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Director of Operations

All Nations Health Center
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JOB DESCRIPTION

TITLE: Director of Operations

  • DEPARTMENT: Administration

REPORTS TO: Executive Director

FLSA STATUS: Exempt

EMPLOYEE STATUS: Full-Time

SALARY: $85,000-$95,000

To apply: Please visit www.allnations.health/careers/ to complete an All Nations application. Completed applications can be dropped off at the clinic (830 W Central Ave. or emailed to Kiana Davis at kdavis@allnations.health)

POSITION SUMMARY

The Director of Operations provides leadership, direction, and ongoing management of all aspects of the assigned All Nations site(s). This position is responsible for financial and operational performance and is accountable for communicating and implementing All Nations’ strategic initiatives and meeting the goals in ways that ensure our facility environments are safe, effective, and high performing. The Director of Operations interfaces with the Administrative Team to optimize the patient experience by utilizing data, analyzing processes and systems that improve patient health outcomes, and increasing the efficiency and capacity of the site(s). This position collaborates with clinical and departmental leaders to ensure services are provided utilizing holistic, team-based, patient-centered, integrated care practices that address patient needs.

MAJOR DUTIES AND RESPONSIBILITIES

  • Provide leadership, guidance, and direction to department leadership; coach, mentor, and develop department leaders’ capacity to manage all aspects of clinical practice effectively.
  • Collaborate with department leaders to develop operational objectives that align with All Nation’s strategic plan and mission, ensure effective implementation, and continuously monitor and evaluate effectiveness.
  • Collaborate with department leaders and outside contractors, such as Indian Health Service, to optimize workflows, operational processes, and overall functionality of the clinical sites.
  • Provide guidance and oversee the implementation of new programming related to improved clinical care and enhanced health outcomes.
  • Collaborate with other department leaders and direct the creation, implementation, and evaluation of clinic support systems and procedures.
  • Establish, administer, and maintain nonclinical and clinical (nursing/medical assistant) policies and procedures encompassing all department aspects to ensure efficient and effective site operations.
  • Supervise the Front Desk personnel and serve as a backup for front desk operations as needed, including scheduling providers, coordinating daily clinical functions, and managing fill-in/backup front desk personnel schedules.
  • Supervisory responsibilities: signing and submitting timecards, purchase requests, and other documents in a timely manner.
  • Collaborate with clinical leaders and health information technology staff to monitor the clinical performance of the EHR.
  • Review, analyze, and evaluate monthly financial and statistical information and productivity reports with department leaders. Ensures necessary adjustments are executed to stay within budget parameters and meet performance goals.
  • Oversee all organizational facilities' maintenance, safety, and functionality, ensuring compliance with health, safety, and regulatory standards while managing space utilization to support operational efficiency and staff needs.
  • Develop and implement facilities management policies, preventive maintenance schedules, and emergency preparedness plans.
  • Coordinate with vendors and contractors for repairs, upgrades, and routine services, ensuring cost- effectiveness and quality. Prepare and manage facilities-related budgets, including utilities, maintenance, and capital improvement projects, while fostering a welcoming and culturally appropriate environment.
  • Remain informed of current CLIA requirements, ensure all clinics are compliant, maintain current CLIA Waivers, and provide training as needed.
  • Ensure compliance with state and federal laws and regulatory requirements applicable to the clinical setting, such as the VFC program, SMS, IHS Urban Compliance Manual, HIPAA, safety/risk management, emergency preparedness, standards of care, OSHA, SUDF, Behavior Health Board, infection control standards, and scope of clinical practice.
  • Participate in performance optimization and risk management activities as required.
  • Provide exceptional customer service and model the mission of All Nations when interacting with internal and external stakeholders, promoting a positive image for the health center.
  • Develops and monitors HIPAA-compliant privacy program, investigating incidents in which a breach of PHI may have occurred, reporting breaches as necessary, and ensuring patients' rights in accordance with state and federal laws
  • Evaluates the results of overall operations regularly and systematically and reports these results to the Leadership Team, Chief Executive Officer, and Governing Board
  • Participates in hiring, interviewing, disciplinary, and performance reviews as directed;
  • Participates as an active member of the Leadership Team and attends leadership, executive, and other meetings as necessary, contributing to the organization’s decision-making process.
  • Abide by all applicable All Nations Health Center policies and procedures.
  • Other duties may be assigned as required or needed, with or without prior notification.

GOALS AND MEASUREMENTS

  • Upholds organizational integrity of the processes through which effective, efficient, and appropriate services are provided. Measurement: Performance evaluations, supervisor and peer feedback, and audits.
  • Ensure that management reports contain effective, efficient, and appropriate information.

Measurement: Periodic feedback and periodic audits.

  • Promote service delivery strategies such that the community and consumers report adequate services. Measurement: Community and consumer surveys.
  • Ensure that All Nations Health Center routinely passes and/or exceeds audit standards. Measurement: Annual medical/clinical review report and annual IHS Site Review.
  • Work within the organization such that peers and co-workers report cooperative and supportive working relations. Measurement: Agency job satisfaction surveys and staff feedback.
  • Participate in professional development such that growth is evident within the organization. Measurement: Supervision

QUALIFICATIONS

Required:

  • Bachelor's degree in Healthcare Administration, Business Administration, or a related field.
  • At least two (2) years of administrative and supervisory experience in a community health setting.
  • Experience working with American Indians and Alaska Natives (AI/AN) successfully utilizing trauma-informed and culturally competent practices.
  • Demonstrated ability to manage programmatic budgets, data reporting, and other basic administrative activities.
  • Must demonstrate knowledge of federal, state, and local regulatory policies applicable to federally qualified health centers and Indian Health Service regulations.
  • Proficiency in developing, analyzing, and managing metrics and key performance indicators (KPIs)to drive organizational performance and strategic goals.
  • Proficiency in RPMS EHR or other electronic health record systems, phone and security systems,Microsoft 365 suite (including Word, Excel, Outlook, and Teams), and Adobe Software.
  • Must be highly organized and able to carry out all responsibilities of the position with minimal day-to-day supervision.
  • Demonstrated ability to communicate effectively orally and in writing.
  • Must pass a criminal background check and OIG check prior to commencement of employment.
  • Valid MT Driver’s License and clean driving record.

Preferred:

  • Master’s degree is highly preferred in a related healthcare field.
  • Ability to understand and be aware of cross-cultural differences and to work effectively within their context.
  • Proficient public speaking skills.
  • Experience working with IHS, MT Tribal programs, or an Urban Indian Organization.
  • Experience working as a Director of Operations in a healthcare clinic.
  • Demonstrated expertise in private insurance, Medicaid, Medicare, and/or other third-party billing processes.
  • Experience in gathering, measuring, analyzing, and reporting technical data is preferred.

PHYSICAL DEMANDS

Essential job duties may occasionally require lifting, pushing, and pulling up to 50 pounds. Candidates must also be able to stoop, kneel, crouch, and perform reaching, handling, grasping, and tactile movements as needed. The ability to hear conversational speech and maintain clear vision up close and at a distance is required.

Preference in employment is given to qualified Native American candidates in accordance with Title 42CFR36.221.

To apply: Please visit www.allnations.health/careers/ to complete an All Nations application. Completed applications can be dropped off at the clinic (830 W Central Ave. or emailed to Kiana Davis at kdavis@allnations.health)