Operations Manager – Burns Centre

Job Description

Reports to Administrative Leader for assigned specialties. Assists in developing and maintaining department/division vision and strategic plan that aligns with institutional strategies. Ensures the delivery of services provided is aligned with the institutional vision, mission, and objectives.<p><br></p>Overseeing and coordinating the operational aspects of the clinical practice (outpatient, inpatient, procedure and treatment areas). Partners with Practice Chair and Operations Administrator to run the day-to-day operations of the department/division.<p><br></p>Expiry:31/07/2023Minimum Experience:2 years years<p><br></p>Posted 17 hours ago<p><br></p><strong>Responsibilities</strong><p><br></p><ul><li>Collaborates with the leadership team in the ongoing strategic and operational planning process and operationalizes plans effectively</li><li>Identifies and manages an office model that supports the high quality, optimizes efficiencies, and meets the needs of the department/division</li><li>Demonstrates personal creativity and fosters a work unit atmosphere that is conducive to creativity</li><li>Monitors the cost of materials/purchased services based on supply and demand with the procurement department in the competitive quotation/tendering process to ensure the most cost-effective purchasing of stock</li><li>Facilitates onboarding, training and managing staff in accordance with SSMC policies and procedures</li><li>Coordinates staff recruitment, policy implementation, and serves as a primary resource for day-to-day issues and communications</li><li>Leads the team to provide an efficient and effective service and to be involved in the development and implementation of department/division policies</li><li>Maintains statistical information and reports to assist with identifying and implementing process improvement initiatives.</li><li>Demonstrates personal creativity and fosters a work unit atmosphere that is conducive to creativity.</li><li>Manages a dedicated budget and is involved in the development and implementation of cost improvement strategies along with managing the revenue including patient volumes, LOS, CMI, denials, etc.</li><li>Maintains accountability for documentation and communication of information and forecasted needs in the annual planning process and at other identified times</li><li>Manages to be an Expert communicator in a matrix organization.</li><li>Manages staff meetings and ensures provision for thoughtful timely agenda items that incorporate staff member interests. Proactively confirms speakers and material availability.</li><li>Collaborates in the development of employee guidelines; interprets institutional and department/division policies, information, changes, and ongoing developments.</li><li>Maintains an effective working relationship with a variety of individuals throughout the institution and with persons outside SSMC as job duties dictate.</li><li>Represents the service and/or individual patients at a multi-disciplinary level to ensure delivery of coordinated multi-disciplinary service.</li><li>Attends Department / division and institutional meetings; relays pertinent information and changes to employees as appropriate.</li><li>Delegates tasks and responsibilities whenever necessary, distributing responsibility for the operational management of the department/division, allocating and organizing the work of professional and assistant staff to meet service priorities on a daily basis.</li><li>Provides recognition to employees for their accomplishments in a thoughtful and timely manner.</li><li>Conducts thorough workforce planning exercises assuring adequate and efficient staffing of the various shifts and services and effective allocation of resources throughout the department/division. This will apply to the allocation of medical and administrative staff. This will also be aligned with the implementation of skill retention schemes.</li><li>Serves as a member of the local leadership team with a primary focus on planning and implementation of policies and systems.</li><li>Ensures that department/division staff practice in accordance with all current policies and procedures as applied by SSMC.</li><li>Ensures the delivery of services is aligned with service line and institutional vision, mission, and objectives.</li><li>Collaborates with the leadership team in the ongoing strategic and operational planning process and operationalizes plans effectively.</li><li>Organizes ideas for most logical presentation and acceptance of information through accurate and concise written and verbal communication. Anticipates, plans, and effectively communicates information, changes, and opportunities in a positive manner and to those with a “need to know.” Uses sensitivity and discretion in all communications.</li><li>Fosters an open and trusting work environment by sharing of appropriate information, supporting open communication, and discussing alternatives.</li><li>Performs duties independently and initiates judgment in handling a variety of management issues.</li><li>Manages independently seeks out opportunities for ongoing professional growth.</li><li>Maintains department/division practice metrics and reports to assist with identifying and implementing process improvement initiatives.</li><li>Provides continuous and timely performance feedback including coaching relative to behavior problems, performance improvement, and professional advancement.</li><li>Demonstrates effective performance management that consists of a constructive review discussion and objective documentation of performance.</li><li>Motivates others by understanding individual values and needs, providing clear performance expectations, supporting and encouraging individual growth and initiative, and providing effective feedback.<br><br></li></ul> <strong>Accountabilities:</strong><p><br></p><ul><li>Establishes a clear strategy, budget and annual plan for the facility aligned with the strategic plan of SSMC corporate and ensuring the key result areas as defined in the plan are met</li><li>Ensures all documents are in the appropriate format</li><li>Maintains the highest standards of the patient care</li><li>Develop a sound understanding of department/division finances. Work with both finance analyst and revenue analyst monthly as needed</li><li>Displays sound judgment in managing resources while controlling costs and eliminating waste; seeks out educational opportunities to continuously enhance understanding of fiscal resource management.</li><li>Coordinates operations of physicians and allied health staff in the outpatient, inpatient settings for assigned department/division in alignment with institutional mission, vision and objectives.</li><li>Facilitates project improvement management while leading a multidisciplinary team including financial analysis, problem solving, and team collaboration.</li><li>Displays high-level organizational and time management skills.</li><li>Leads by influence and persuasion rather than by control; by collaboration and collegiality rather than hierarchy.</li><li>Fosters a professional practice model that delivers service excellence, generates patient satisfaction, and emphasizes quality improvement.</li><li>Ensures effective communication is maintained between staff, patients and external organizations</li><li>Collaborates with department/division leadership and multidisciplinary teams, supervisors, administrators, physicians, and personnel throughout the institution, region, Mayo Clinic enterprise and outside individuals/institutions.</li><li>Partners with other leaders throughout the institution in order to provide operational support to clinical research, education and quality activities, when appropriate.</li><li>Provides skilled professional leadership and act as a role model for department/division and institution.</li><li>Oversees direct reports include operational and clinical supervisors and/or other department/division personnel as assigned.</li><li>Ensures accountability for the day to day operations of the department/division.</li><li>Displays strength in negotiating conflicting interest situations with a high degree of diplomacy, tact, and confidence. Demonstrates willingness to make unpopular and difficult decisions if situations warrant.</li><li>Identifies and manages a practice model that supports high quality, optimizes efficiencies, and meets the needs of the department/division.</li><li>Identifies opportunities for improvement and utilizes continuous improvement methods in problem-solving to achieve desired outcomes.<br><br></li></ul> <strong>Educational Qualification:</strong><p><br></p><ul><li>Bachelor’s degree is required for this position. A Bachelor’s degree with a combination of directly-related experience and education may be considered.</li><li>Must have excellent communication, organizational and human relation skills. Requires excellent decision-making and judgment capabilities. Must have broad based knowledge of office support and computer systems along with spreadsheets, databases, statistics, software knowledge and installation, and accounting practices for budgetary responsibilities.<br><br></li></ul> <strong>Experience:</strong><p><br></p><ul><li>Prefer Master’s degree in Business or Healthcare field and two year’s healthcare management experience with strong leadership, team building, and problem-solving skills as well as demonstrated ability to work collaboratively with multiple disciplines, i.e., physician, administrative, supervisory and allied health staff.</li></ul>