Administrative Manager

Heart of Hope Asian American Hospice Care•San Jose, CA

About The Position

The full-time non-exempt (or part-time at minimum of 32 hours/week) Administrative Manager assists the CEO/Administrator to manage all non-clinical departments providing administrative support for the hospice services. He/she is under the guidance and supervision of the CEO/Administrator to manage Human Resources, Finance, Information Systems, Contract Management, Office Management, and HIPAA.

Requirements

A bachelor’s degree, preferably in Business Administration
At least five (5) years of experience in corporate business management and operations.
Demonstrates an ability to supervise and direct administrative personnel.
Has an ability to deal tactfully with the personnel and community.
Understands or willing to learn hospice care and the services provided to patients and family/caregivers through an interdisciplinary group.

Nice To Haves

Master’s degree in management, health care or related field preferred.
Bilingual Chinese/English Speaking welcomed but not required.

Responsibilities

Responsible for planning, coordinating, managing, and directing activities related to the recruitment, selection, retention, and orientation of the Heart of Hope Asian American Hospice Care employees.
Prepares and maintains a comprehensive set of human resource policies, meeting legal and regulatory requirements, and approved by the Governing Body.
Assists the CEO/Administrator in the preparation of the annual operating and capital budgets. Monitors the allocation of funds within budgetary limitations and prepares budget variation reports for the review and approval of the CEO/Administrator and the Governing Body. Assists, as necessary, in the annual external audit.
Supports marketing activities of the hospice organization, including establishing and maintaining positive relationships with customers and referral sources, responding to customer requests and concerns, and negotiating service contracts with managed care organization, government agencies, and other payers.
Assists the CEO/Administrator and the Governing Board in the development and implementation of fund-raising programs and grant applications.
Conducts the planning, coordinating, managing, and directing of all information systems including financial systems, patient care systems, and general office systems. Assures that all forms of communication are HIPAA compliant.
Directs daily information system operations including providing direct oversight of the establishment and implementation of information system policies.
Conducts the contract negotiation and the development of written agreements with vendors who provide services to the hospice organization or its clients. These vendors may include, but not limited to, those providing drugs and biologicals, durable medical equipment, medical supplies, laboratory service, ambulance and patient transportation, general and respite inpatient services, and routine hospice home care for patients in nursing facilities.
Oversees office personnel to coordinate all office activities to support clinical staff. These office activities may include data entry, record keeping, answering and routing all telephone calls, maintaining sufficient office supplies, and maintaining databases.
Learns and utilizes administration-related information in the Electronic Medical Record system to coordinate with community services department and clinical departments for organization operation.