Chief of Staff to the Chief Executive Officer (COS)

JOB DESCRIPTION

 Location:   Corporate Administration Bakersfield

 Job Summary:      The Chief of Staff to the Chief Executive Officer of Omni Family Health is responsible for planning and directing the administrative, clinical, operational and financial initiatives of the organization and provides strategic advice to the Chief Executive Officer and/or the Executive Management Team to improve the daily management of the organization. The primary responsibility of the COS is to ensure the priorities of the CEO are executed upon, and will work with team members across the organization to ensure this objective is completed. This role requires significant independence, analytical skills, strong relationship building abilities, ample people and project management experience, flexibility and discretion. The COS is the Chief Executive Officer’s primary advisor and partner on internal and external affairs.

Job Duties:

  1. Serve as critical thought-partner to the CEO and to the Executive Management Team, while providing sound counsel and maintaining complete confidentiality.
  2. Collaborate with CEO in reviewing progress toward meeting organizational goals and objectives.
  3. Drive implementation of current strategic plan, including development of benchmarks, analysis of progress toward objectives, leadership of staff in goal setting and monitoring, and presentation of plan to the board and other stakeholders.
  4. Conduct research, analyze and interpret information, problems and proposals to ensure objective and complete information is provided to the CEO for decision making.
  5. Provide a bridge for smooth and productive communication between the CEO and internal departments, demonstrating leadership to maintain credibility, trust and support with executive management and staff.
  6. Create and operate a reporting system that allows for a timely flow of necessary data into the office of the CEO from all relevant departments and direct reports.
  7. Provide project leadership; prioritize simultaneous or conflicting needs; handle matters expeditiously, proactively and follow-through on projects to successful completion, often with deadline pressures.
  8. Hold executive leadership accountable for the development of annual operating plans and budgets, as well as adherence to same, and ensure these plans and budgets are consistent with the mission and strategic plans of the organization.
  9. Serve as a first alert system – an extra set of eyes and ears – keeping the CEO aware of unanticipated problems to be addressed or opportunities to be considered.
  10. Lead development, planning, implementation, and analysis of special projects or initiatives that may arise.

Job Requirements:

  1. Work closely with the Executive Assistant to the CEO to ensure the appropriate management of the CEO’s calendar so that all priorities are met and proactively planned.
  2. Handle complex situations and multiple responsibilities simultaneously, mixing long-term projects with the urgency of immediate demands.
  3. Must possess exceptional communication skills, knowledge of community needs, and willing to participate in some community activities when required.
  4. Accountable for implementing decisions made by the CEO.
  5. Draft communications on behalf of the CEO including internal and external communications and scheduled updates to the Board of Directors.
  6. Able to function independently and create his/her 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 OFH mission statement.
  9. Compliance – Ensure compliance with all local, state and federal regulations.
  10. QA/QI – Participate in QA/QI activities and contribute towards the overall performance improvement of the organization.

Professional, Technical Knowledge, Key Skills and Characteristics:

  1. Provides operational and project management leadership across the organization.
  2. Knowledge of the practices of medicine, dentistry and mental health sufficient to understand their roles within the organization and the health care industry at large.
  3. Knowledge of accounting and financial analysis practices sufficient to understand financial reports and the impact of financial performance on the organization’s operations.
  4. Proficient computer skills including the ability to prepare correspondence and reports in the use of Microsoft Office applications; Word, Outlook and PowerPoint and summarize and report data in Excel spreadsheets.
  5. Represents the organization in a professional and effective manner to the community.
  6. Relates and interacts with staff at all levels of the organization.
  7. Demonstrates excellent analytical, quantitative and financial skills.
  8. Evaluates and effectively addresses highly complex issues and problems.
  9. Demonstrates superior leadership and management skills.
  10. Understands concepts of quality assurance and improvement systems and documentation.
  11. Identifies best practices in other community health centers to consider for incorporation in OFH operations.
  12. Unquestionable personal code of ethics, integrity, diversity and trust.
  13. Ability to give and receive constructive criticism and hold individuals accountable by coaching and providing performance feedback.
  14. Must possess authority and confidence to make decisions.
  15. Passionate about supporting CEO in execution of priorities and projects but be content remaining largely outside of the spotlight.
  16. Handle sensitive and confidential information with tact, diplomacy, discretion and judgement.
  17. A reputation for responsiveness, thoroughness and accuracy.

Additional Duties and Responsibilities

  1. HIPAA compliance – Responsible for maintaining abreast of and in compliance with all HIPAA regulations and requirements. Treat all member information confidential.
  2. Compliance – Ensure compliance with all local, state and federal regulations.
  3. Quality Assurance/Quality Improvement- Participate in QA/QI activities and contribute towards the overall performance improvement of the organization.
  4. IT – Required learning and using the Electronic Health Record and Electronic Practice Management System (EHR/EPM) and its components. As required by the job functions and highlighted in the Policies and Procedures. These components include NextGen, Schedule Anywhere and other electronic features, as they are developed and implemented, as applicable to work environment. Also will need to work closely with IT in the development of dashboards and reports to support medical and nursing functions in the day-to-day operations and strategizing.
  5. All employees will participate in Patient Centered Health Home Model at Omni Family Health.

Qualifications, Education, and Experience:

  1. Master’s degree or equivalent from an accredited college or university; Law or medical degree, including mid-level or nursing certification preferred.
  2. Authoritative knowledge of the principles of practice and techniques in Federally Qualified Health Centers (FQHCs) is highly desirable.
  3. 7-10 years related professional experience, or equivalent combination of education and experience in a management/strategic role.
  4. Strong project management skills and ability to lead multiple projects forward effectively.

Responsible to:     Chief Executive Officer

Classification:       Full Time Position, Exempt