• Responsible for the development and administration of the departmental operations budget.
• Assists the Chairman and Service Chiefs in the development of the capital budget.
• Assists the Chairman in managing administrative projects for the Department.
• Functions as liaison between the Chairman and the 150-plus physicians in the department and staffs.
• Facilitates the activities of the 15 Service Chiefs within the department.
• Develops agendas for and attends monthly Service Chiefs' meetings.
• Develops agendas for and attends quarterly Active Staff meetings.
• Functions as liaison among the Chairman and administration, other department chairmen, department directors, and others 
• Interviews, hires, and trains staff. 
• Evaluate performance and provide feedback. 
• Makes personnel action recommendations 
• Facilitates credentialing and re-credentialing process for attending staff.
• Represents department Chairman at management meetings in Chairman's absence
• Works with Executive Director, Medical Staff Services, on physician contracts for the department.
• Plans and oversees faculty development programs.

Skills: Budget Development, Project Management, Liaison and Coordination, Meeting Facilitation, Staff Management, Performance Evaluation, Credentialing Management, Faculty Development

• Direct supervision and management of the Office Administration team including the Receptionist, Office Coordinator, Company Driver, etc.
• Direct supervision and management of the Facilities
• Responsible for overall work assignments, delegations, work review, and improvement, making sure all work
• Handled correctly and timely in accordance with company and administration policies and processes.
• Assist with daily office operations, providing immediate help and correct guidance to the team and coordinating/communicating with other departments 
• Responsible for administration policy and process enforcement and improvement, helping to draft/revise/finalize policies/processes
• Handle government reports/checks/audits such as fire safety audits, work environment audits/licenses, disposal process for hazardous materials, etc.
• Safety program, including regular fire drills, emergency exit plans, health and safety training, etc.
• Assistance with special government programs including special applications, registrations change, etc.
• Key event planning/organization/support including regional planning meetings, company parties, etc.
• Office and apartment lease negotiations and management, including Shanghai and all the branch offices.

Skills: Team Supervision, Work Assignment Management, Office Operations Support, Policy and Process Enforcement, Government Compliance, Safety Program Management, Event Planning, Lease Negotiation

• Managing and coordinating activities of employees engaged in administrative services such as purchasing, security, maintenance, mail and messenger services, office clerical and support services, printing, telecommunications, and cafeteria services.
• Implementing procedures to improve productivity and customer service.
• Studying schedules and estimates time, cost, and labor estimates for products, services, and/or completion of job assignments.
• Developing and implementing methods and procedures for monitoring work activities, such as preparation of records of expenditures, progress reports, etc., in order to inform management of current status of work activities.
• Performing routine clerical and administrative duties for various NSWC PHD stakeholders.
• Providing a variety of clerical and administrative support necessary to run an organization efficiently.
• Answering telephones, taking messages, or transferring calls
• Scheduling appointments and updating event calendars
• Arranging and supporting meetings; handling incoming and outgoing mail and faxes
• Preparing memos, invoices, or other reports, editing documents
• Maintaining databases and filing systems, whether electronic or paper and performing basic bookkeeping.
• Arranging and supporting meetings upon request, including notification of attendees, preparation, organization, and distribution of meeting materials

Skills: Employee Coordination, Productivity Improvement, Time and Cost Estimation, Work Monitoring, Clerical Support, Communication, Scheduling and Event Coordination, Database and Filing Management

• Taking minutes of conducted meetings and providing completed minutes edited for clarity as determined appropriate
• Supporting, as required, development and maintenance of command instructions, policies, agreements, and memorandums of agreement/understanding.
• Supporting the gathering and presentation of data in response to data requests (Data Calls) from internal and external stakeholders.
• Possessing and exhibiting subject matter expertise in the presentation of data using various media.
• Design and creation of printed presentation materials and documents.
• Supporting, as required, the development, conduct, and reporting of organizational and functional surveys and other assessments.
• Collecting, reviewing, and analyzing information in order to make recommendations.
• Analyzing relevant data, which may include annual revenues, employment, or expenditures.
• Develop solutions to problems and recommend new systems, procedures, or organizational changes.
• Effectively communicating with personnel concerned to ensure the successful functioning of newly implemented systems or procedures.

Skills: Minute Taking, Policy Development, Data Presentation, Subject Matter Expertise, Document Design, Survey Conducting, Data Analysis, Problem Solving

• Supervise the daily management of events, meetings, projects, and more for a staff of administrative professionals
• Oversee and lead the administrative support team on daily tasks and company policy/guidelines
• Help with onboarding and training of new administrative staff and manage performance reviews
• Provide back-up help to administrative staff and partners
• Provide support for contract administration and closeout procedures
• Support project-level acquisition, management, and closeout.
• Assist with completing documentation required in support of contract acquisition and modification packages in support of construction projects.
• Coordinate with stakeholders and resolve issues with acquisition, funding, and project management requirements.
• Reporting findings and recommendations.
• Submitting written reports and presenting oral presentations regarding findings.

Skills: Event Management, Team Leadership, Staff Training, Performance Management, Contract Administration, Project Support, Stakeholder Coordination, Reporting and Presentation

• Accomplish goals for personal/departmental/hospital performance improvement.
• Manage operational issues and activities for Administration. 
• Provide leadership, managerial support, and guidance for facility executive admins and department-based admins.
• Participate and manage projects as dictated by the needs and goals of the facility and organization.
• Perform office management functions to ensure continuous maintenance and functionality of space, equipment, and devices.
• Prepare materials and participate in all events and meetings pertaining to the governing body of the hospital, including regular bylaws review.
• Write minutes and maintain materials that are legal documents.
• Prepare and execute large and medium-sized meetings or events to accomplish various objectives including routine operations, education/development, employee/leader appreciation, and community outreach.
• Maintained electronic calendars and ensured scheduling and planning of all internal and external meetings/events for Administration. 
• Maintain an organized file system for both paper and digital files to adhere to records management requirements. 
• Coordinate off-site maintenance of records on a routine basis.
• Complete monthly expense reports for office purchase cards and meeting cards. 
• Serve as a delegate for assigned executive expense reconciliation.
• Conduct annual performance evaluations on assigned personnel according to the established time frame.

Skills: Performance Improvement, Operational Management, Leadership and Guidance, Project Management, Office Management, Meeting and Event Planning, Records Management, Expense Reporting

• Able to communicate and work effectively with a diverse group of voices in support of goal of being an anti-racist organization.
• Ability to communicate and work effectively under stressful conditions with people who are economically disadvantaged, mentally ill, or chemically affected, including people who may present challenging behaviors.
• Strong customer service orientation, relationship building, critical thinking, creative problem solving, and collaboration skills.
• Exceptional organizational and project management skills, ability to prioritize, and strong attention to detail.
• Strong written and interpersonal skills with the ability to adapt and interact effectively at all levels of the organization, including senior leadership, peers, residents, community partners, and the general public.
• Proven track record of effective time management, taking initiative, working independently, and delivering results.
• Ability to manage multiple competing priorities and demonstrate flexibility and responsiveness in a fast-paced, changing environment.
• High integrity and sound judgment in decision-making, upholding discretion with confidential matters and sensitive information
• Ability to learn quickly and is self-motivated, working with minimal supervision.
• Advanced level of proficiency with full MS Office suite and web conferencing, including MS Teams and Zoom.

Qualifications: BA in Public Administration with 7 years of Experience

• Exhibit a strong service orientation.
• Remain flexible when faced with change.
• Understand HR requirements and maintain confidentiality in all matters.
• Good judgment in decision-making procedures. 
• Adept at reading and summarizing contractual documents and gathering pertinent information.
• Proficiency using Microsoft Office and G-Suite with strength in Excel and Sheets (V-lookups, Pivot Tables, Linking spreadsheets, complex formulas, etc.).
• Prior experience with AP, AR, and payroll 
• Exhibit the ability to set priorities for work completion and reliability to complete tasks on schedule.
• Be able to interpret and summarize data.
• Attention to detail is essential to be successful.
• Working experience in a professional office environment

Qualifications: BA in Human Resources with 6 years of Experience

• Ability to multi-task and quickly transition from task to task
• Computer experience necessary, including Microsoft products
• Effective management and organizational skills
• Ability to work independently and self-motivate
• Ability to manage multiple tasks and prioritize work tasks to adhere to deadlines and identified time frames
• Handle multiple and changing priorities at a fast pace
• Ability to supervise and lead others
• Ability to manage a large workload
• Ability to maintain a positive work environment for employees
• Ability to maintain positive work relationships
• Ability to think analytically and make independent decisions
• Ability to work in a fast-paced environment with competing priorities 

Qualifications: BA in Management with 6 years of Experience

• Advanced skills with Microsoft Excel, including the ability to create macros, pivot tables, charts, formulas, and analyzing data
• Proficient with Microsoft Office Suite including planning meetings, creating, scheduling, and delegating tasks, sharing and configuring calendars
• Ability to work effectively within multiple web browsers
• Able to learn new technology
• Ability to train others on in-house proprietary technology/programs including CRM
• Exemplary communication skills, both written and verbal
• High level of interpersonal skills to handle sensitive information and communicate effectively with individuals of various personality types
• Self-motivated and able to work pro-actively for best results
• Able to work well with others as a team- both in person and in a virtual environment
• Strong Problem-solving skills and detail-oriented
• Strong sense of accountability and follow-up

Qualifications: BA in Business Administration with 5 years of Experience

• Experience directly managing a team, including training, coaching, counseling, performance management, and hiring
• Demonstrated experience building and maintaining a skilled and reliable administrative team
• Aptitude to effectively communicate and collaborate with a diverse range of people and job functions
• Ability to successfully manage multiple projects simultaneously
• Strong emotional intelligence and self-motivation
• Strong Word, Excel, and Outlook skills
• Experience with CCH ProSystem fx Practice Management and Engagement, Wolters Kluwer XCM, Adobe
• Experience in a professional services environment 
• Ability to multi-task effectively
• Able to use independent initiative, good judgment, and decision-making skills when setting priorities.
• Exceptional time management and communication skills

Qualifications: BA in Office Management with 4 years of Experience

• Experience in a professional office environment, supporting executive-level employees
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat
• Excellent oral, written, and interpersonal communication skills
• Ability to exercise considerable discretion and independent judgment and maintain confidential information
• Strong relationship-building skills, ability to interact with executives and employees at all levels within the organization
• Must be able to work independently, be a self-starter, and possess excellent organizational skills in a fast-paced environment
• Demonstrated initiative-taking and solution-oriented approaches to problem-solving with a strong decision-making capability.
• Have the capability to lead and facilitate teams, and be highly organized with attention to detail.
• Managerial support experience at a law firm
• Impeccable attention to detail

Qualifications: BA in Organizational Leadership with 5 years of Experience