Chief Operating Officer

POSITION SUMMARY:

As a member of an interdisciplinary management team of the Bond Community Health Center, Inc. (BCHC), the Chief Operating Officer (COO) is designated the authority of second in command and serves as the chief in charge in the absence of the Chief Executive Officer (CEO). He / She is responsible for future planning as well as overseeing the financial, facilities, human resources and Management Information Systems of the organization. General areas of responsibility include developing and implementing policies and procedures related to budgeting, accounting and human resource functions, overseeing contracts, the Purchase of Service Agreement (POS) process, and management of the facility, client reception and registration services, automated systems and data management, and performance improvement activities.

POSITION RESPONSIBILITIES:

1. Conduct and maintain regular staffing analysis for effective/efficient operations with a continued focus on cost reduction and make recommendations to the CEO as a result.
2. Effectively represent BCHC and its clients in interagency contractual relations. Related responsibilities include, but are not limited to:
3. In collaboration with the Chief Financial Officer (CFO), oversee linkages with contractual affiliates, assuring the processing of Purchase of Service (POS) Agreements, the monitoring of POS budgets and contractor's expenses, and that the expansion programs are evaluated annually, meet the rules and regulations of all funding sources as well as federal and state regulations and that the programs advance the mission and philosophy of BCHC.
4. Serve on external committees representing BCHC.
5. Effectively facilitate intra-agency communications. Related duties include, but are not limited to:
6. Participate in regularly scheduled meetings with members of the management team, the Officers, and the Board of Directors.
7. Give presentations on financial, human resources, and quality improvement activities to management, staff, and Board of Directors.
8. Disseminate incoming information to the appropriate staff.
9. Effectively manage the processing of financial transactions and reporting in collaboration with the Chief Financial Officer. Related duties include, but are not limited to:
10. In collaboration with the Chief Financial Officer, prepare BCHC budgets for approval by the Chief Executive Officer and Board of Directors.
11. Participate in the design, implementation, evaluation, and improvement of third party billing activities. 
12. In collaboration with the CFO make recommendations on fiscal matters to BCHC management and the Board.
13. Produce accurate, complete, and timely reports for management purposes.
14. Effectively develop and manage a centralized Human Resources function. Related duties include, but are not limited to:
15. Oversee the development, management and evaluation of the centralized human resource function within the agency, including a manual of human resources policies and procedures.
16. Oversee the administration of the BCHC employees' benefit package including participating in the selection of benefits and suppliers.
17. Assure the monitoring of BCHC compliance with Contractor human resource policies and serve as an internal resource to staff.
18. Make recommendations on human resource matters to the CEO and Board.
19. Assure the implementation of a staff development program.
20. Effectively manage the facility, equipment, security, risk management, and volunteer activities. Related duties include, but are not limited to:
21. Oversee the contracting and maintenance of BCHC equipment and systems.
22. Assure the coordination of all repairs.
23. Oversee the contracting of building services including but not limited to janitorial, security, waste removal, and property management.
24. Supervise the development and management of the annual facility and equipment budget to be submitted to the CFO.
25. In conjunction with the management team and the Board, develop, recommend and implement plans for risk management.
26. Serve as a liaison to insurance brokers and carriers.
27. Support the acquisition, installation, maintenance and training regarding fax machines, copiers and telephones.
28. Effectively oversee the recruitment, assignment, and retention of volunteers. 
29. Effectively develop, oversee and maintain BCHC automated systems, but are not limited to:
30. Plan, implement and maintain information and communications systems, including the computer network.
31. Support the acquisition, installation, maintenance and training regarding computer software packages. These packages include but are not limited to word processing, accounting, and email.
32. Design and oversee the backup and security procedures for the computer network.
33. Develop, implement and maintain an Information Systems Policies and Procedures Manual.
34. Develop and manage the annual information systems budget to be submitted to the CFO.
35. Effectively oversee the flow of operations of the administrative office`. Related duties include, but are not limited to:
36. Oversee secretarial support and telephone operators.
37. Develop, implement and maintain office policies and procedures to ensure smooth flow of operations and maximization of resources.
38.  Effectively oversee performance improvement activities, in collaboration with the Medical Director. Related duties include, but are not limited to:
39. In conjunction with the management team and the Board, develop, recommend and implement plans for an annual operating and performance improvement plan.
40. Educate staff regarding each department's participation in performance improvement activities.
41. Assist each department in identifying and undertaking specific performance improvement activities.
42. Serve as the focal point for agency-wide Operational Performance Review (OPR) and HIPAA-related activities.
43. Make recommendations on performance improvement matters to BCHC management and the Board.
44.   Effectively oversee the reception and registration of individuals seeking services at BCHC and the appropriate maintenance of medical records for these persons in collaboration with the Director of Operations. Related duties include, but are not limited to:  
45. Assure appropriate scheduling of client services staff in order to provide timely services.
46. Assure appropriate supervision of client services staff.
47. Assure that guidelines exist and are utilized for evaluation of client services staff.
48. Oversee data collection and data entry in BCHC database.
49. Ensure that accurate information is assembled through the client database to support timely third part billing.
50.   Provide appropriate supervision of staff reporting directly to the COO. Related duties include, but are not limited to:
51.  Conduct performance evaluations on a regularly scheduled basis (at least annually). 
52. Assure appropriate scheduling of directly reporting staff in order to provide adequate and effective services.

OTHER JOB FUNCTIONS

1. Actively participate in advocacy activities that support the mission of BCHC.
2. Appropriately perform other activities not described above that are deemed appropriate by the Chief Executive Officer.

Requirements

EDUCATION/WORK EXPERIENCE:

• Master's Degree in Public Administration or related field or five years progressively responsible experience as a health care administrator  
• Good interpersonal skills.
• The ability to work independently, and handle multiple priorities and tasks.
• The ability to work effectively with persons of varying degrees of education and professional expertise in a multi-disciplinary team setting.
• Knowledge of finance, grants, and contract management.  
• Knowledge of quality improvement methodologies.
• Knowledge of Human Resources administration.
• Clinical background and 10-15 years nonprofit experience is desirable

SPECIFIC REQUIREMENTS:

• Able to read, write, and speak the English language.
• Able to organize work.
• Able to work harmoniously with other personnel.
• Able to give clear verbal and written instructions.
• Able to work independently.
• Knowledgeable in the use of computers.

COMPLEXITY:

• Requires ability to think independently and respond quickly to a variety of demands. 
• Also requires current knowledge of constantly changing financial environment within the Health Care industry. 
• Must be able to work within a multicultural environment. 

INTERPERSONAL CONTACTS:

Chief Executive Officer will interact with all departments at BOND and those located within Apalachee as needed, outside vendors, contracting agencies and regulatory agencies. 

RESPONSIBILITY FOR CONFIDENTIAL MATTERS:

Confidentiality is of the UTMOST IMPORTANCE. This position is exposed to detailed and sensitive information regarding Center operations and Patient information. Any violations direct and implied are grounds for dismissal. 

THE EFFECT OF ERRORS:

Inability to meet organization's obligations: Embarrassment, Loss of Funding, Penalty from funding sources, etc. 

HOURS OF WORK: 40 hours per week and as needed.

SALARY RANGE: As specified in the Notice of Hire