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Chief of Administrative Services
Bay Area Community Health in San Jose, California
 
 
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Date Posted 05/19/2022
Category
Nonprofit-Administrative
Philanthropy-Administrative-Non-profit
Employment Type Fulltime
Application Deadline Open until filled
 
 
 
 
 

Chief of Administrative Services

Full Job Description

Overall Summary

Under the direction of the CEO, the Chief of Administrative Services (CAS) leads BACH administrative support services (patient support needs) and administrative functions. Coordinates workflow-planning activities to ensure successful standardized integrations and assigned administrative tasks across all departments and partnership relations. The CAS is expected to ensure the highest standards of business documentation and record keeping reflecting accountability, efficiency and quality assurance. The CAS is responsible for the managing of administrative and administrative support services, human resources, quality, compliance, facilities functions.

Ensures coordinated and consistent internal communication throughout BACH. Drives and cultivates BACH culture with initiatives in line with the mission, values, and vision to enhance employee experience, engagement, recruitment and retention.


Essential Responsibilities:

Under the general direction of the CEO, the CAS performs a variety of complex, professional, analytical, and confidential operational services.

  • Coordinates, oversees and manages the Human Resources, Compliance, Quality and Facilities division.
  • Provides information and advice to BACH management and supervisors on a variety of personnel related matters; interprets and applies applicable laws and rules.
  • Directs staff to prepare a large number and variety of reports, special studies, and approves completed reports and statements.
  • Develops and reviews BACH specific personnel policies, procedures; recommends and implements changes as needed.
  • Establishes and evaluates policies and procedures for the administration of the Human Resources division.
  • Responsible for overall development, training, and evaluation of staff, either directly or through subordinate supervision.
  • Manages the preparation of special studies to monitor the effectiveness and efficiency of human resources related programs, policies and procedures.
  • Manages BACH recruitment process, including approving examination and selection processes; conducting job analyses and developing and administering oral and performance exams; overseeing interviews and participating in hiring recommendations.
  • Prepares and manages annual budget and operates within established funding.
  • Confers with, recommends, advises and elicits cooperation of supervisors and managers on human resources matters including recruitments, staff training and development, discipline, leaves of absence, in addition, investigation of employee complaints.
  • Makes presentations before a variety of groups regarding employee relations, safety, and training.
  • Promotes education/training for professional and personal growth, employee development and cross training.
  • Negotiates and prepares agency contracts designed to provide specific services; act as contract manager and monitor service delivery.
  • Manages BACH committee and risk management initiatives.
  • Conducts investigations and makes recommendations based on findings.
  • Oversees building management matters, and coordinates projects as needed.
  • Analyzes equipment and material needs and prepares recommendations to enhance operation and fiscal efficiency.
  • Monitors effectiveness of policies and procedures and makes revisions or recommendations for improvement as appropriate.
  • Identifies and analyzes operational and functional problems and designs and implements solutions


Secondary Responsibilities:

  • Ensure development and training of supervised staff, fill staff vacancies as needed.
  • Attends and participates in professional and community meetings
  • Attend workshops, training, and meetings as needed, and as requested.
  • Other duties as assigned by the CEO.


Qualifications:


Required education, experience, training

  • B.S. in Business, Human Resources Management, Health Administration or related degree.
  • Five years of progressively responsible experience in managing for a non-profit agency.
  • Three years of professional level human resources administration experience; at least two years of which must include directly managing staff.


Preferred education, experience, training

  • MBA, Masters in Healthcare Administration or related field.
  • Non-profit/Community Health Care highly desirable experience.


Certifications/Licenses:

  • Valid California State Driver’s License and proof of current automobile insurance.


Critical Success Factors in this role include: Knowledge, Skills, and Abilities

  • The ability to work and act independently, and to make and carry out decisions with minimal supervision.
  • The ability to communicate effectively, both orally and in writing.
  • Strong interpersonal skills with the ability to lead teams and projects, and work collaboratively.
  • Maintaining confidentiality and HIPAA compliance.
  • Excellent organizational, time management and multi-tasking skills with attention to detail.
  • Excellent customer service and client services philosophy in all interactions.
  • Successfully manage multiple projects at the same time.
  • Appreciation and respect for working with and serving a diverse population.
  • Proficiency in Microsoft Office and the internet.
  • The ability to investigate and analyze information, draw conclusions and problem solve.
  • The ability to gather data, compile information, and prepare reports.
  • Supervision of personnel, which includes work allocation, training, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance.
  • Participates in development, implementation and maintenance of policies, objectives, short-and long-term planning; develops and implements projects and programs to assist in accomplishment of organizational objectives.

Work Conditions:

Travel locally to visit other sites, may require a day or overnight trip to attend events; workload may be demanding at times; require professionalism and confidentiality.


Physical Demands:

This position requires:

  • Sitting, walking, and standing associated with a normal medical/clinical office environment.
  • Regular bending and stretching; and lifting.
  • Manual dexterity used to include, but not limited to, standard office equipment, and computer keyboard.
  • Traveling to work sites including some exposure to outside elements.
  • Presenting information in front of a group.
  • Reading and writing in order to review records for accuracy.


Supervises:

Directors and Managers as Assigned

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