ASSISTANT ADMINISTRATOR - MEDICINE ADMINISTRATION Job Number: 00123185
Job Posting : Jun 11, 2019, 5:52:57 PM Closing Date : Jun 26, 2019, 4:59:00 AM Full-time
Posting Salary : COMPETITIVE SALARY
Organization: Health and Hospital Systems
Location: John H. Stroger, Jr. Hospital
The Assistant Administrator is responsible for the coordination and execution of all administrative reporting functions within the Cook County Health (CCH) Department of Medicine, including establishing goals, hiring and training personnel, overseeing purchasing and preparing work schedules, developing and Implementing new plans and procedures. This position is also responsible for preparing, administering, and controlling budgets for the department, which frequently requires supervising and approving contracts and expenditures, reviewing reports, maintaining records and preparing correspondence. This is a highly confidential position.
This position is exempt from Career Service under the CCH Personnel Rules.
Plans, coordinates, and directs the daily operations of the CCH Department of Medicine and the division of Medicine Administration.
Supervises and coordinates, personally and through designees, activities of a large technical and clerical staff, and assists in determining staffing needs throughout the department.
Prepares fiscal reports and reconciles budgets to reflect operating costs and labor costs for areas identified by the Chair of Medicine.
Develops and coordinates the operating and capital equipment budget for the department and follows up on capital equipment status.
Creates periodic, monthly and year-end statistical reports to track personnel hours, agency usage, patient census reports, and other reports used to track departmental expenses. Collects data, compiles for analysis, researches trends and makes projections accordingly.
Generates various reports as requested by Leadership used to monitor department performance, clinical productivity and quality metrics.
Manages documents for all personnel actions and transfers, in cooperation with Leadership.
Creates and reviews personnel reports and coordinates action to remedy deficiencies identified.
Follows up and maintains records of all personnel moves with the department. Tracks various types of leave including FMLA.
Schedules and coordinates mandatory annual training as required.
Tracks mandatory compliance training for the department.
Serves as department hearing officer on labor relations issues, as needed. Works with Equal Employment Opportunity (EEO) Office to draft responses to cases addressing charges against management.
Provides high level administrative support to the Department of Medicine by preparing all departmental correspondence and drafting year end progress reports.
Supervises administrative and clerical staff and provides training to staff on computer applications and various administrative processes.
Works closely with the Leadership and support staff. Member of several internal committees as such interfaces with the following departments: Budget, HR, Administrative Staff Services, Hospital Director's Office, Payroll and Finance.
Develops requisitions and processes invoices.
Oversees payroll, expenditure control, and procurement for the Department of Medicine.
Assists in developing departmental policies and orientation materials.
Prepares documents as needed by accrediting bodies and Internal/external auditors.
Performs other related duties as assigned.
Reports to the Chair of the Department of Medicine
Bachelor's degree from accredited college or university is required . (Must provide official college/university transcript at time of interview)
Seven (7) years of experience working directly for an executive leader or department head is required .
Three (3) years of experience in preparing and consolidating budgets for multiple departments is required.
Prior experience in an administrative, financial, or operations capacity within a Healthcare or Hospital setting is required.
Prior experience with personnel administration, i.e. maintaining department FMLA and leave records, maintaining compliance training schedules, tracking performance review schedules, maintaining and updating job description library, policy manuals, etc is required.
Prior experience collecting data and preparing reports with financial or statistical information is required.
Prior experience in project management with responsibility for tracking timetables and project status is required.
Prior experience dealing with employees at all levels of the organization is required .
Advanced proficiency in Microsoft Office including Word, Excel, and PowerPoint is required. (A test to validate advance proficiency may be administered.)
Master's degree from an accredited college or university is preferred.
Prior experience in a supervisor capacity is preferred.
Knowledge, Skills, Abilities and Other Characteristics
Knowledge of Microsoft Office including Word, Excel, and PowerPoint
Strong interpersonal skills for dealing with Hospital staff at all levels of the organization
Written and verbal communication for report writing
Analytical skills, problem solving skills preparing and reconciling budgetary information.
Exceptional organizational skills
Mathematical skill, statistical skills for preparing reports
Attention to detail for all reporting and personnel aspects of this position
Work to deadlines
Flexibility and adaptability in performing work duties
Strong project management skills
Strong conflict management skills
When applying for employment with the Cook County Health & Hospitals System, preference is given to honorably discharged Veterans who have served in the Armed Forces of the United States for not less than 6 months of continuous service.
To take advantage of this preference a Veteran must :
Meet the minimum qualifications for the position.
Identify self as a Veteran on the employment application by answering yes to the question by answering yes to the question, "Are you a Military Veteran?"
Attach a copy of their DD 214, DD 215 or NGB 22 (Notice of Separation at time of application filing. Please note: If you have multiple DD214s, 215s, or NGB 22S, Please submit the one with the latest date. Coast Guard must submit a certified copy of the military separation from either the Department of Transportation (Before 9/11) or the Department of Homeland Security (After 9/11). Discharge papers must list and Honorable Discharge Status. Discharge papers not listing an Honorable Discharge Status are not acceptable
A copy of a valid State ID Card or Driver's License which identifies the holder of the ID as a Veteran, may also be attached to the application at time of filing.
If items are not attached, you will not be eligible for Veteran Preference
VETERANS MUST PROVIDE ORIGINAL APPLICABLE DISCHARGE PAPERS OR APPLICABLE STATE ID CARD OR DRIVER'S LICENSE AT TIME OF INTERVIEW
MUST MEET REQUIRED QUALIFICATIONS AT TIME OF APPLICATION
Medical, Dental, and Vision Coverage
Basic Term Life Insurance
Deferred Compensation Program
Paid Holidays, Vacation, and Sick Time
You may also qualify for the Public Service Loan Forgiveness Program (PSLF)
*Degrees awarded outside the United States with the exception of those awarded in one of the United States' territories and Canada must be credentialed by an approved U.S. credential evaluation service belonging to the National Association of Credential Evaluation Services (NACES) or the Association of International Credential Evaluators (AICE). Original credentialing documents must be presented at time of interview.
*Please note all offers of Employment are contingent upon the following conditions: satisfactory professional & employment references, healthcare and criminal background checks, appropriate licensure/certifications and the successful completion of a physical and pre-employment drug screen.
*CCHHS is strictly prohibited from conditioning, basing or knowingly prejudicing or affecting any term or aspect of County employment or hiring upon or because of any political reason or factor.
COOK COUNTY HEALTH AND HOSPITALS SYSTEM IS AN EQUAL OPPORTUNITY EMPLOYER
Internal Number: 232220
About Cook County Health & Hospitals System
ABOUT COOK COUNTY HEALTH AND HOSPITALS SYSTEM
The Cook County Health & Hospitals System’s mission is to deliver integrated health services with dignity and respect regardless of a patient’s ability to pay; foster partnerships with other health providers and communities to enhance the health of the public; and advocate for policies that promote the physical, mental and social wellbeing of the people of Cook County.
CCHHS is comprised of two hospitals, John H. Stroger, Jr. Hospital and Provident Hospital, a robust network of more than a dozen community health centers, the Ruth M. Rothstein CORE Center, the Community Triage Center, the Cook County Department of Public Health, Cermak Health Services, which provides health care to individuals at the Cook County Jail and the Juvenile Temporary Detention Center, and CountyCare, a Medicaid managed care health plan.
The system cares for more than 300,000 patients each year and its physicians are experts in their fields, committed to providing their patients with comprehensive, compassionate and cutting-edge care. Today, CCHHS is transforming the provision of health care in Cook County by promoting community-based primary and preventive care, growing an innovative, collaborative health plan and enhancing the patient experience.