Operations Project Coordinator

Job Description

Job Description

Our Culture : Why work with us?

Joining Outer Cape Health Services isn't just about taking on a new role; it's about embracing a mission that goes beyond the day-to-day.

Here, you become part of a dedicated team committed to safeguarding and nurturing invaluable community health resources.

Our ethos is built on creating a vibrant and inclusive workplace where every team member is valued and recognized for their unique contributions.

Who We Are :

Our mission is to provide a full range of primary health care and supportive social services that promote the health and well-being of all who live in or visit the ten outermost towns of Cape Cod.

OCHS now cares for more than 18,000 patients annually, and no one is denied access to services due to an inability to pay.

Founded in 1987 through the merger of Health Associates of Provincetown (established in 1972) and the AIM Medical Center in Wellfleet (established in 1966), Outer Cape Health has a long history of successful growth and expansion in pursuit of this mission.

As a Patient-Centered Medical Home, OCHS holds itself to the highest standards. Ensuring patients have access to care when they need it and request it, and validating that staff are working at the top of their licensures, are foundations of this model.

Our Core Competencies :

At Outer Cape Health Services, our core competencies are the foundation upon which our organization is built, guiding us in our mission to deliver exceptional health services to our communities.

Our focus on fostering teamwork ensures that we operate as a cohesive unit, valuing each member's contribution and working synergistically towards common goals.

Integrity and honesty stand at the heart of everything we do, creating a culture of trust and respect among our team and the communities we serve.

Embracing technology, we continually seek innovative solutions to enhance our services and operations. Finally, being patient-centered, we prioritize the needs and well-being of those we serve, striving to exceed expectations and make a meaningful difference in their lives.

A day in the life of this role :

Reporting to the Director of Operations, the Operations Project Coordinator will provide administrative support to the Operations Team, assist in the development and implementation of operational policies and procedures, and help to ensure successful execution of operations-focused projects, as directed.

Under the Director of Operations' supervision, the Operations Project Coordinator will manage multiple work efforts and projects simultaneously and successfully meet timelines and deliverables of assigned work.

Projects will range in size and scope, which could include involvement in efforts related (but not limited) to patient access, operational compliance, data gathering and upkeep, and system-wide transformation and strategy.

Summary of duties :

• Manages medium-scale or low to medium complexity projects within programs and standalone projects
• Efforts may include (but are not limited to) :
• Supporting project documentation needs such as project plans and timelines, decision documents and project task assignments.
• Includes maintaining and updating project documentation, as needed;
• Participating in project-related research and information gathering;
• Helping to gather and / or monitor data; Representing and / or speaking to the project in program meetings.
• Provides administrative support to the Operations Team
• Efforts may include (but are not limited to) :
• Providing support for meeting preparation such as collecting input for agendas and meeting materials, assisting with preparation of meeting materials, disseminating meeting materials, coordinating physical and / or AV set-up;
• Providing support for meetings such as note-taking and helping with logistics and / or facilitation;
• Supporting post-meeting follow-up, as needed, such as sending minutes / summaries and assigned tasks to participants and following up on deliverables.
• Supports creation and / or maintenance of documentation, which includes, but is not limited to : workflows, standard work, training documents, surveys, forms, letters and reporting.
• Supports patient-focused operational work efforts, as needed, which could include looking at information in patient records, making outreach calls, and collecting information from patients.

Must adhere to HIPAA rules including maintaining strict patient confidentiality.

• Supports assessing data availability and collection of data and information as it relates to assigned projects and other work efforts.
• Proactively identifies and communicates possible obstacles and works with the Director of Operations and / or the Project Lead to diagnose and determine solution(s).
• Coordinates and collaborates with stakeholders on work efforts and projects as assigned. This could include department leaders and staff across OCHS in clinical and administrative departments and, at times, external consultants, and other experts, to ensure progress of critical workstreams.
• Will need to travel to all OCHS sites
• Other duties as assigned

What we need from you :

• Bachelor's Degree preferred; High School Degree required.
• 2+ years of experience in an administrative or project coordination capacity. Experience in an ambulatory healthcare setting strongly preferred.
• Demonstrated ability to prioritize and execute tasks in a busy work environment. Comfort with proactively escalating questions and concerns to appropriate leader.
• Organized and detail-oriented with strong time management skills; ability to multi-task and reprioritize as necessary.
• Excellent communication and interpersonal skills in written and verbal English.
• Demonstrated proficiency with MS Office applications especially Word, Excel, and PowerPoint. Experience with collating, reviewing and / or upkeeping data in Excel preferred.
• Experience with the Epic EMR preferred.
• Familiarity with continuous improvement frameworks like Lean or Six Sigma preferred.
• Demonstrated ability to appropriately handle and manage confidential and highly sensitive information and communication.
• Ability to adhere to HIPAA and strict confidentiality standards.
• Demonstrated ability to work effectively both as a team member and independently.
• Demonstrated ability to work in a culturally diverse and inclusive environment.
• Reliable transportation to travel to OCHS sites and work events.

AAP / EEO Statement Outer Cape Health Services is committed to a firm policy in favor of equal employment opportunity and will abide by all applicable state and federal regulations by not discriminating against any applicant or employee on the basis of race, religion, color, creed, sex, age, national origin, citizenship status, marital status, sexual orientation, gender identity and expression, disability or veteran status.

Our commitment to equal employment opportunities shall include employment, upgrading, promotion, demotion, transfer, leaves or other absences from work, layoff, compensation and benefits, selection for training or other education, professional opportunities and conflict resolution.

It is also the policy of OCHS to take affirmative action to employ and to advance in employment, all persons regardless of their status as woman, minority or individuals with disabilities or protected veterans, and to base all employment decisions only on valid job requirements.

Please inform us of any necessary accommodations required during the application process and / or at any time during employment.

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