Director of Administration

This role is classified as hybrid. The work location will be divided between the corporate office and remote work from home. Under the supervision of the Chief Executive Officer (CEO), the Director of Administration of Omni Family Health (Omni) provides leadership and oversight to the Executive Office, corporate administration and governance. As a member of the Executive Office, the Director of Administration is responsible for ensuring the priorities of the CEO are met effectively and as directed. The Director of Administration is responsible for leading organizational projects, providing project leadership, and maintaining communications between the Executive Office and internal and external stakeholders. Ensures timely and effective communications with internal and external stakeholders including, but not limited to, the Board of Directors, providers, staff, federal, state, and local regulators, and community partners. Responsible for the supervision of corporate and governance personnel.

Job Duties:

1. As part of the Executive Office, ensure the appropriate management of the CEO’s calendar so that all priorities are met and proactively planned; Oversee travel and other logistical arrangements as directed and appropriate.
2. Leads projects; Provides project leadership; Prioritize simultaneous or conflicting needs; Handle matters expeditiously, proactively and follow-through on projects to successful completion, often with deadline pressures.
3. Assist and work closely with all corporate branches, divisions, and/or departments in accordance with Omni’s policies and procedures and as directed by the CEO.
4. Provide a bridge for smooth and productive communication between the Executive Office and internal departments, demonstrating leadership to maintain credibility, trust, and support with executive management and staff.
5. Conserve Executive Office time by reading, researching, and routing correspondence and answering inquiries appropriately; Ensure the Executive Office remains well informed.
6. Responsible for drafting internal memorandums and correspondence on behalf of the Executive Office as directed.
7. Create and maintain Executive Office reports and presentations as directed.
8. Select and evaluate staff in conjunction with department Directors, Chiefs, or his/her appointees; Develops professional growth opportunities.
9. Direct the efforts of corporate and governance personnel, ensuring effective project management aligned with the goals of the Executive Office and Strategic Plan.
10. Remain abreast of best practice corporate and governance initiatives; Ensure organizational compliance with applicable rules and regulations set forth in bylaws regarding board matters.
11. Provide oversight and direction to corporate, board, and committee calendars and agendas, including the organization, planning, and execution of board and committee meetings, retreats, and other corporate or governance related meetings or events.
12. Attend administrative, board, and committee meetings; Oversee development of minutes, actions and timely completion of tasks.
13. Oversee planning of corporate or board trips; Direct necessary travel arrangements, lodging, meal planning, and other logistics as needed.
14. Maintain discretion and confidentiality in relationships with all board members.
15. Track vacation schedules of corporate employees for the purpose of use by the Executive Office.
16. Ensure all corporate and Executive Office mail and correspondence is routed as necessary.
17. Oversee all administrative and executive ordering of supplies and keeps up inventory of supplies.
18. Other duties and/or responsibilities as the CEO may assign from time to time.
19. Some travel may be required.

Additional Duties:

1. Health Insurance Portability and Accountability Act (HIPAA) compliance: Responsible for maintaining abreast of and in compliance with all HIPAA regulations and requirements.

2. Compliance: Ensure compliance with all local, state and federal regulations.

3. Quality Assurance/Quality Improvement (QA/QI): Participate as required in QA/QI activities and contribute towards the overall quality improvement initiatives of the organization.

4. Information Technology (IT): May be required to learn and use the electronic health record and its components as required by the job functions and highlighted in the policies and procedures. These components include NextGen, PMS, QSI and other electronic features as they are developed and implemented, as applicable to work environment.

5. Patient Centered Medical Home (PCMH): All employees will participate in PCMH at Omni Family Health.

6. Audits: Actively contributes to required Health Resources and Services Administration (HRSA) Operational Site Visit (OSV), The Joint Commission, and other audit events.

Qualifications, Education, and Experience:

1. Bachelor’s degree required; Master’s degree or higher preferred.
2. Minimum of 5 year’s administrative experience, with experience supporting C-level executives required.
3. Project management experience preferred.
4. Superior communication (both oral and written), multi-tasking, and organizational skills required.
5. Excellent skills in Microsoft Word, Outlook, Excel, and PowerPoint required.
6. Demonstrated proactive approaches to problem-solving, with strong decision-making capability.
7. Emotional maturity.
8. Highly resourceful team player, with the ability to also be extremely effective independently.
9. Proven ability to handle confidential information with discretion.
10. Forward thinker, who actively seeks opportunities and proposes solutions.

Skills/Competencies:

1. Ability to work under pressure and handle multi-functions in proficient and efficient manner.
2. Handle sensitive and confidential information with tact, diplomacy, discretion, and judgement.
3. A reputation for responsiveness, thoroughness, and accuracy.
4. Must possess exceptional communication skills, knowledge of community needs, and willing to participate in some community activities when required.
5. Must keep up to date with funding sources requirements, data collection, and have the ability to explain the services provided under different programs to the patients/public/agencies and the ability to train others on the same.
6. Able to function independently and create their own initiative to progress and succeed.
7. Must be alert and respect confidentiality of information of all types “general personnel, and/or patient related information.”
8. Promotes and believes in Omni’s mission statement.
9. Ability to relate to the public regardless of race, ethnicity, religion, age, sex, disability, or economic status.

Responsible To: Chief Executive Officer

Classification: Full-time, Exempt position