Chief of Administrative Services (50340)

Job Details: Job Location: McKee Admin - San Jose, CA, Salary Range: $200000.00 - $250000.00Salary, Job Category: Executive, Overall Summary

Overall Summary

Under the direction of the Chief Executive Officer (CEO), the Chief of Administrative Services (CAS) leads Bay Area Community Health (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 managing administrative, administrative support services, Human Resources (HR), Quality, Compliance and Facilities departmental 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 the employee experience, engagement, recruitment and retention.

Essential Responsibilities:

• Coordinates, oversees and manages Human Resources, Compliance, Quality and Facilities.
• 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 variety of reports, special studies, and approves completed reports and statements.
• Develops and reviews BACH specific personnel policies and procedures, establishes, recommends and implements changes as needed.
• Responsible for overall development, training, and evaluation of staff, either directly or in conjunction with department leaders.
• Responsible for managing, preparing and monitoring the effectiveness of human resources, compliance, quality and facilities related programs, policies and procedures.
• In collaboration with HR Leadership, provides oversight and analysis of the recruiting selection process; including developing and administering performance exams.
• Prepares and manages annual budget and operates within established funding.
• Confers with, recommends, and advises supervisors and managers on human resource policy matters including staff training, development, discipline, leaves of absence, in addition to employee relations.
• Makes presentations before a variety of groups regarding employee relations, safety, and training for all HR, Quality, Compliance and Facility matters.
• Promotes education/training for professional and personal growth, employee development and cross training.
• In conjunction with HR leaders, negotiates and reviews agency contracts designed to provide specific services; act as contract manager and monitor service delivery.
• Manages BACH committee and risk management initiatives.
• In conjunction with HR leadership and designated department leaders, conducts investigations and makes recommendations based on findings.
• Oversees building management matters, and coordinates projects as needed.
• Will work with appropriate department leaders to analyze equipment and material needs in order to prepare 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.
• Attends workshops, training, and meetings as needed, and as requested.
• Performs other duties as assigned by supervisor.

Qualifications:

• B.S. in Business, Human Resource Management, Health Administration or related degree.
• Five years of progressively responsible experience in managing a non-profit agency.
• Three years of professional level human resource 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.

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:

• Sitting, walking, and standing associated with a normal medical, clinical and administrative office environment, with some bending, reaching, stretching, and lifting up to 25 pounds.
• Manual dexterity for tasks involving standard office equipment and computer keyboard, including repetitive movements, such as typing.
• Traveling to work sites, including some exposure to outside elements.
• Exposure to potentially dangerous materials and situations, requiring adherence to extensive safety precautions and possibly the use of protective equipment.

Confidential Employee:

A confidential employee is someone who helps formulate management policies regarding worker conditions and has access to confidential information that helps formulate those labor policies. Some possible examples of confidential employee job titles are: secretaries, assistants to supervisors or managers, and anyone in labor relations departments or HR. If a worker is typically in management meetings, but not a manager themselves, they may well be a confidential employee. These are personnel who assist and act in a confidential capacity to management personnel, or as someone who has regular access to confidential information re: bargaining strategy or changes the employer anticipates may result from the collective bargaining process.

Supervises:

Directors and Managers as assigned.