Website Bergen Volunteer Medical Initiative

Healthcare is a right, not a privilege.

Director of Operations

Full-Time

Non-Profit Organization

In-Person Position (Possible Hybrid)

**Start date: Early May 2024**

General Summary:

The Director of Operations is primarily responsible for guiding BVMI’s workflow strategy and the organization of all essential, mostly non-clinical operations. Duties include planning, coordinating, supervising and evaluating all operations and administrative activities in the health center(s).  Strategic activities include optimizing business functions, planning changes and updating day-to-day operations in collaboration with the CEO and other senior executive staff. Additional responsibilities include the oversight of all human resources, financial, technology, purchasing, insurance, facility management and compliance.

People Management

Manage non-clinical staff including but not limited to HR Manager, Front Desk Managers, Volunteer Manager, Operations Manager and contract Accountant & IT

Strategic and Operations Management

Work with CEO on development and implementation of strategic plan
Oversee front desk operations
Oversee staff and volunteer scheduling
Oversee human resources functions
Oversee and support annual filing, reporting and licensure requirements, e.g. FTCA coverage, audits, professional credentialing, etc.
Oversee purchasing of all office and medical supplies
Prepare and present operational reports to CEO
Conduct annual insurance review
Manage regular Policies & Procedures updates (medical, etc) and assist process improvement
Oversee eligibility process

Financial Management

Assist the CEO with the preparation of annual operating and capital budgets
Assist with preparation for / review of annual audit and 990
Review and approve purchasing, accounts payable, payroll and accounts receivable; prepare financial reports as required
Track accounts payable, ensuring assignment to appropriate expense line
Track revenue and expenses for special events for accuracy
Participate in regular review of restricted grants utilization

Human Resources Management

Work with HR Manager to support the implementation of performance management process
Oversee benefits administration, recruiting and employee relations
Ensure that Personnel Policies & Procedures are regularly updated and communicated as needed
Oversee new staff orientation
Oversee contractor agreements

Facility and Technology Management

Act as Safety officer
Assist in planning and utilization of the physical facilities of the Center(s)
Manage  contractual services and facility management
Ensure that required inspections are conducted in a timely manner
Develop annual technology plan and implementation (set up new computers/other equipment)
Provide first level technology support (computers and phones)
Conduct quarterly meetings with IT vendor
Support EMR (user maintenance, user support, EMR super user, assist with training, improve design/functionality)
Support the management of medical record data and medical record software

Compliance

Function as Medical Records Officer
Function as Privacy Officer
Ensure annual (or appropriate) renewal of all facility, technology, organization licenses and charities registration
Ensure all equipment and systems are inspected as required, arrange for regular maintenance/repair as needed
Oversee clinical credentials/recredentialing

Employment Standards:

Minimum education and/or experience required: Bachelor’s degree, with proficiency in basic accounting and management, or equivalent experience.
A minimum of 5 years of office management experience is required.
Knowledge of and at least 5 years of experience in non-profit preferred (healthcare field a plus).
A minimum of 5 years people management experience including managing leaders of leaders.
Knowledge of and experience with electronic data and other office technologies.
High level of interpersonal skills required to interact with staff, volunteers, and patients.
Competencies – leadership skills, results orientation, attention to detail; strong organizational skills; process improvement skills; accounting and data analytics skills.

BVMI is guided by a “Culture of Caring” philosophy; its staff is committed to working with patients of diverse socioeconomic and cultural backgrounds and a dedicated cadre of volunteer practitioners who provide care for our patients. The BVMI Healthcare Center is a NJ State licensed ambulatory care center providing free primary and preventive medical care to low-income, working, uninsured residents of Bergen County. BVMI is an Equal Opportunity Employer. More information about BVMI is available at www.bvmi.org.

To apply for this job please visit bvmi.bamboohr.com.