Job Summary

Directs office, administrative, and clinic operations to include staff supervision and human resource functions. Responsible for office and inventory management, program functions including some staffing and clinic scheduling, financial oversite of office operations, volunteer screening, data tracking and record keeping. Partner with the Executive Director, Development Officer, the Board of Directors and other key leadership personnel to assess program and clinic operations and participate in visioning and strategic planning.

Job Responsibilities

Operations Leadership:

• Develop monthly/weekly clinic schedules, partnering with clinic personnel.

• Foster working relationships with key clinic facility site contacts and personnel.

• Supervision of assigned staff.

• Establish initial contact with volunteer applicants, working with SMHC staff to assist with onboarding process.

• Inventory oversite and management of inventory personnel, monitoring supplies, tracking, ordering, vendor contacts, etc.

• Visit clinic sites as needed to foster a presence, deliver supplies and get acquainted with personnel.

Administrative Functions

• Provide support for Board of Director meetings and activities, including planning agendas, taking minutes, meeting record keeping and essential communications with Board members.

• Schedule meetings, materials readiness, essential meeting minutes and communication notices as necessary, internal/external correspondence for SMHC Leadership.

• With the Executive Director, partner with medical director to oversee appropriate clinical services, including review of patient care needs and appropriate patient placement and eligibility.

• Timely bookkeeping functions to include payment of monthly invoices, record keeping and tracking, collaborating with the Finance office personnel and SMHC leadership.

• Coordinating services provided by volunteers, licensed and unlicensed, who support clinic operations.

• Alongside the Director of Development work on:

1. Development communications

2. Data entry and record keeping

3. Planning and attending special events such as fundraising or special outreach events

Staff Supervision

• Supervise assigned personnel including the scheduler, billing personnel and inventory specialist. including hiring, orientation, coaching and discipline, annual performance reviews and regular payroll functions.

• Direct and coordinate all activities and daily staff operations.

• Oversee the financial aspects that include staffing needs and expense management among staff.

• Throughout the year staying on top of employee performance and relations.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions of this position.

Minimum Qualifications

Education:

•  Bachelor’s degree in business, human resources or healthcare related field; experience would be considered in lieu of bachelor’s degree.

 Experience:

• Previous office management experience.

• 5+ years of supervising staff including recruiting and hiring staff, performance evaluations, monitoring job descriptions.

• Previous office work experience including financial oversight of operations.

• Previous work experience with diverse populations with varied racial and ethnic backgrounds.

• Work experience in health care setting, understanding of current health care trends and challenges and serving the underserved.

• Understanding of working in a Non-Profit environment.

• Planning, budgeting and expense management.

• Previous leadership work with senior management and Board of Directors.

• Prefer inventory management, including ordering, tracking, maintenance and vendor relationships.

Skills:

• Bi-lingual in Spanish would be preferred.

• Ability to create a positive team environment for all levels of positions.

• Excellent communication skills, verbal and written.

• Organizational strengths and time management, able to multi-task and adapt to a busy and sometimes disruptive environment.

• Maintaining confidentiality including guidelines set forth with HIPAA regulations.

• Accounting/bookkeeping skills.

• Customer service excellence.

• Fostering and promoting a healthy work culture and positive work environment.

• Demonstrate support for the clinic mission and the mission of the Sisters of St. Joseph of Carondelet.

Licenses / Certificates:

• If an RN, Minnesota RN license in good standing

• Valid driver’s license

Technology / Equipment (if applicable, the proficiencies required to perform the job):

• Microsoft Office skills

• Data entry experience

• Donor database experience preferred

Physical Demands

The requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards.

• Ability to maintain regular, punctual attendance.

• Able to sit/stand for extended periods of time with desk work or attendance at a clinic or an event representing SMHC

• Walk to/from vehicle to clinic sites

• Lift/transport essential materials to clinics or meeting site, up to 40 pounds

• Ability to perform work in office setting with amidst others’ presence and conversations

Send cover letter and resume to: apply@csjstpaul.org