Executive Coordinator Position, Community Health (working for alumna) – App. Deadline Extended to April 7th
Message from Career Services
Dear Students,
Are you interested in finding an entry-level administration, project management and/or community health position? A place where you can gain a birds-eye view of what it’s like to run a large, multi-site health center? If you answered yes, don’t miss out on applying to this excellent opportunity with Outer Cape Health Services (OCHS).
OCHS is looking to hire an Executive Coordinator to support CEO Sally Deane and its Board of Directors, and to serve as the chief of staff between the CEO and senior management team: coordinating communications, briefs and projects within a context of multiple service sites, rapid rebuilding and expansion of facilities and services. Long affiliated with Beth Israel Deaconess Medical Center (BIDMC), a Harvard Medical School teaching hospital in Boston, OCHS admits most of its routine acute hospital admissions to Cape Cod Hospital in Hyannis and tertiary admissions to BIDMC. OCHS is accredited as a Patient Centered Medical Home.
The position provides an excellent entry level management opportunity with opportunity for advancement in a growing, dynamic and public health vision shaped organization operating three ambulatory service centers, providing primary care, urgent care, specialty (including but not limited to dental, mental health, cardiology, infectious disease, pulmonary, and orthopedics). Additional details are below.
If you are interested, please email resume with cover letter to HR@outercape.org no later than April 7. Applicants will be notified early in the week of April 7th if they are selected to interview on campus (Location: SPH Career Center, Talbot 113 East). Applicants should hold April 11th from 12-5pm for potential interview date with CEO and SPH Alumna, Sally Deane.
Thank you, and we hope to see an SPH candidate land this terrific position!
Best,
Lisa Toby
Overview
Outer Cape Health Services, Inc. (OCHS) is a rapidly growing $15M rural federally qualified health center (FQHC) serving 19,000 unique patients in 2013, serving the 8 towns of the Lower and Outer Cape Cod. Long affiliated with Beth Israel Deaconess Medical Center (BIDMC), a Harvard Medical School teaching hospital in Boston, OCHS admits most of its routine acute hospital admissions to Cape Cod Hospital in Hyannis and tertiary admissions to BIDMC.
Outer Cape Health Services is seeking to fill its Executive Coordinator position to support the CEO and Board of Directors and serve as the chief of staff between the CEO and senior management team, coordinating communications, briefs and projects within a context of multiple service sites, rapid rebuilding and expansion of facilities and services.
The position provides entry level management opportunity with opportunity for advancement in a growing, dynamic and public health vision shaped organization operating three ambulatory service centers, providing primary care, urgent care, specialty (including but not limited to dental, mental health, cardiology, infectious disease, pulmonary, and orthopedics). OCHS also operates two retail pharmacies and a contracted long term care pharmacy, radiology services including digital radiology, mammography and bone density. OCHS is the largest provider of primary care in its catchment area and largest non-governmental employer. OCHS is accredited as a Patient Centered Medical Home and for ambulatory care by The Joint Commission, American College of Radiology for mammography, and is licensed by the Mass. Department of Public Health.
Summary of Role
Under the direction of the CEO, coordinates executive management team functions and governance of the organization. Manages the agenda, prepares meeting notes, internal communications and follow up of senior management and operations staff meetings. Manages the CEO’s schedule, preparatory and reference materials and follow up of all meetings with external funders, stakeholders, and, on occasion, stands in for the CEO at meetings to assist in the general administration of the organization. As delegated by the CEO, drafts briefs and provides project management on matters ranging from clinical operations and program management to strategic planning, marketing, financial management, human resource management, facilities planning and construction, fundraising, capital campaigns and donor relations. As available, provides support to Medical Director, Chief Operating Officer and Director of Program Management. Under guidance of CEO, prepares timely meeting notices and required materials for the Board of Directors. Drafts Board and committee minutes for Board approval and maintains corporate records for the Board of Directors.
ESSENTIAL JOB FUNCTIONS*
Coordinates the support to the Chief Executive Officer (CEO):
Assists in triaging and delegating to senior managers matters delegated by the CEO and ensures timely and informed communications.
Prepares and organizes materials necessary for the CEO to complete priorities and general responsibilities.
Screens calls, takes messages and handles routine (including electronic) correspondence and questions providing follows up on issues as appropriate.
Coordinates all logistics necessary for the smooth operation of the CEO, COO, Medical Director and Director of Program Management of the organization.
Improves executive office operational efficiencies and protocols, utilizing Six Sigma or LEAN methodologies.
Provides support for Board action and relations:
Prepares meeting notices, agendas, and minutes
Maintains accurate corporate records
Coordinates Board of Directors and other committee meeting arrangements as directed by the CEO.
Serves as communications link between CEO and other constituencies:
Provides support for internal communications with Senior Managers, Board of Directors, and patients
Provides support for communications with interagency representatives such as the Mass. League of Community Health Centers, local Town authorities and collaborative service partners such as Councils on Aging.
Supports positive two-way communication between the CEO, the general public, patients and the media.
Supports positive two-way communications with all employees.
Acts as the primary communications link and liaison for the CEO with the Board of Directors and its committees. May answer routine questions from the board members and exercises discretion in matters to be referred directly to the CEO or directors.
Assists the CEO in promoting a positive relationship with Beth Israel Deaconess Care Organization and Beth Israel Deaconess Medical Center and Community Care Alliance staff and departments and, as appropriate, Cape Cod Healthcare.
Coordinates responsive, informed communications between OCHS and Massachusetts Department of Public Health Division of Health Care Safety and Licensure, The Joint Commission, and the Bureau of Primary Care, Health Resources Services Administration.
Maintains Board Orientation Manual and ensures that it updated and available to the Board members.
OTHER DUTIES AND RESPONSIBILITIES
Works with Medical Director, Chief Operating Officer and Director of Program Management as delegated to provide project management.
Prepares and schedules regular meetings between CEO and all senior managers directly reporting to the CEO including.
Maintains a centralized database of availability (including vacation schedules and required external meetings) of senior managers.
Develops and files agendas and work plans agreed between the CEO and directly reporting senior managers
Develops and tracks preparation of annual calendar and tracks preparation and completion of all major financial, human resource, employer, grant, and other required filings and major activities of the Board and organization.
PREPARATION, KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
Excellent organizational and interpersonal relationship skills.
Strong written and oral communication skills. Writing sample required.
Working knowledge of health services policy and management.
Excellent computer skills including word processing/data entry, excel and database maintenance (such as Project Management software).
Ability to work in a fast paced environment, requiring resourcefulness, self-direction and problem solving
Ability to manage multiple tasks and projects, to balance a number of varied tasks. While handling stress in a positive way.
Physical ability to sit and stand for long periods of time. May be required to lift small loads.
Physical ability to sit and work on a computer for long periods and to communicate verbally by telephone essential.
Ability to travel by car to all clinic sites.
College degree required. Master’s degree in public health, health services management or related field preferred. At least one year experience in health services management or support role required.
Ability to work positively with a wide range of people, from both inside and outside Outer Cape Health Services, while maintaining a professional and responsive manner at all times.
