and contract management. Coordinates multidisciplinary teams for special projects and supports risk management and HR activities for the operations department.
Requires a bachelor's degree or equivalent experience with 1-2 years of administrative and leadership experience. Proficiency in Microsoft Office and strong communication skills are required, with bilingual English/Spanish skills preferred.
Job Posting Title: Executive Administrator
DEPARTMENT: Administration
SUPERVISOR: Chief Operating Officer (COO)
POSITION: Executive 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
Human Resources
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.
We are a multi-cultural ministry providing holistic healthcare to the Latino and underserved communities of Philadelphia
Founded in 1989, Esperanza Health Center is a faith-based, bilingual community health center with three sites serving our north Philadelphia communities: - Hunting Park (4417 N. 6th Street, Philadelphia, PA 19140) - Kensington (861 E. Allegheny Avenue, Philadelphia, PA 19134) - Fifth Street (2940 N. 5th Street, Philadelphia, PA 19133). We are excited to announce that Esperanza Health Center's new community wellness center, The CORE, has recently opened (3222 H Street, Philadelphia, PA 19134) where a range of wellness, fitness and other community health programs will be offered. Esperanza Health Center’s mission is to provide affordable, quality, bilingual primary health care and support services to our patients in Jesus’ name, and to promote the health of the North Philadelphia community we serve. In 2022, Esperanza served nearly 16,000 patients of all ages through over 67,000 patient visits. All people in need of health care services are welcome at Esperanza Health Center, without regard to race or ethnicity, income level or insurance status, with patient on a sliding fee scale for uninsured patients based on income. A broad range of integrated primary health care and wellness services are provided at Esperanza Health Center, including: - Family Medicine - Internal Medicine - Pediatrics - OB/GYN Care - Dental Care - Behavioral Health Consultation - Social Services Assistance - On-site Medication Dispensaries - Comprehensive HIV/AIDS Medical Services - Phlebotomy Services - Fitness and Nutrition Programs - Chaplaincy/Spiritual Care - Substance Use Treatment including Medication-Assisted Treatment for Opioid Use Disorder Please visit our website at https://esperanzahealth.com/ to learn more. Our current Job Openings are updated weekly and are posted at: https://esperanzahealth.com/careers/ Facebook - https://www.facebook.com/EsperanzaHealthCenter/ Instagram - https://www.instagram.com/ehcphilly/ Twitter - @EsperanzaHC_PHL
Offices: 4417 N 6th Street, Philadelphia, Pennsylvania 19140-2319, US · 861 E. Allegheny Ave., Philadelphia, Philadelphia 19134, US · 2940 N 5th St, Philadelphia, Pennsylvania 19133, US
We are a multi-cultural ministry providing holistic healthcare to the Latino and underserved communities of Philadelphia
Founded in 1989, Esperanza Health Center is a faith-based, bilingual community health center with three sites serving our north Philadelphia communities: - Hunting Park (4417 N. 6th Street, Philadelphia, PA 19140) - Kensington (861 E. Allegheny Avenue, Philadelphia, PA 19134) - Fifth Street (2940 N. 5th Street, Philadelphia, PA 19133). We are excited to announce that Esperanza Health Center's new community wellness center, The CORE, has recently opened (3222 H Street, Philadelphia, PA 19134) where a range of wellness, fitness and other community health programs will be offered. Esperanza Health Center’s mission is to provide affordable, quality, bilingual primary health care and support services to our patients in Jesus’ name, and to promote the health of the North Philadelphia community we serve. In 2022, Esperanza served nearly 16,000 patients of all ages through over 67,000 patient visits. All people in need of health care services are welcome at Esperanza Health Center, without regard to race or ethnicity, income level or insurance status, with patient on a sliding fee scale for uninsured patients based on income. A broad range of integrated primary health care and wellness services are provided at Esperanza Health Center, including: - Family Medicine - Internal Medicine - Pediatrics - OB/GYN Care - Dental Care - Behavioral Health Consultation - Social Services Assistance - On-site Medication Dispensaries - Comprehensive HIV/AIDS Medical Services - Phlebotomy Services - Fitness and Nutrition Programs - Chaplaincy/Spiritual Care - Substance Use Treatment including Medication-Assisted Treatment for Opioid Use Disorder Please visit our website at https://esperanzahealth.com/ to learn more. Our current Job Openings are updated weekly and are posted at: https://esperanzahealth.com/careers/ Facebook - https://www.facebook.com/EsperanzaHealthCenter/ Instagram - https://www.instagram.com/ehcphilly/ Twitter - @EsperanzaHC_PHL
Offices: 4417 N 6th Street, Philadelphia, Pennsylvania 19140-2319, US · 861 E. Allegheny Ave., Philadelphia, Philadelphia 19134, US · 2940 N 5th St, Philadelphia, Pennsylvania 19133, US
