Site Operations Manager, Temporary

POSITION: Site Operations Manager, Temporary
DEPARTMENT: Administration
REPORTS TO: Site Director
LOCATION: Native American Health Center, Inc. (NAHC), 3124 International Blvd. Oakland, CA 94601
WORK HOURS: Temporary, 40 hours per week, 100% FTE
STATUS: Non-Union, Non-Exempt

The Site Manager (SM) provides routine to complex administrative support for all positions at the site and requires a thorough understanding of clinic policies and procedures under minimal supervision. This position communicates with contacts at all levels, both within and outside of the organization, and is responsible for tasks and issues of a highly confidential nature. The SM will serve as an administrative and operations resource to all site departments (i.e. Medical, Dental, Behavioral Health and CWD) and directly supervise the site administrative assistant.

• Support Site Director in all their duties and effectively carry out assigned responsibilities.
• Work collaboratively with the Site Director to coordinate and supervise daily site operations. Make decisions within scope of delegated authority under the direction of the Site Director.
• Manage day-to-day operations of the clinic, including responding to first line client complaints as they arise.
• Assist in implementing strategic plans and goals for the site.
• Serve as a liaison on Site Director's behalf for clinic operations when needed.
• Actively participate in internal quality improvement teams and work with members proactively to drive quality improvement initiatives in accordance with the mission and strategic goals of the organization, federal and state laws and regulations, and accreditation standards, when assigned.

• Organize and prepare routine correspondence for the site director as well as complex documents including reports, spreadsheets, presentations and various forms of communication documents requiring the integration of multiple office technologies and software applications.
• Receive and screen telephone calls, letters, and/or visitors; makes referrals, answers questions and researches answers to questions as appropriate.
• Receive communication content; produce communication memos/notices/updates (e.g., flyers, project updates) and distribute communication as directed.
• Receive member concerns/requests for information; demonstrates excellent customer service skills; utilizes documentation and proper member concern referral requirements.
• Create operational reports and submit them to the Site Director or other executives.
• Receive internal/external requests for information concerning site director’s projects/programs; provides information when authorized; follows up to ensure requests for information were met.

• Maintain scheduling of events and represent the organization on the Site Director's behalf when needed.
• Record and prepare meeting minutes, as directed, and distribute meeting summary notes in a timely and proactive manner.
• Under direction of site director, create clinic meeting calendar; create and monitor provider schedules and prepare meeting agendas; record and distribute meeting summary notes in a timely and proactive manner.
• Oversee coordination of catering arrangements for meetings.
• Coordinate travel arrangements for site director, including making reservations for transportation, hotel reservations and registration fees; maintain and coordinate itineraries and preparation for travel related activities, including travel reports. Work with providers on credentialing, privileging and compliance paperwork.
• Support grants and contracts and have a thorough understanding of contract requirements and grant deliverables.

• Oversee Petty cash process and tracking.
• Research fiscal issues and proactively work with accounts payable, accounts receivable and grants and contracts to resolve identified issues.
• Foster relationships with external vendors and provide purchasing and cost comparison recommendations when purchasing items.
• Assist site director in the following record management activities; budget tracking and record keeping, process requisitions, invoices, personnel allocations, and tracks and compiles…