POSITION SUMMARY
The Site Operations Manager (SOM) is essential in the administration and operational functioning of the site. This multifaceted role is vital as it encompasses a wide range of responsibilities, including administrative management, operational support, emergency preparedness, responsiveness, and site communication, which are all critical for maintaining and optimizing site activities. The SOM acts as a central resource supporting efforts for 7D departments’ efficiency, ensure compliance standards, while fostering a collaborative atmosphere throughout the organization and amongst external partners. This position does require the ability to work one (1) Saturday a quarter.
The Native American Health Center is an accredited institution and adheres to the standards of excellence set forth by the Accreditation Association of Ambulatory Health Care (AAAHC) and the Commission of Dental Accreditation (CODA).
DUTIES AND RESPONSIBILITIES
1. In accordance with their scope of delegated authority, the SOM will collaborate to assist 7D Directors by effectively carrying out assigned responsibilities related to the coordination and oversight of the daily operations at the 7D site.
2. Manage day-to-day site occurrences, which includes addressing building related emergencies, in collaboration with facilities operations.
3. Assist in various tasks and projects to facilitate the execution of strategic plans and objectives for the 7D site. This may include developing reports, resource
tools, presentations or workbooks by utilizing software such as Smartsheets, PowerPoint or Excel.
4. Maintain a sufficient inventory of supplies consistently, by overseeing inventory management, monitoring stock levels, coordinating procurement, and purchasing necessary items.
Communication
5. Receive member concerns, feedback and gather additional information, as needed to support with the resolution of the concern at hand. Prepare and mail
member correspondence related to resolutions or warning indications.
6. Handle and evaluate incoming telephone calls, correspondence, and visitors; respond to inquiries, and conduct research to find appropriate answers to
questions.
7. Acknowledge and respond to both internal and external inquiries regarding site operations, projects, and programs; furnish information as permitted and follow
up to confirm that all information requests have been satisfactorily addressed.
8. Arrange and draft regular correspondence for 7D Directors, along with intricate documents such as reports, spreadsheets, presentations and various
communication materials that necessitate the use of multiple office technologies and software applications.
9. Obtain communication materials; create site communications, memoranda, announcements, updates (e.g., e-mails, flyers, project updates) and disseminate
these communications as instructed.
Coordination
10. Oversee the scheduling of events and management of calendars for shared work spaces at the site, and act as a representative of the organization on behalf of the Director of Operations, as needed.
11. Organize catering services for meetings at the site.
12. Under the direction of the 7D directors, oversee programs or temporary initiatives (e.g., car seat program, transportation services) and associated processes,
which include monitoring, reporting and ensuring deliverables are achieved, as required.
Fiscal
13. Manage, monitor and consolidate all Petty cash, gift card and transportation tickets processes by keeping a comprehensive record of all transactions, tracking
expenditures and submitting requests for replenishment to the finance department.
14. Cultivate partnerships with external suppliers, offering recommendations for purchasing and cost comparisons when acquiring items.
15. Investigate financial issues and work collaboratively with accounts payable, accounts receivable and grants and contracts to resolve any identified concerns.
16. Support 7D directors in various record management tasks; including budget monitoring and documentation, processing requisitions and invoices, and
compiling monthly expense reports along with receipts for credit card reconciliation.
Compliance and Risk Management
17. Responsible for ensuring Emergency Disaster Response and Safety Programs are implemented and sustained at the site and is responsible for performing
comprehensive site walk-throughs for safety and HIPAA compliance and required site drills.
18. Ensures the building conditions are in adherence to compliance standards and is prepared for audits as required by OSHA, relevant regulations, internal policies and NAHC standards.
19. Maintains comprehensive records, including those related to building status, licensure, permits and equipment maintenance. Corroborate annual site building
inspection is conducted, document any necessary corrections and support with corrective action plans to completion.
20. Responsible for performing ergonomic assessments for all personnel at 7D site, which includes scheduling, executing assessment, acquiring essential
equipment, overseeing installation, conducting follow up evaluations, accurately documenting completed assessments, and ensuring that all documentation is
forwarded to Human Resources (HR).
21. Work with supervisor and Safety Committee in the follow up, tracking and closeout of Unusual Occurrences.
22. Report staff injury to workers compensation carrier in emergency situations (i.e. needle sticks) and coordinate incident/injury investigations for workers
compensation claims in conjunction with Human Resources.
23. Effectively work with Site Safety Leaders to promote, teach, develop and maintain a continually improving safety culture (IIPP – Illness & Injury Prevention
Program.)
24. Must maintain compliance with ergonomic safety standards; be mindful of posture and regularly practice ergonomic stretches.
25. Safety: Responsible for ensuring that all duties, responsibilities and operations are performed with the utmost regard for the safety and health of all personnel
involved, including themselves.
26. Safety: Take appropriate corrective actions to address matters pertaining to employee health and safety that have been brought to their attention.
27. Quality Improvement: Actively participate in internal quality improvement initiatives 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.
Human Resources
28. Under the delegation of 7D directors, act as a support in gathering information and documenting summaries for personnel issues for the facilitation of resolution.
29. Act as the site HR liaison between supervisors, new employees, and HR.
30. Assist supervisors with new hire onboarding activities and site orientation, facilitate the initial set up of work stations, scheduling of introductory meetings,
reviewing site safety and emergency preparedness protocols.
31. Works extremely well under pressure, meet multiple and often competing deadlines. At all times demonstrate cooperative behavior with supervisors,
subordinates, colleagues, clients and the community.
Parking Permit/Parking Lot Management
32. Coordinate parking permit applications, parking assignment and permit issuance.
33. Maintain tracking logs for assigned parking, waitlist management and reporting
to Payroll and Finance Department.
34. Create and send out correspondences/notifications to all staff or NAHC staff with parking permits.
35. Other duties as assigned by supervisor.
