PROGRAM MANAGER ADMINISTRATIVE OPS - DIGITAL

Salary Range : $41.9200 - $69.1600 / hour. Actual compensation may vary based on geographic location, work experience, skill level, and education.

Primary Duties and Responsibilities

The Administrative Operations-Project Manager is responsible for the daily administrative operations-projects of Hoag Digital, including office management, collaboration with leadership, facilities, equipment, personnel, projects and budget development / tracking.

Oversees the prioritization and management of multiple projects simultaneously and following through on issues in a timely manner.

The Administrative Operations-Project Manager must understand the business and act in support of Hoag’s Digital strategy and operating goals.

This position requires independent and collaborative efforts to work at all levels within Hoag, guaranteeing administrative operational-project efficiency and quality as well as maintaining confidentiality in all situations.

The Administrative Operations-Project Manager supports and displays the mission, vision and values of the organization .

In addition, this position is responsible for providing executive support for the Chief Digital Officer to effectively manage day-to-day operations of the digital department .

Works with limited direction from the CDO, executing significant discretion and judgment in all aspects of the role . Works independently and maintains confidentiality in all situations .

Supervisory

• Provides onboarding materials and orientation to new Digital employees
• Monitors time and attendance records of Digital staff and Digital Contractors
• Plan and oversee the implementation of administrative processes and projects on behalf of Hoag Digital; serve as a resource for areas of responsibility as they relate to broad Digital goals and objectives
• Continually seek cost efficiencies and process improvement with the constant goal of streamlining business processes and improving practices
• Standardize processes and documentation to promote continuity throughout the organization
• Work closely and effectively with Leadership team to keep well informed of upcoming commitments and responsibilities .

Delegate work as appropriate to support teams as needed .

Projects

• Responsible for development and management of annual budgeting and planning process for Digital Budget with Digital Leadership
• Monitors budget allocations, expenditures, fund balances and related financial activities for the purpose of ensuring that allocations are accurate , and expenses are

within budget limits and / or fiscal practices are followed

• Ensures project execution within defined budget and timelines
• Concurrently manage multiple projects that may be at various points of the project management life cycle
• Develop and maintain strong working, professional relationships with executive and functional staff associated with assigned projects
• Work collaboratively with project team members to successfully complete the project and its associated deliverables.
• Proactively perform tactical activities as needed to help keep assigned projects on track for successful completion
• Actively monitor and report on the progress of projects. Work with project team members to monitor performance

Support

• Act as a barometer , having a sense for the issues taking place in the environment and keeping the CDO updated and on point
• Manage CDO administrative functions, which may include coordinating and screening the flow of information through the office to maximize productivity of CDO, answering and screening phone calls, managing the CDO’s calendar, arranging meetings, conferences and travel requirements, data for all scheduled meetings, and establishing administrative procedures and guidelines

Job Knowledge, Skills, and Competencies

Adaptability Accommodates and adapts to change as environmental, organizational, workload, task, direction and other conditions change in a constructive and positive manner.

Conflict Resolution - Manages conflict, disagreement and discord among and between staff and work units, while recognizing and addressing sensitivities and stakeholder needs.

Diversity Demonstrates ability to work with a diverse group of people in a manner that enables them to reach their full potential, in pursuit of organizational objectives .

Technology & Equipment Skills Maintains knowledge of technology, tools, equipment and other devices in work area. Demonstrates competence in technology skills required for the role, as well as ability to learn and master new skills.

For clinical position this includes equipment and devices pertinent to treatment, procedures and practice.

Interpersonal Skills - Listens to and understands what others are saying. Establishes effective working relationships with others, contributing to a climate of mutual respect and cooperation.

Uses language to the situation. Demonstrates sensitivity and tact, understanding own effect on the motivation, attitudes and actions of others.

Makes favorable first impressions.

Job Knowledge Demonstrates full knowledge and understanding of concepts and procedures needed to be successful in the role, including knowledge of applicable department, organization and external rules and regulations impacting day to day processes.

For clinical positions, this includes clinical procedures required by department and unit, as demonstrated by unit-based competency testing.

Operational Management Effectively manages people, resources, deliverables, budgets, general administration and other components of day-to-day management of functional unit or department.

Oral / Written Communication - Ability to speak and write effectively, demonstrates fundamental command of language, communicates well using all mediums.

Travel Position may require local travel between various Organization locations

Organization Behavioral Competencies

TRUST & ACCOUNTABILITY

Demonstrates honest and ethical behavior. Takes responsibility for both words and actions. Acts with integrity. Maintains patient confidentiality.

Demonstrates knowledge of and practices the standards outlined in Hoag’s Code of Conduct as well as additional regulatory or compliance policies applicable to job responsibilities, including cyber security organizational policies.

BUSINESS ACUMEN

Uses resources, equipment and finances appropriately . Demonstrates the functional and technical skills to do the job effectively .

Willing and actively shares his / her knowledge with others . Accepts changes and adapts to new situations and responsibilities .

CUSTOMER SATISFACTION

Delivers superior customer service consistent with the Hoag Experience . Displays a professional image . Demonstrates tact, diplomacy and understanding when dealing with difficult situations .

Listens and asks questions to understand patient and customer needs . Builds relationships with internal customers and employees .

Admits mistakes and takes service recovery to steps to ensure any issues or problems are quickly addressed . Ensures that all information and services provided are safe , accurate , and available in a timely manner and meet regulatory requirements.

INNOVATION

Brings forth creative ideas (one’s own or others) to address patient, physician, customer, and community needs . Looks for creative or new ways to improve efficiencies and reduce costs .

Adopts new processes, techniques and methods . Stays current with technologies and advances in his / her area, department and / or field.

INSPIRING LEADER & COACH

Fosters energy, enthusiasm, commitment, and an environment where people want to excel. Demonstrates respect for diversity in people, ideas, and backgrounds.

Aligns actions with Hoag’s Mission, Vision, and Values. Maintains positive relationships with Hoag’s physician partners and practices mutual respect between hospital staff and our physician partners.

Provides feedback in a way that facilitates improvement and growth. Delegates responsibilities to build team capability and manage workload.

Is someone people like working WITH and FOR.

TALENT DEVELOPMENT

Selects and grows talented individuals. Empowers others with the authority they need to be successful. Identifies and supports developmental initiatives and opportunities.

Takes time to mentor and support direct reports. Recognizes and rewards people for excellent performance.

STRATEGIC AGILITY

Anticipates future trends and consequences. Provides clear direction to his / her team. Works through formal and informal channels to get things done.

Accurately anticipates and addresses both potential threats and potential opportunities that may impact the department / function's success.

Accepts change and adapts to new situations and responsibilities .

Education and Experience

• Bachelor’s Degree
• 5-10 years’ experience in a C-Suite Executive Assistant support capacity
• 7-10 years’ Management Experience
• 3-5 years’ Healthcare Experience
• Human resources experience / background.

About Hoag

Hoag is a nonprofit, regional healthcare delivery system in Orange County, California. Delivering world-class, comprehensive, personalized care, Hoag consists of 1,800 top physicians, 15 urgent care facilities, 10 health and wellness centers, and two award-winning hospitals.

Hoag offers a comprehensive blend of health care services that includes seven institutes providing specialized services in the following areas : cancer , digestive health , heart and vascular , neurosciences , spine , women's health , and orthopedics through Hoag's affiliate, Hoag Orthopedic Institute , which consists of an orthopedic hospital and four ambulatory surgical centers.

Hoag is the highest-ranked hospital in Orange County by U.S. News & World Report and the only OC hospital ranked in the Top 10 in California, as well as a designated Magnet® hospital by the American Nurses Credentialing Center (ANCC).

For more information about Hoag careers, visit careers.hoag.org .

Hoag is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. Hoag is committed to the principle of equal employment opportunity for all employees and providing employees with a work environment free of discrimination and harassment.

Hoag hires a diverse group of people in a manner that allows them to reach their full potential in the pursuit of organizational objectives.