Business Operations Manager - Hybrid, Oahu

GENERAL SUMMARY

The Business Operations Manager oversees the Hawai′i Keiki program (HK) administrative operations and procedures. As a key member of the management team, the Business Operations Manager reports directly to the Senior Practice Director (SPD) and establishes policies that promote a culture of excellence through operations. The Business Operations Manager is responsible for the efficiency of the program, which includes maintaining control of diverse operations and establishing and following a set of policies and processes. The Business Operations Manager is the lead contact for University Health Partners (UHP), the enabling organization for HK management. 

This hybrid position works 2 days from home and 3 days at UH Manoa.

JOB SUMMARY/RESPONSIBILITIES: 

• Leads and oversees assigned operational areas of responsibility within Hawaii Keiki and partners with clinical leaders, project teams, UHP offices, and UH Manoa School of Nursing and Dental Hygiene (SONDH) to ensure appropriate infrastructure and operational excellence in the areas of finance, human resources, communications, data analysis, information technology, billing, team member engagement and efficiency across the Hawaii Keiki program. 
• Analyzes and prioritizes new business opportunities, implements new services, develops and manages operating budgets and drives reimbursement. 
• Serves as the business operations partner to the clinical leadership teams. 
• Directs the development of annual work plans and identification of performance metrics. 
• Serves as a trusted advisor to the SPD and provides high level support and problem resolution.

PRIMARY DUTIES AND RESPONSIBILITIES: 

A. OPERATIONAL RESPONSIBILITIES: 

• Leads major initiatives/projects: Leads and takes ownership of specific, cross functional initiatives/projects, as directed by the SPD, and in alignment with priorities across the HK program. Participates as an integral member of the HKs leadership and assists the SPD in the planning, documentation, tracking, and/or implementation of enterprise-wide initiatives. 
• Manages high priority issue resolution: Assures research and resolution for priority issues on behalf of the SPD. Facilitates problem-solving, provides consultation and decision-making support for the SPD on a variety of concerns and suggestions from patients/families, staff, inter-professional partners, and community members. Completes ad hoc projects on behalf of the SPD, including high level, confidential, or personnel related assignments. 
• Staff support to the SPD: In coordination with the Administrative Assistant, anticipates issues that need advanced preparation, and ensures effective follow up. Prepares presentations, reports and leadership communication on behalf of the SPD for internal and external audiences. Assumes senior staff role in supporting meetings of the SPD including ensuring agendas and materials are prepared, coordinating follow-up, and liaises with senior management across the program. Approves documents on behalf of the SPD. Serves as a trusted advisor and thought partner, offering a fresh and/or counter point of view on issues, adding new information, sharing concerns, and generally pushing the quality of thinking.
• Work Planning: Works with SPD, Director of Clinical Operations and Clinical Education Coordinator to improve the effectiveness and efficiency of the functions of this group. Translates the strategic plan into major milestones; develops a monthly cadence for reviewing performance and a standard approach for addressing the many issues that cannot be planned for.
• Internal Communication: serves as a liaison between the SPD, HK Admin Team, UHP offices and SONDH Dean’s office to ensure alignment and effective dissemination of key leadership messages
• Support the Team: Facilitates an efficient, monthly performance checking process with metrics and KPIs that address any issues with performance. Assures that sub groups (admin team, Complex Area Lead team, education team, etc.) are well organized and effectively supported. Leads and coordinates with the appropriate teams to design and implement workshops and other organizational meetings (i.e. Back To School).
• Systems: Works in collaboration with UHP Directors for data acquisition and analysis, system management and maintenance, and vendor management for systems related to clinical operations.
• Business and Finance: Works directly with UHP finance and Billing office on financial initiatives, standard finance practices and planning, and finance reporting. Collaborates with HK Accounting Coordinator to monitor financial performance. Assists with budget. Manages contracts with support from UHP contract/legal team. Leads the planning, implementation and tracking for resource stewardship activities. Leads and participates in process improvement activities.
• Human Resources: Directly supervises the administrative staff (Administrative Operations and Outreach Coordinator, Program Accounting Coordinator, Administrative Assistant, Data Clerk, and Data Manager). Establishes performance metrics for staff. Assists Clinical supervisors in implementing HR best practices and identifies opportunities for continual improvement to performance standards, including staffing models and workforce planning. Assists in recruiting operations.

B. OVERSEES/RESPONSIBLE FOR ADMINISTRATIVE FUNCTIONS:

• Develops and implements plans to achieve goals and objectives for assigned areas
• Establishes continuous performance improvement plans for areas of responsibility to achieve operational efficiencies.
• Develops, implements, monitors, keeps current policies and procedures

C. MANAGES PROGRAMS/PROJECTS/INITIATIVES

• Develops, manages, implements and evaluates new services, programs, projects or initiatives in areas of responsibility

D. MANAGES / SUPERVISES STAFF:

• Directs and manages staff in accordance with all regulatory requirements as well as UHP policies

E. OVERSEES AND MANAGES BUDGET/RESOURCES

• Key contributor in the development of annual budgets for services
• Manages resources and operates within approved budgets

F. PERFORMS OTHER DUTIES AS ASSIGNED

QUALIFICATION REQUIREMENTS

Education/Training/Experience

Minimum:

• Bachelor’s degree in Business, Public Administration, Healthcare, Process Engineering or other related field
• Five years experience leading business functions or overseeing major project or initiatives to include leading cross functional teams and executives
• Two years supervisory/leadership experience
• Experience with the use of electronic health records.
• Experience in developing program reports. 

Preferred:

• Master’s Degree in Business, Healthcare Administration or related field.
• Current Project Management Institute Certifications (PMP)
• Professional Certification
  • PMP: Project Management Institute 
  • Certification in a professional organization (ACHE, MGMA)
  • Nurses: Certification as a Nurse Leader (NE-BC, NEA-BC, CENP, CNIM, CNL)
• Lean Six Sigma, Master Black Belt or other process improvement training
• Experience leading a program or department 
• Experience managing virtual health services. 

Skills/Knowledge

Minimum:

• Working knowledge of Google Suite
• Working knowledge of business principles, including business planning, budgeting, financial analysis
• Working knowledge of financial systems and management information systems
• Strong verbal and written communication skills.
• Demonstrated ability to work effectively as part of a team.

Preferred:  

• Knowledge of FERPA rules, regulations, and compliance.
• Knowledge of OSHA regulations for blood borne pathogens.

BENEFITS

• Generous time off benefits 
• 100% employee health and dental coverage and vision  
• Flexible spending plan  
• Retirement plan with up to 3% dollar-for-dollar company matching contributions
• 100% company paid group Life/AD&D/LTD insurance  
• Employee assistance program (EAP)  
• Pet Insurance, Prepaid legal with competitive rates  

UHP Hawai‘i is an EEO/AAP employer.