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Public Health Management Corporation · 1 month ago

Operations and Training Manager

Philadelphia, PA

Full-time

Onsite

Mid Level

3+ years exp

Public Health Management Corporation is a leader in public health, seeking an Operations and Training Manager to provide and coordinate operational and training support. The role involves developing and executing administrative, training, and operations quality improvement projects while overseeing administrative tasks and tracking progress.

Health CareNon Profit

Responsibilities

Works with PHMC Strategy Development staff to implement and improve systems processes and address operational issues, including efforts to integrate and centralize services and software

Oversee support for Strategy Development technology and system needs in partnership with PHMC Information Services

Oversee development of online platforms including but not limited to PHMC’s contracts management, online learning, webinars, and project tracking

Manage and support administrative tasks involving Contracts, Fiscal, HR, IT, and Facilities with respect to time sensitivity, including:

Contracts preparation, tracking, upkeep, development, and processing

Hiring, credentialing, and staffing changes

Strategy Development inventory tracking and management (client supplies, office supplies, and tech equipment)

Visitor Management System requests

Business card ordering and processing

Monthly credit card reconciliation

Liaison with PHMC administrative services, including Contracts, Fiscal, HR, IT, and Facilities acting with a high degree of flexibility and persistence

Support logistics for offsite conferences, meetings and convenings hosted by the Strategy Development department, including, but not limited to overnight travel

Management and maintenance of the PHMC Grants Management System

Support cataloguing and organization of a centralized repository containing key documents and boilerplate language for grant proposals

Edit and format written grant proposal materials

Track important information for grant opportunities, such as due dates and application requirements

Support data entry and data management of the Grant Management System and help maintain the integrity of the database via regular maintenance and data-cleaning

Operations support to Strategy Development programs and initiatives as needed, including:

Schedule meetings and catering, support events, and conference planning

Process invoice and expense reimbursement requests

Invoice funding agencies

Manage executive calendar

Manage preparation and distribution of materials and presentation for meetings

Lead weekly administrative meeting and other meetings as necessary

Other administrative and technical duties as needed, including support with grants management

Assist Senior Director in maintaining Strategy and Development’s grant materials and standard operating procedures, updating them in accordance with PHMC process changes and Strategy and Development leadership input

Support staff in navigating PHMC University

Support training new and current staff in Contracts, Fiscal, HR, IT, and Facilities policy and procedures

Support Operations and Training Director with all aspects of the learning management system (LMS) to ensure efficient and effective registration, delivery of online education, user experience, and full utilization of LMS vendor tool

Utilize project management software, such as MS Teams and Smartsheet, to assess and manage workplan activities, ensuring they meet targeted timelines

Help develop and implement standard operating procedures to ensure consistent and efficient utilization of online LMS

Support Programs with the development, management, coordination, execution, tracking and reporting of training deliverables

Assist in creating instructor-led training, self-paced modules, videos, knowledge checks, surveys, and training resources within the (LMS)

Assist with the upload, publish, create, manage, test, and assign content within the LMS

Conduct regular reviews to ensure accuracy and compliance with training site, content, and user base

Coordinate and host internal meetings with PHMC’s various projects regarding training needs

Support program evaluation and technical assistance as needed

Partner with internal stakeholders and work with external experts to assess instructional design of trainings

Research and consult on non-traditional and innovative training methods

Provide technical assistance to administrators, instructors, and users accessing the LMS

Support Senior Director in PHMC’s individual giving activities for both PHMC’s embedded programs and subsidiaries

Support management of gift processing and donor acknowledgement, database updates, and financial reporting

Consult on new processes and procedures for individual giving

Support Senior Director in offering technical assistance and professional development to embedded program and subsidiary leaders on individual giving processes and best practices

Supervise Operations and Training Program Coordinator supporting the Strategy and Development Department

Organize and delegate workflow to Program Coordinator

Conduct quarterly and annual reviews

Hold weekly supervision meetings with Program Coordinator

Ensure program coordinator has necessary tools to complete tasks

Commitment to ensuring equitable working environment for all staff and clients

Provide support to the PHMC Strategy Development Department that considers the impact of institutional racism on health and wellness

Encourage diversity and equity in hiring policies and contracting

Contribute to the development of metrics and collection of data to support the PHMC Strategy Development Department measure the impact of DEI policies and procedures

Participate in required trainings and events to help PHMC create an anti-racist, inclusive workspace for staff

Qualification

Financial managementMicrosoft Office SuiteProject managementAdobe Pro/DCLMS managementDiversityInclusionCommunication skillsOrganizational skillsAdaptability