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Public Health Management Corporation · 3 weeks ago

Executive Operations Coordinator

Philadelphia, PA

Full-time

Onsite

Mid Level

Public Health Management Corporation (PHMC) is a leader in public health. The Executive Operations Coordinator will oversee operations, manage people and assets, and coordinate various administrative tasks to support the Health Promotion Council and Health Promotion Services Division.

Health CareNon Profit

Responsibilities

Act as an operational resource for Health Promotion Services’ (HPS) staff

Respond promptly to general inquiries as needed

Liaise between HPS departments and the Outreach and Engagement Manager to ensure branded content is regularly developed and maintained

Liaise with shared services departments to ensure all requests are handled in a timely and efficient manner

Schedule and coordinate the logistics for HPS/HPC meetings to include supervisor meetings, semi-annual retreats, division-wide trainings, and general staff meetings

Participate in department and team meetings as required to fulfill duties

Manage time-limited projects as assigned by the Operations Department

ABLE to problem-solve when challenges arise and capable of developing creative resolutions

Demonstrates an understanding of Fiscal Responsibility

Maintains the confidentiality of Business and Employee Sensitive Information

Must be comfortable managing a process from start to finish and delegating to team members for support as needed

Coordinate hiring process with hiring manager and under the direction of the Operations Manager, including facilitating the credentialing process

Coordinate and track recredentialing for HPS employees

Coordinate and host new employee onboarding

Provide training on technology resources and operational procedures for new employees and, as needed, when there are updates to operations

Liaise with the Public Health Management Information Technology Department (IT) to facilitate new hire equipment setup

Monitor asset management for all technology purchases within the HPS Division

Identify and remedy inefficiencies in the new employee onboarding process. Maintain the HPS employee list

Provide technical assistance for remote staff to ensure they can comply with operational processes and procedures

Submit, track, and troubleshoot all subcontracts

Provide reports to the Operations Department on contract status

Process and track assigned credit card purchases

Compile the monthly credit card reconciliations for HPS/HPC purchases as assigned

Monitor, track, and maintain inventory for several HPS departments; assist senior staff with audits

Process general supply orders

Maintains the confidentiality of Business and Employee Sensitive Information

Schedule Board and Board Committee meetings and coordinate all meeting logistics

Responsible for Board and Board Committee meeting minutes

Qualification

People ManagementContract CoordinationInventory ManagementMicrosoft OfficeGrant PortalsAttention to DetailVerbal CommunicationEffective CommunicationProblem SolvingOrganizational Skills