ASSISTANT PROJECT MANAGER - HIV SERVICES - CORE SERVICES

The final salary and offer components are subject to additional approvals based on Cook County Health (CCH) policy. Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at CCH. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

Location: Department of Public Health

Shift: 9:00AM – 5:00PM

This position is exempt from Career Service under the CCH Personnel Rules.

Job Summary

The Assistant Program Manager, HIV Services will be responsible for working directly with the Medical Lead, Leadership, and Ryan White and Prevention Program staff to plan, direct and organize HIV/STI/PrEP activities within Cook County Health (CCH) at Provident Hospital, as directed. This position will be responsible for coordinating Chicago Department of Public Health (CDPH) (Part A/MAI/CDC/CORP PrEP) program implementation and delivery. Collaborates with Cook County HIV Integrated Programs (CCHIP) domain leadership to oversee regional supervision and training of CCHIP staff. Manages the coordination of the Provident Hospital Emergency Department HIV/STI/PrEP screening services. Accounts for staff management, achievement of project scopes, quality improvement, and regulatory compliance. Establishes collaborative partnership with appropriate department heads to achieve goals and objectives and ensure that team members’ roles and expectations are known and clear. This position is grant funded until February 28, 2026.

General Administrative Responsibilities

Collective Bargaining

• Review applicable Collective Bargaining Agreements and consult with Labor Relations to generate management proposals
• Participate in collective bargaining negotiations, caucus discussions and working meetings

Discipline

• Document, recommend and effectuate discipline at all levels
• Work closely with labor relations and/or labor counsel to effectuate and enforce applicable Collective Bargaining Agreements
• Initiate, authorize and complete disciplinary action pursuant to CCH system rules, policies, procedures and provision of applicable collective bargaining agreements

Supervision

• Direct and effectuate CCH management policies and practices
• Access and proficiently navigate CCH records system to obtain and review information necessary to execute provisions of applicable collective bargaining agreements

Management

• Contribute to the management of CCH staff and CCH’ systemic development and success
• Discuss and develop CCH system policies and procedures
• Consistently use independent judgment to identify operational staffing issues and needs and perform the following functions as necessary; hire, transfer, suspend, layoff, recall, promote, discharge, assign, direct or discipline employees pursuant to applicable Collective Bargaining Agreements
• Work with Labor Relations to discern past practice when necessary

Typical Duties

• Supervises all program EIS/Outreach staff under the domain 1, 2 and co- lead domain 3 prevention services. Oversees all aspects of HIV/STI/PrEP services within the center’s operations and provision of patient care services including patient access and flow, resource allocation and the quality-of-service delivery
• Responsible for effectively and independently initiating, delegating, supervising work assignments, determination of daily work priorities and actions required to meet deadlines and resolve problems
• Establishes effective and collaborative relationships with community partners to address gaps in services and social determinants of health related to HIV/STI/PrEP,
• Motivates, provides effective guidance, and communicates with the multi-disciplinary team members daily
• Works with Leadership to ensure staff, peer and consultant activities are monitored while onsite in compliance with CCH regulations
• Works and maintains communication with appropriate department heads inclusive of the Infectious Disease medical providers for the HIV program to address performance issues and ensures that they are resolved in a timely manner to reflect quality patient centered care
• Responds to phone calls, emails and faxes according to policy
• Conducts routine monthly staff meeting to discuss system generated information, CCHIP domain relevant info, reports and other pertinent information presented in management and leadership meetings. Maintains records of meetings, including an agenda and attendance roster
• Ensures all program staff are in compliance with CCH guidance for COVID-19, social distancing and universal precautions for Personal Protective Equipment (PPE). This includes distributing PPE to staff and patients and timely reporting and directing COVID-19 cases to CCHIP leadership and Hektoen appropriately, in compliance with HIPAA guidance
• Ensures Ryan White Program Staff are in compliance with CCH Learning Management System (LMS), Flu Vaccination, and The Joint Commission mandates
• Ensures staff meets Patient-Centered Medical Home (PCMH) and program requirements including providing patient assistance with access to care, conducting case conferences, participation in daily huddles, (inclusive of virtual huddles on Microsoft Teams) patient screening, pre- site visit planning, reminder calls, and follow-up calls to increase show rates and retention
• Communicates to team members operational and staffing issues which may impact the clinic functions and how the flow of the clinic might be impacted during the session such as team member’s absences
• Monitors staff customer relations performance, reporting all cases to the Administrative Director, as the formal grievance officer for Ryan White; Assisting the Administrative Director with documentation needed for completion of EMERS and other applicable reports to the CCH Patient Relations Department
• Completes annual performance reviews for Hektoen staff in a timely fashion
• Converses and engages patients to collect feedback and to address concerns related to patient experience, inclusive of patient satisfaction and Telehealth surveys
• Works alongside other CCHIP regional department managers who directly supervise Provident program staff
• Ensures appropriate storage of supplies and equipment in accordance with safety and regulatory requirements
• Reviews routine and ad-hoc reports that provide information on practice volumes, fiscal year (FY) statistics, sharing information with staff
• Works alongside the Administrative Director for the HIV program to ensure all Ryan White and PrEP data is submitted in a timely fashion monthly, quarterly and annually
• Ensures that staff fully utilize CCH HIS IT systems and ensures CareWare data entry is complete across all categories
• In collaboration with CCHIP regional department managers and the CCHIP System Director, audits staff productivity and develops established benchmarks for performance. Addresses performance deficits with individualized staff improvement plans
• Works alongside the CCHIP System Director and System Data Analyst to monitor monthly reports for funders in preparation for monitoring calls and check-ins
• Actively co-facilitates and participates in the Provident Continuous Quality Improvement (CQI) Committee alongside the Provident Data/Quality Manager and Administrative Director for the HIV program. Assists with the creation of the sites annual CQM plan
• Ensures all data entry and paperwork is submitted and stored in compliance with funder and CCH policies
• Identifies opportunities for process improvement and initiates CQI efforts within the clinic to increase or exceed established metrics for Health Resources and Services Administration (HRSA) performance measures
• Monitors inventory of all office and clinical supplies
• Submits invoices and purchase order requisitions for signature to the CCHIP Systems Director for patient incentives, office supplies, vendor reimbursement, etc.
• Maintains safe storage of all grant funded patient incentives and transportation vouchers, including accurate record keeping of inventory
• Works alongside the CCHIP System Director and Administrative Director to oversee the Provident grant funded budgets. Inclusive of fiscal spending responsibly and appropriately in compliance with funder guidelines
• In conjunction with the CCHIP Systems Director, Administrative Director, HIV Program, & Executive Director of HIV services prepares/completes Request to Hire (RTH) to Hektoen Human Resources and works with Human Resources in the recruitment and retention of qualified staff
• Maintains Attendance and Tardiness Records, coordinates staff PTO requests with Hektoen Payroll/Time manager, prepares and administers discipline for abuse of policies and procedures for EIS/Outreach department
• Ensures that interdisciplinary staff, contractual staff, students and volunteers meet key CCH performance requirements for onboarding and recertification for ID’S
• Resolves day to day conflicts between staff
• Maintains relevant personnel files
• Ensures compliance with HIPAA, emergency and disaster preparedness communication, MSDS (global harmonized system), sexual harassment, universal precautions, confidentiality, security and privacy
• Follows downtime procedures for all defined emergency codes at site (computer downtime, electrical, fire, etc.)
• Makes sure Risk Management, Corporate Compliance and Quality Management policies are being followed
• Provide Excellent Customer Service and Professionalism when interacting with clients and internal and external customers
• Travels to various locations within Cook County Health
• Participates in all departmental mandatory trainings and meetings
• Serves on assigned CCHIP and Jurisdictional planning committees
• Reviews and updates and responds to all agency policy and procedures in preparation for site visits
• Participates in grant writing as needed
• Performs all other related duties as assigned or requested

Minimum Qualifications

• High School Diploma with seven (7) years of experience working with HIV populations OR Bachelor’s degree from an accredited college or university with Three (3) years of experience working with HIV populations is required (Must provide official transcript at the time of interview)
• Two (2) years of supervisory and/or management experience is required
• Experience with quality improvement projects, using models such as Plan Do Study Act (PDSA) tools is required
• Must be availability to work nights and/or weekends, as requested is required
• Valid Driver’s license and mandatory vehicle insurance or other means of transportation is required

Preferred Qualifications

• Bachelor’s degree or higher in health related and/or social service field from an accredited college or university is preferred (Must provide official transcript at the time of interview)

Knowledge, Skills, Abilities and Other Characteristics

• Excellent verbal and written communication skills necessary to communicate with all levels of staff and a patient population composed of diverse cultures and age groups
• Exceptional organizational skills and the ability to manage multiple projects to completion
• Demonstrate analytical and organizational, problem-solving, time-management, decision-making, critical thinking, and conflict management/resolution skills
• Proven leadership skills
• Ability to meet deadlines and work as a team leader required
• Ability to function autonomously and as a team member

VETERAN PREFERENCE

PLEASE READ

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

OR

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 ALL REQUIRED QUALIFICATIONS AT TIME OF APPLICATION FILING.

*Degrees awarded outside of 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 bust 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 & HOSPITALS SYSTEM IS AN EQUAL OPPORTUNITY EMPLOYER