Clinical Services Administrator

COQUILLE INDIAN TRIBE•Eugene, OR

5d•$92,706 - $115,877•Onsite

About The Position

The Clinical Services Administrator coordinates and facilitates administration of support and scheduling staff for the Ko Kwel Wellness Center (KWC) Medical Clinic in Eugene and ensures coordination and consistent practices with the KWC Medical Clinic in Coos Bay. The role covers outpatient primary care services, patient volume, quality-of-care metrics, and quality improvement. The position reports directly to the Executive Director Eugene Health Services. The administrator provides leadership and operational oversight for clinic staff and programs, including performance management, scheduling, budgets, quality improvement, infection control, risk management, medical equipment maintenance, compliance, onboarding, and clinic policies and procedures. In coordination with KWC leadership, the role helps establish departmental goals, prepares plans and reports, and monitors expenditures. The position also performs other duties as assigned. Work is generally performed in an office setting and outdoors. Occasional evening and weekend work is required, and the position involves exposure to hazardous materials and infectious disease. Frequent local travel and occasional statewide and national travel are required. The role requires oral communication, repetitive wrist, hand, or finger movements, and often walking, standing, sitting for extended periods, and raising or lowering objects; occasional lifting of up to 25 pounds is required.

Requirements

Bachelor’s degree in a health-related field or Business Administration; alternatively, a combination of relevant education and work experience managing operations and multiple staff in a healthcare or business environment totaling 10 years; or more than 10 years of staff management experience plus leadership and professional development certifications.
At least five years of management and supervisory experience in a public health or medical outpatient setting, or equivalent.
Specific knowledge and experience maximizing billing opportunities, including working with State Medicaid agencies and coordinating agreements.
Knowledge of HIPAA privacy and confidentiality guidelines.
Knowledge of value-based care, quality metrics, population health, and regulatory compliance.
Current and valid driver’s license in good standing with no insurability restrictions from the Tribe’s insurance carrier, or ability to obtain one within 30 days of employment.
Accept responsibility as a mandatory reporter of abuse and neglect involving infants and children, elderly or dependent people, individuals with mental illness or developmental disabilities, and residents of nursing homes and other healthcare facilities; report evidence of physical injury, neglect, sexual or emotional abuse, or financial exploitation.
First Aid/CPR certification, or ability to obtain it within 90 days of employment.
Excellent verbal and written communication, team-building, and cooperative problem-solving skills; ability to maintain a pleasant and helpful attitude and handle stressful or emotional situations.
Ability to foster an inclusive workplace that values and leverages diversity and individual differences.
Ability to develop others through ongoing feedback and formal and informal learning opportunities.
Results-driven decision-making skills, including applying technical knowledge, analyzing problems, and calculating risks.
Knowledge and skill in department-level administration, including personnel and budget management, procurement, contract, grant and agreement preparation and administration, and program evaluation and reporting.
Ability to maintain effective working relationships with governmental officials, administrative agencies, and granting agencies.
Ability to carry out all phases of grant administration, including writing applications, developing and tracking budgets, and reporting.
Ability to read and understand technical documents and manuals and write such documents for others.
Computer literacy sufficient to use word processing, spreadsheet, and database software to produce correspondence, documents, and reports.
Ability to maintain professionalism, confidentiality, and objectivity under pressure and in crisis situations.
Ability to perform duties safely, efficiently, and accurately, with or without reasonable accommodation, without creating a significant safety threat to self or others.

Nice To Haves

Experience with Epic/OCHIN or other electronic health record systems.
Experience leading primary care clinic operations, workflow redesign, and access optimization initiatives.
Experience supervising multidisciplinary healthcare teams, including nursing, medical assistants, and front office staff.
Project management, leadership development, or healthcare administration certifications.
Knowledge of Indian Health Service programs.
Knowledge and experience with quality improvement and patient metrics.
Experience with healthcare accreditation, including AAAHC.
Experience working within a Tribal environment.

Responsibilities

Lead and oversee nurses, a lab technician, medical assistants, receptionists, and a medical records technician; review and evaluate performance, coach staff, provide feedback, and assist with corrective actions as needed.
Assist with developing and implementing budgetary processes.
Coordinate with health information technology personnel to improve and maintain accurate system work processes and logistics.
Participate in and contribute to the Quality Improvement program, including monitoring data collection, measuring quality, identifying concerns, and coordinating quality improvement activities.
Maintain the Biomedical Maintenance and Quality Assurance program for medical equipment.
Oversee the Infection Control Program.
Coordinate department meetings as needed.
Manage and oversee the risk management program, review incidents and adverse events, and ensure corrective actions are taken as needed.
Ensure compliance with applicable AAAHC standards, prepare for the tri-annual AAAHC survey, and coordinate corrective actions following the survey as needed.
Coordinate medical clinic onboarding and ensure appropriate initial safety training is completed.
Develop staff schedules and assignments to support relevant metrics, benchmarks, and standards.
Maintain and implement KWC policies and procedures for services provided in the Eugene medical clinic, and ensure compliance with Clinical and Nursing Standard Operating Procedures.
Work with the KWC leadership team to assist in establishing short- and long-term departmental goals for approval by the Health and Wellness CEO and Executive Board of Directors; prepare related documents, plans, and reports.
Assist with preparation of annual departmental budgets in coordination with the Leadership Team, and review and monitor expenditures for budget and Tribal fiscal management ordinance compliance.
Provide input into the development and expenditure of funds.
Attend meetings designated by the Executive Director Eugene Health Services or other KWC leadership.
Perform other duties as assigned.