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Assoc Dir, Administration, Operations & Systems (Hybrid)
Job Number: 2023-44623
Category: Management
Location: Shrewsbury, MA
Shift: Day
Exempt/Non-Exempt: Exempt
Business Unit: ForHealth Consulting
Department: ForHealth Consulting - Disability Services - W401800
Job Type: Full-Time
Salary Grade: 47
Num. Openings: 1
Post Date: Oct. 7, 2023
GENERAL SUMMARY OF POSITION:
The Associate Director, Administration, Operations & Systems, develops and oversees the implementation and daily management of operational requirements and deliverables, administrative services, and systems.
MAJOR RESPONSIBILITIES:
- Manages and provides overall direction to operation teams, which may consist of administrative managers, project coordinators, and administrative support and data entry staff for the development of project statements, work plans, report analyses, and contract deliverables.
- Assess current business operating systems and service levels, processes, and workflows; initiate change as needed to ensure the department functions as a solution-oriented and valued resource.
- Assumes responsibility for communication with state agency staff in creating and implementing appropriate program designs and work plans, convening team meetings as appropriate.
- Manages day-to-day logistics and operational needs of the projects or programs, which may require interface with the Senior Director, the Director, and other senior staff.
- Identifies and addresses problems which may adversely affect performance of ISA work.
- Abstracts results from large data analysis sets, summarizes findings and incorporates pertinent information into comprehensive management and ad hoc reporting, as well as project presentations.
- Oversees departmental administrative functions, including coordination of expense reimbursement.
- Directs, prepares and ensures the accurate and timely completion of comprehensive management ad hoc and enrollment reporting for contractual and internal use.
- Oversees operational and clinical staff's interface with information systems/technology functions including both internally and externally owned databases.
- Implement systems including measures and controls for achieving contract compliance as it relates to specific deliverables such as medical records documentation, timeliness of visits for defined categories, and all other operational contract deliverables.
- Leads and directs internal and external project teams to ensure the successful development, maintenance and ongoing improvement of systems required to deliver cost-effective solutions for clients that adhere to government regulations and meet/exceed client contracts and obligations within budget parameters.
- Identifies necessary resources to perform program work, monitors work progress including data analysis and report development, and oversees its timely completion.
- Manage all business operating systems and standards, related business requirements and operational staffing needs for assigned areas.
- Represents department at state agency/client level, during key operational and systems initiatives; serving as subject matter expert.
- Develops and maintains strong relations with peers, key CWM business leaders, and other key clients/constituencies as appropriate to ensure efficient operations.
- Identify, assess and focus solutions to address client needs and department challenges.
- Oversee all prior authorization operational activities; lead to resolve process and system issues.
- Develops and recommends new policy and procedures to Director and executive management in order to improve operational efficiency and consistency in operating practices when appropriate.
- Establish/implement/enhance best practices and performance metrics to ensure operational efficiency.
- Participate in performance improvement initiatives and demonstrate the use of quality improvement in daily operations.
- Lead, manage and develop staff in assigned areas. Assist with the management and development of other staff as appropriate.
- Work independently to successfully achieve established objectives and deliverables.
- Develop and maintain relationships with key potential business partners.
- Manages program support staff to effectively accomplish departmental goals and objectives. Trains, supervises, and evaluates administrative staff.
- Participates in program development; manages enrollment processes and procedures.
- Oversee and provide leadership for the coordination and administrative services within each of the programs.
- Works with the leadership team to establish efficient office procedures and policies.
- Facilitates a positive working relationship between administrative and clinical staff and state agencies, as appropriate.
- Interfaces with Human Resources Department on personnel-related issues as needed.
- Maintains the confidentiality of all business documents and correspondence.
- Attends and participates in meetings as required.
- Comply with established departmental policies procedures and objectives.
- Comply with all health and safety regulations and requirements.
- Performs other similar and related duties as required or as directed.
ADDITIONAL RESPONSIBILITIES:
- Provides input into non-technical portions of grant and contract proposals involving a variety of funding sources and agencies.
- Participates in performance improvement initiatives and demonstrates use of quality improvement principles and methods.
- Collaborates with centralized departmental administrative and finance staff to ensure all personnel action activity related to hiring, firing, performance measurement, contracting, and funding are completed accurately and in a timely manner.
REQUIRED QUALIFICATIONS:
- Master's degree in human service management, accounting, business administration or related field, or equivalent experience.
- 3-5 years related professional experience.
- Knowledge in program operations information systems and program management.
- Strong inter-personal and supervisory skills.
- Strong oral and written presentation skills.
- Strong analytic skills and proven competence in independent problem solving.
- Superior computer skills including strong knowledge of spreadsheet software and/or financial management applications.
- Ability to travel to off-site locations.
- Must be able to carry out the essential functions of this position, with reasonable accommodation if disabled.
- Demonstrated outstanding verbal and written communication skills.
- Proven problem-solving skills including innovation, flexibility and creativity.
- Demonstrated leadership skills including the ability to build productive teams and motivate individuals at all levels of an organization in the pursuit of common objectives.
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