The Senior Director, Administrative Operations is responsible for ensuring the organization has the administrative and operational infrastructure required to fulfill its mission per the strategic plan, and contract and grant requirements. This role is a key member of the PCC executive team. The Senior Director creates and monitors the organizational budget, balances resource allocation across programs and grants throughout the year, and has fiscal approval authority for staffing and personnel actions.  External responsibilities for this role include interfacing with PCC’s largest funder, the local County government, and with subcontractors on contractual and fiscal issues related to mission delivery and sustainability. This role is the staff liaison to the Board Finance Committee and interfaces with the Board of Directors.

The Senior Director supervises administrative departments including finance and accounting, human resources, and medical provider claims processing. This role coordinates broad organizational activities encompassing PCC’s administrative, operations, and financial policies, procedures and practices on a day-to-day basis. Designs and establishes procedures and systems to facilitate cross-functional communications across the organization especially between administrative and programmatic teams. Oversees budgeting, contracting and workforce planning, and systems infrastructure planning to ensure all functional areas within the organization are appropriately resourced. 

Essential Duties:

1. Management. Oversee the administrative functional areas of finance and accounting, human resources, facilities, and medical provider claims processing.  Direct reports include Controller, HR Manager, and Claims Processing Manager. Utilize best practices to create a positive and trusting work environment for direct reports, for their teams, and for PCC as a whole. Manage, train, hire, motivate, and evaluate direct reports in accordance with PCC Human Resources policies. Provide coaching, counseling, and mentoring as needed. Initiate corrective action as appropriate. Drive an administrative culture focused on efficiency, accuracy, and exceptional customer service to the programs. Ensures back up and succession plans are in place for duties and functions within the department during unexpected absences.

2. Contracts/Grants and Procurement: Review grant agreements, contracts and subcontracts for consistency and clarity of terms, risk areas, and adherence with procurement policies.  Work with program managers to ensure terms of subcontracts are aligned with master contracts, and scopes of work are clear for the parties.  Ensure payment terms align with scopes of work, and any data exchange is assessed and addressed through Business Associate Agreements or other mechanisms as necessary.  Draft, edit, or negotiate contract terms as needed, engaging outside contract or HIPAA legal counsel as appropriate.  Utilizing legal counsel as needed, create common contract term templates; train program managers in their use.  Update corporate procurement policy; clarify procedures and provide staff training to gain timely compliance. Ensure clarity and transparency on all transactions and safeguard PCC’s reputation as an ethical and strong steward of funds.

3. Organizational Effectiveness, Policies and Procedure:  Coordinate and implement improvements to the administrative policies, procedures and business information systems to create efficiencies for administrative and program staff, and standardize activities, corporate culture and equity across departments.  Oversee organization-wide or cross-departmental improvements that do not have another natural Departmental owner.  Facilitate staff input, requirements analysis, work flow mapping.  Collaborate closely with CEO and Senior Directors to establish priorities for change.  Present options to senior leadership team, presenting a balanced, objective perspective that links organizational systems with the human, business and compliance needs.   Gain consensus for changes among the senior directors, or serve as decision-maker as delegated.  Lead change management efforts throughout the organization for administrative policy, procedure and business information system changes.

4. Budgets and Finances:

a. Develop the annual PCC organizational budget.  Work with administrative departments and CEO to adjust administrative expenses to projected available overhead dollars.  Set annual cost of living adjustment for employees.  Present budget to Finance Committee and Board for approval.
b. Annually negotiate Indirect and Fringe rate approvals with Montgomery County Department of Health and Human Services.  Create rate projections, provide detailed data, and write compelling justification to the Montgomery County Department of Health and Human Services, PCC’s cognizant agency.  As needed, develop application for federal rates.  
c. Work with senior managers and program directors to allocate staff resources across programs and administrative departments to achieve needed balance of billable hours to contracts/grants with flexibility for available resources for new or expansion of work.  Serve as approval authority for position openings, to ensure organization-wide balancing of FTE.
d. Serve as approval authority for contract budgets, signing budgets prior to submittal to funder. Ensure provision of compelling and complete justifications with budget modification requests. Serve as backup to Controller for program budget development. Ensure Program Directors understand their budgets and have provided their input prior to budget completion.
e. Ensure Controller provides complete and accurate financials to CEO and Finance Committee on a monthly basis.  Perform analysis of Indirect and Fringe rates, administrative expenses, and variance to budget.  Make recommendations to CEO for operational changes to address variances.
f. Improve Program Directors’ access to, understanding of, and ability to manage their budgets, expenditures and projections.

5. Human Resources:

a. Contribute to the culture of supportive teamwork, accountability, equity, and open communications.  Works closely with leadership and employees to improve work relationships, build morale, and increase productivity and retention.
b. Ensure HR staff serves as business partner to the program teams and senior managers, meeting with them regularly, and providing performance management guidance (e.g., coaching, counseling, career development, disciplinary actions).
c. With HR staff and external employment legal counsel, ensure an equitable workplace for staff that protects PCC from undue employment risks through implementation of HR policies and procedures, staff training, coaching of managers for difficult conversations, and documentation. Support HR staff in addressing any HR issues in a timely fashion.
d. Ensure regular external compensation benchmarking.  Develop for CEO approval budget actions to align positions with market compensation, per PCC compensation philosophy. Negotiate salary increases with funders, providing written justification. Approve individual merit and market increases as they arise.
 
6. Medical Claims Processing: Work with the programs that purchase medical services to consolidate medical claims processing from the departments into a central administrative department.  Support the Claims Processing Manager in writing standard operating procedures, clarifying program and administrative responsibilities, and creating efficient workflow.  

7. Strategic Planning and Annual Operating Plan. Work with program and administrative departments to select the most feasible and impactful objectives and activities that support achievement of strategic plan goals.  Create the annual operating plan, with objectives and measures.  Throughout the year, work with senior and program directors to monitor progress on annual operating plan, ensure senior leadership addresses external and internal challenges, and Board is apprised of progress with sufficient information to make strategic course corrections as needed.  During strategic planning periods, lead planning process providing oversight and coordination among Board and staff and integrating input from multiple stakeholder groups into planning process. 

8. Responsible for organizational compliance and risk management.   Ensure PCC has sufficient and contractually obligated insurance (e.g. corporate and liability, workers compensation, unemployment, Directors and Officers).  Ensure periodic review and selection of external auditor, 403(b) provider, investment advisor, and brokers (corporate insurances, employee benefits, 403(b)).  Involve Board Finance Committee in review and decisions as appropriate. Support HIPAA Compliance team as needed; ensure team is tracking and learning from incident reports, staff are regularly trained and held accountable.  Ensure all organizational activities and decisions are carried out in compliance with local, state, and federal regulations and laws. Ensure CEO and senior directors are kept apprised of potential risks, and address as needed.

9. Convene Senior Operational Team.  Regularly convene meetings of the senior operational directors to identify and address operational matters affecting multiple areas of the organization. Oversee cross-cutting initiatives from ideation through completion and serve as the executive sponsor for administrative and cross-departmental initiatives.   

Secondary Responsibilities

1. Serve as point of contact and oversight for the contracts with Montgomery County DHHS in which PCC provides staff to county-supervised programs or fiscal agent services. 
 
2. Serve as staff liaison to Board Finance Committee.  Construct agenda with Committee Chair, provide materials, and present at meetings. 

3. As needed, facilitate or temporarily lead the start-up of new initiatives until program staff are hired or can be assigned.
  
4. Serve as back up for the CEO for delegated functions when needed.
  
5. Offer strategic insights and pragmatic decision making for the organization.

6. Other responsibilities and duties as assigned. 

Skills and Abilities

• Strong understanding in at least one of the following areas: mid-sized non-profit management, project management, finance or human resources/organizational design.
• Demonstrated leadership ability with track record leading diverse teams. Attention to mentorship and professional development of staff and creating a culture of accountability for outcomes. 
• Ability to formulate, implement, and manage both strategic and operational plans, including budget development and fiscal administration.
• Excellent contract development and compliance abilities with a proven track record of negotiating the terms of complex contracts and partnership agreements 
• Astute at aligning interests and driving action and outcomes through other departments not directly under your control.
• Experienced communicating with C-level executives, Boards and board committees.
• Self-motivated with the ability to work independently with minimal supervision. Able to prioritize own and others’ work to ensure objectives are accomplished
• Excellent written, verbal and interpersonal communications skills. Experienced communicating with C-level, Boards and board committees. 
• Prior experience with health insurance billing preferred 
• Ambulatory medical practice management a plus

Educational Experience 

• Master’s Degree in Healthcare Administration, Public Administration, Organizational Development, Project Management or Business Administration preferred. Bachelor's Degree required with at least 10+ years of progressively relevant work experience.  
• Five or more years of supervisory experience required, including supervising managers.  Executive experience preferred.

Telework

This position is approved for telework when activities do not require a physical presence.  The job duties require in-person meetings with team members, a variety of groups, State and clinic representatives, and other community partners.  It is an expectation to regularly attend in-person PCC meetings.

ADA Requirements 
This job operates in a professional office environment.  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 
• This role routinely uses standard office equipment such as computers, telephones, photocopiers, filing cabinets and fax machines.  
• This is largely a sedentary role; however, some filing may be required.  
• This would require the ability to lift files, open filing cabinets and bend or stand as necessary.   
• Requires ability to learn new software applications as necessary. 
• Must be able to lift up to 20 pounds.   
• Must be able to travel. 
 
Disclaimer 
This job description indicates in general the nature and levels of work, knowledge, skills, abilities and other essential functions as covered under the Americans with Disabilities Act expected of an incumbent.  It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of an incumbent.  An incumbent may be asked to perform other duties as required. 

Primary Care Coalition is an Equal Opportunity Employer.