Serve as the designated lead for an assigned (small to medium size) department or division program. Partner with leadership in the development, implementation, coordination, evaluation and planning of the programs short and long term goals. Serves as the primary program liaison responsible for day to day administration and operational issues such as data management, marketing and communications, outreach, annual conference coordination, education, and social media coordination. Maintain direct communication with key staff to assure interaction and information exchange among program components, project leaders, and among the professional and lay communities. Partners with area leadership in the strategic planning process identifying areas of need and focus and translating portions of the annual plan in to well defined projects and programs with timelines and deliverables. Plan and execute specific projects, in support of the program goals, in accordance with agreed upon project timelines.
Oversees and leads administrative functions and work flow within the program, utilizing office systems and resources in the most efficient manner possible. Serves as point of contact for information concerning activities of the program. Takes ownership of escalated issues and concerns and provides follow up to bring issues to conclusion. Ensures appropriate operational information regarding the program is communicated to appropriate staff. In partnership with department leadership administers the development and distribution of marketing materials, including letters, and brochures. Supports, interprets and enforces CCHMC policies and procedures. Assure compliance with HIPAA, JCAHO and environmental policies and procedures.
Responsible to manage the program's budget and all delegated fiscal responsibilities of the department as requested. Monitors budget expenditures; identifies and researches variances/problems. Tracks and monitors revenue, expense, and allocations. May be responsible for related work queues such as billing and late charges. May oversee the process to enter, review and analyze data. Develops management reports and produces summaries and recommendations. Partners with department leadership to establish the yearly budgets, define goals, objectives, and outcome measures for the program. Perform monthly tracking of costs and expenditures and forecasts of upcoming costs and monitor utilization of fiscal resources and submit necessary budgetary revisions to meet programmatic needs.
Collaborate in an effective and timely manner with internal and external contacts to achieve program goals. May provide assistance, problem solving and information to parents and professionals. Produces and maintains communication materials as appropriate, including letters, forms, newsletters, web content and other marketing materials. May provide support for disseminating patient chart information. In support of the program may attend clinics as necessary, assist with patient flow and provide necessary follow up to patients and clinicians.
Assist with the orientation and training of new program and department staff. Participate in improving organizational performance through identifying areas for improvement and potential approaches/activities for achieving improvement. Participate in establishing job requirements and goals for the assigned program and support staff. Develops approaches for improvement activities, recommend and partners with leadership to implement changes.
Responsible for the marketing of the assigned program. Serve as liaison for the Marketing & Communications team to facilitate content development and updates to printed marketing materials, the website, social media properties and other marketing materials. Leads the creation of patient materials. Work with the Marketing Department to further improve website visibility on the internet, including optimization of search engine results (Google, Yahoo) and other social media venues (e.g., Facebook, Twitter). Performs or oversees the assessments of website for accuracy of data and information and perform content updates on a monthly basis. May develop a database, create and maintain relations of outside referral sources. Leads the community/outreach planning and reporting process.
Oversee, establish and maintain efficient and effective database management systems for the assigned program. Maintain records of annual evaluations for accreditation purposes. Develop, distribute, collect and reviews data a variety of sources.
Setting the stage for constructive relationships by being accessible, approachable, and interpersonally engaged; developing and sustaining meaningful and productive bonds with others based on mutual respect.
Effective verbal, written and/or interpersonal communication skills.
Understanding and showing respect and appreciation for the uniqueness of all individuals; leveraging differences in others' perspectives and ideas; appreciating cultural differences and adjusting one's approach to successfully integrate with others who are different from oneself.
Using time efficiently and productively; prioritizing multiple tasks properly to meet deadlines; recognizing time constraints and adjusting work schedule to address them.
·Independence and Teamwork
Ability to work both independently and in a team environment.
Taking responsibility for guiding others' actions and providing direction to a group; stepping forward to take the lead in addressing difficult issues and making tough judgment calls.
Proficiency in basic computer applications such as Microsoft Office, email and internet.
Recognizing when sufficient information has been obtained to make a decision; evaluating available alternatives and using sound thought processes and relevant experience to make the optimal choice in a timely manner; making difficult decisions even in highly ambiguous situations.