Responsible for coordinating and supervising the day to day activities of CSC staff and office operations. Performs administrative, clerical and department functions in direct support of the Care Support Center. Communicates, collaborates, and serves as a liaison with other health care members to achieve desired outcomes of the CSC. Develops plans and implements processes and guidelines that support the CSC.
Actively promotes a Lean work culture by performing team member duties to encourage consistent use of LEAN principles and processes, including continually seeking work process improvements. Recognizes the necessity of taking ownership of one's own motivation, morale, performance and professional development. Strives for behavior consistent with being committed to Excela's missions, vision and values.
Essential Functions: Defined as duties specific to the job, that, if removed, would change the entire purpose of the job; to include the Essential Physical Demands and Essential Working Conditions of this position.
Core Essential Functions:
Regular, consistent, on-site, and timely attendance.
Managing Vision and Purpose: Articulates compelling program direction; updates direction as required; translates direction into goals.1. Models and exemplifies the Leadership Pledge in a consistent and proactive manner. 2. Leads change in a complex healthcare environment. 3. Aligns department with strategy map and continually works to implement drivers in support of Excela Health mission and vision.
Initiative Acts promptly to resolve problems; initiates better ways of doing things; acts as a catalyst for change.1. Implements at least one process improvement initiative for department on an annual basis.2. Investigates root cause analysis of recurring problems and takes appropriate action.
Motivating and Influencing Ties contributions to bigger goals; influences and persuades others; builds commitment among diverse groups. 1. Sets ambitious goals in support of Excela Health's mission, vision and True North. 2. Demonstrates ability to eliminate silos by modeling actions and setting example; influences others to think and acts as a unified health system.
Professionalism/Outreach Challenges oneself to a higher level of performance by taking responsibility for professional growth and development. Promotes Excela Health through participation in at least one community outreach or educational event per year.
Standards and Accountability
Accountability holds self and others accountable; takes responsibility for outcomes; achieves results through adherence to standards in a consistent manner. 1. Establishes and maintains a safe working environment; assures staff comply with safety, environmental and infection control guidelines. 2. Equitably applies policies and procedures, issuing corrective action in a fair and consistent manner, as necessary. 3. Assures staff complies with infection control and safety measures set forth by Excela Health. 4. Practices and encourages survey readiness in compliance with agency regulations and guidelines. 5. Demonstrates expectation of confidentiality by continually encouraging staff to keep private information confidential and share information on a need to know basis only.
Service Orientation and Customer Focus Assesses customer's needs; exceeds customer expectations; considers customers in decision making; improves customer satisfaction. 1. Performs in accordance with Excela health's behavioral standards in support of the mission, vision, true north and values. Holds staff accountable for modeling the behavioral standards. 2. Responds to client service recovery issues within required time frame and to the satisfaction of the customer. 3. Actively and positively promotes the Respect and Recognition initiatives by supporting staff participation in committee membership, activities and projects.
Planning and Decision Making
Constructive Thinking Analyzes issues before acting; generates creative ideas; detects patterns and connections; breaks down complex problems. 1. Practices participatory leadership by involving staff in decision-making and problem solving. 2. Considers global implications of decisions made; involves all appropriate departments and individuals for optimal outcome.
Prioritize and Delegating Acts on most urgent tasks; leverages available resources; reviews own workload; implements workable systems, provides clear direction.
Giving Feedback Provides constructive feedback; helps others improve performance; articulates areas of deficiency. 1. Provides opportunities for staff to actively provide input into decision-making process. Seeks input before decision is made. 2. Provides feedback regarding how and why decisions are made.
Developing People and Managing Relationships
Upward Management Updates stakeholders on project progress; uses sound judgment.
Building and Strengthening Relationships Facilitates open communication; diffuses sources of conflict; demonstrates respect for others; diplomatically negotiates solutions. 1. Facilitates teamwork through coaching and mentoring of staff. 2. Builds trust through fostering empowerment and shared decision making within the appropriate level and scope of authority.
Specialty Essential Functions:
Directs Care Support Center activities; maintains expert knowledge of all functions of the CSC staff and acts as a resource to all staff.
Demonstrates knowledge of all departmental and HR policies and complies with adherence including Federal and State Labor Laws.
Ensures policies as they relate to scheduling and payroll.
Communicates all issues to appropriate person to ensure resolution.
Seeks clarification of data when data incomplete or in question before entering the data.
Coordinates, monitors or supervises the activities of the Care Support Staff. Identifies and develops departmental metrics.
Evaluates program effectiveness to develop improved methods.
Reviews data gathered and recommends and/or takes action to improve.
Utilizes critical thinking skills to assure correct staffing ratios are achieved and maintained.
Shares work process activity changes and updates that affect Care Support Center with CSC staff.
Collaborates with API staff, payroll staff, and clinical managers, nursing supervisors to achieve desired outcomes and assure continuity of established CSC processes.
Serves as a liaison to answer questions and resolve, and address problems/issues related to Care Support Center.
Keeps abreast of policies as they relate to scheduling and payroll.
Works directly with Clinical Managers, timekeepers and staff to resolve any issues regarding time care clocking affecting active staffer.
Enters daily maintenance data into the electronic scheduling system efficiently and accurately.
Enters corrections and changes from maintenance logs into active staffer part of API.
Establishes and maintains relevant controls and feedback system to monitor operation of the department.
Manages and prepares required reports that demonstrate the functions of the department.
Prepares periodic reports for councils and committees that track strategic goal accomplishment.
Plans and coordinates department meetings with associated agendas and minutes.
Planning, organizing various administrative functions as they relate to the work of the CSC staff.
Aligns strategic compass with departmental goals.
Practices and encourages staff readiness in compliance with agency regulations and guidelines.
Responds to client service recovery issues within required time frame and to the satisfaction of the customer.
Communicates and updates manager on status of identified metrics.
Clearly articulates expectations of individuals and provides them with the materials and equipment for their work.
Identifies behaviors and performance that are inconsistent with the behavioral standards or departmental policies and procedures and assists in development of outliers.
Assists with staff performance evaluations in the CSC department.
Monitors and evaluates staff performance on an ongoing basis and communicates findings with appropriate follow-up plans.
Actively leads a shared governance function.
Assumes role of manager in manager absence and directs concerns, inquiries, discussion with proper management staff for resolutions.
Marginal Functions: Defined as duties that are not essential in nature and do not take a considerable amount of time to complete (less than 10%).
Understands and effectively deploys the LEAN tools to streamline work processes, eliminating waste and redundancy while improving productivity.
Assists with and facilitates educational processes that enhance the work activities in the Care Support Center to foster improved outcomes.
Manages and processes information needed for the Care Support Center to ensure the information received and collected reflects the work of the center accurately.
Performs other duties as required.
Required Skills and Knowledge:
Minimum level of education, skills and abilities necessary in performing the job.
Certification / Licensure / Regulation:
Current licensure to practice in the State of Pennsylvania
Current Basic Life Support (BLS) approved curriculum of the American Heart Association (CPR and AED) program.
Other Skills and Abilities:
Basic Math and Keyboard Proficiency
Proficient Spelling Skills
Knowledge of basic Office Equipment such as copier, fax machine, etc.
Proficiency in the use of Excel Spreadsheets, PowerPoint, and various software programs
Proficiency in Microsoft Office including Outlook
Excellent communication, interpersonal and organizational skills
Strong leadership ability, independent thinking and decision-making ability; analytical problem solving skills, sound judgment; excellent oral and written communication skills, must be able to function in a team environment.
Strong time management and organizational skills; ability to work independently and in a team setting; creativity in treatment in various settings including inpatient, skilled nursing and outpatient clinics; ability to transition smoothly between various treatment settings; flexibility in scheduling.
Sound judgment, problem solving skills, strong oral and written communication skills, ability to follow directions from other team members; works independently assigned duties.
Ability to communicate with all members of the health care team
Proficient oral and written communication skills
Basic working knowledge of computers and office equipment
Basic knowledge of hospital based payroll systems. Basic knowledge of hospital based scheduling systems. Skill in organizational practices (self and others). Knowledge of supervisor practices and principles. Leadership and organizational skills. Experience in team concepts.
These are job related enhancements that are preferred or would benefit the performance outcome of the job but are not essential or required for the job to exist.
The above job descriptive information is intended to describe the general nature and level of work being performed by individuals assigned to this job. This is not intended to be an exhaustive list of all duties and responsibilities, as an employee may be assigned other duties other than described in this document.