Job DetailsJob Location: Human Services Building 3124 Oakland - Oakland, CA 94601Position Type: Full TimeEducation Level: 4 Year DegreeSalary Range: $32.76 - $39.66 HourlyTravel Percentage: Up to 25%Job Shift: DayJob Category: Nonprofit - Social ServicesPOSITION: Site Operations Manager, Temporary
DEPARTMENT: Administration
REPORTS TO: Site Director
LOCATION: Native American Health Center, Inc. (NAHC)
3124 International Blvd. Oakland, CA 94601
WORK HOURS: Temporary, 40 hours per week, 100% FTE
STATUS: Non-Union, Non-Exempt

POSITION SUMMARY
The Site Manager (SM), provides routine to complex administrative support for all positions at the site and requires a thorough understanding of clinic policies and procedures under minimal supervision. This position communicates with contacts at all levels, both within and outside of the organization, and is responsible for tasks and issues of a highly confidential nature. The SM will serve as an administrative and operations resource to all site departments (i.e. Medical, Dental, Behavioral Health and CWD) and directly supervise the site administrative assistant.

The Native American Health Center is an accredited institution and adheres to the standards of excellence set forth by the Accreditation Association of Ambulatory Health Care (AAAHC) and the Commission of Dental Accreditation (CODA).

DUTIES AND RESPONSIBILITIES

1. Support Site Director in all their duties and effectively carry out assigned responsibilities.
2. Work collaboratively with the Site Director to coordinate and supervise daily site operations. Make decisions within scope of delegated authority under the direction of the Site Director.
3. Manage day-to-day operations of the clinic, including responding to first line client complaints as they arise.
4. Assist in implementing strategic plans and goals for the site.
5. Serve as a liaison on Site Directors behalf for clinic operations when needed.
6. Actively participate in internal quality improvement teams and work with members proactively to drive quality improvement initiatives in accordance with the mission and strategic goals of the organization, federal and state laws and regulations, and accreditation standards, when assigned.

Communication

1. Organize and prepare routine correspondence for the site director as well as complex documents including reports, spreadsheets, presentations and various forms of communication documents requiring the integration of multiple office technologies and software applications.
2. Receive and screen telephone calls, letters, and/or visitors; makes referrals, answers questions and researches answers to questions as appropriate.
3. Receive communication content; produce communication. memos/notices/updates (e.g., flyers, project updates) and distributes communication as directed.
4. Receive member concerns/requests for information; demonstrates excellent customer service skills; utilizes documentation and proper member concern referral requirements.
5. Create operational reports and submit them to the Site Director or other executives.

12.Receive internal/external requests for information concerning site director’s projects/programs; provides information when authorized; follows up to ensure requests for information were met.

Coordination

1. Maintain scheduling of events and represent the organization on the Site Directors behalf when needed.
2. Record and prepare meeting minutes, as directed, and distribute meeting summary notes in a timely and proactive manner.
3. Under direction of site director, create clinic meeting calendar; create and monitor provider schedules and prepare meeting agendas; record and distribute meeting summary notes in a timely and proactive manner.
4. Oversee coordination of catering arrangements for meetings.
5. Coordinate travel arrangements for site director, including making reservations for transportation, hotel reservations and registration fees; maintain and coordinate itineraries and preparation for travel related activities, including travel reports. Work with providers on credentialing, privileging and compliance paperwork.
6. Support grants and contracts and have a thorough understanding of contract requirements and grant deliverables.

Fiscal

1. Oversee Petty cash process and tracking.
2. Research fiscal issues and proactively work with accounts payable, accounts receivable and grants and contracts to resolve identified issues.
3. Foster relationships with external vendors and provide purchasing and cost comparison recommendations when purchasing items.
4. Assist site director in the following record management activates; budget tracking and record keeping, process requisitions, invoices, personnel allocations, and tracks and compiles monthly expense reports and credit card billing statements.

Compliance and Risk Management

1. Responsible for ensuring Emergency Disaster Response and Safety Programs are implemented and sustained.
2. Ensure site conducts and documents mandatory annual safety trainings and drills.
3. Ensure compliance with regulations and internal policies.
4. Ensure audit-ready compliance of records (e.g., building, licensure, permits, and equipment maintenance) on a regular basis.
5. Responsible for ensuring compliance is maintained with all OSHA and NAHC requirements, programs and regulations.
6. Ensure annual site building inspection is completed, lists of corrections are noted and corrective action plan is completed.
7. Work with Site Director and Safety Committee in the follow up, tracking and close-out of Unusual Occurrences.
8. Participate in other Quality Control related assignments and opportunities when needed.
9. Must maintain compliance with ergonomic safety standards; be mindful of posture and regularly practice ergonomic stretches.
10. Safety: Responsible for ensuring that all duties, responsibilities and operations are performed with the utmost regard for the safety and health of all personnel involved, including themselves.
11. Safety: Take appropriate corrective actions to address matters pertaining to employee health and safety that have been brought to their attention.
12. Report staff injury to workers compensation carrier in emergency situations (i.e. needle sticks) and coordinate incident/injury investigations for workers compensation claims in conjunction with Human Resources.
13. Oversee site specific employee’s annual influenza/flu and ATD tracking within the HR Information System to ensure compliance is met.
14. Oversee site transportation management ensuring all policies, processes and documentation are adhered to.

Human Resources

1. Resolve staffing issues and facilitate conflict resolution for staff under direct supervision. Hire, discipline, evaluate and terminate staff in coordination with the Human Resources department.
2. Effectively lead and retain staff under direct supervision by fostering a team environment and providing opportunities for staff to develop new skills
3. Act as the site HR liaison between supervisors, new employees, and HR.
4. Support supervisors onsite with new hire onboarding activities as needed and requested.
5. At all times demonstrate cooperative behavior with supervisors, subordinates, colleagues, clients and the community.

Project Management

1. Prepare special projects that require gathering, comparing and summarizing data.
2. Responsible for tracking project action items to ensure progress is made and action items are effectively completed.
3. Other duties as assigned by supervisor.

QualificationsMINIMUM QUALIFICATIONS

1. Bachelor’s Degree in Business Administration or five (5) plus years of experience performing administrative support functions for department managers.
2. Experience in managing and providing support for large complex projects.
3. Previous experience managing staff including, hiring, terminating and addressing performance issues.

4.  Knowledge and experience with organizational emergency preparedness and safety protocols and prior experience coordinating a safety committee.

1. Must have outstanding verbal and written communication skills.
2. Demonstrates energy, enthusiasm and superb customer service skills.
3. Strong time management skills and previous experience meeting multiple and often competing deadlines.
4. Intermediate to advanced level proficiency with e-mail software and one or more of the following MS Office applications (required only if applicable to department's needs): Microsoft Word, PowerPoint, Excel or Access.

Benefits: Native American Health Center (NAHC) considers our employees to be our most valuable resource and offers an excellent benefit package: competitive salaries, personal time off (PTO) or sick/vacation leave program, and an employer contribution 403(b) retirement plan to full-time regular status employees. We also provide medical, vision, dental, flexible spending, group term and voluntary life insurance coverage for employees and their dependents—with a percentage of employee contribution for dependent medical premiums.

Note to Applicants: Please be advised a post job offer, pre-employment Physical and TB test are required as a condition of employment. Additionally, you may be asked to get a Department of Justice Fingerprinting clearance as a contingency for an offer of employment. Criminal clearances are obtained to protect the welfare and safety of clients receiving services at NAHC.

EQUAL OPPORTUNITY EMPLOYER: Within the scope of Indian Preference, all candidates will receive equal consideration without regard to race, color, gender, religion, national origin or other non-merit factors.
Age Discrimination in Employment Act (ADEA): Native American Health Center abides by the mandates of the ADEA (protecting individuals 40 years and older) and considers age a non-merit factor in all employment decisions and considerations.
Americans with Disabilities Act (ADA): Native American Health Center abides by the mandates of the ADA and considers disability a non-merit factor in all employment decisions and considerations. Furthermore, NAHC will make any practical, feasible, and reasonable arrangements to accommodate qualified applicants and employees with disabilities.