Operations and Training Manager

PHMC is proud to be a leader in public health.

JOB OVERVIEW:
The primary purpose of this position is to provide and coordinate operational and training support to the Strategy Development Directors and ensure that the office operations functions are supported and executed timely, efficiently and effectively. This position will develop and independently execute administrative, training and operations quality improvement projects on behalf of the department and in coordination with department leadership. This position will oversee certain administrative tasks and track progress and share updates with operations staff. The position will report to the Director of Operations and Training.

Location: Office-based position, located in Philadelphia, PA
Hours: Monday through Friday, 8:30 am - 5:00 pm

RESPONSIBILITIES:

Operational Oversight:

• Works with PHMC Strategy Development staff to implement and improve systems processes and address operational issues, including efforts to integrate and centralize services and software.
• Oversee support for Strategy Development technology and system needs in partnership with PHMC Information Services.
• Oversee development of online platforms including but not limited to PHMC’s contracts management, online learning, webinars, and project tracking.
• Manage and support administrative tasks involving Contracts, Fiscal, HR, IT, and Facilities with respect to time sensitivity, including:
  o Contracts preparation, tracking, upkeep, development, and processing
  o Hiring, credentialing, and staffing changes
  o Strategy Development inventory tracking and management (client supplies, office supplies, and tech equipment)
  o Visitor Management System requests
  o Business card ordering and processing
  o Monthly credit card reconciliation
• Liaison with PHMC administrative services, including Contracts, Fiscal, HR, IT, and Facilities acting with a high degree of flexibility and persistence.
• Support logistics for offsite conferences, meetings and convenings hosted by the Strategy Development department, including, but not limited to overnight travel.
• `Management and maintenance of the PHMC Grants Management System
  o Support cataloguing and organization of a centralized repository containing key documents and
  boilerplate language for grant proposals. o Edit and format written grant proposal materials.
  o Track important information for grant opportunities, such as due dates and application requirements.
  o Support data entry and data management of the Grant Management System and help maintain the integrity of the database via regular maintenance and data-cleaning.
  • Operations support to Strategy Development programs and initiatives as needed, including:
  o Schedule meetings and catering, support events, and conference planning
  o Process invoice and expense reimbursement requests
  o Invoice funding agencies
  o Manage executive calendar
  o Manage preparation and distribution of materials and presentation for meetings.
  o Lead weekly administrative meeting and other meetings as necessary
  o Other administrative and technical duties as needed, including support with grants management.
  o Assist Senior Director in maintaining Strategy and Development’s grant materials and standard operating procedures, updating them in accordance with PHMC process changes and Strategy and Development leadership input.
  o Support staff in navigating PHMC University.
  o Support training new and current staff in Contracts, Fiscal, HR, IT, and Facilities policy and procedures.
  o Support Operations and Training Director with all aspects of the learning management system (LMS) to ensure efficient and effective registration, delivery of online education, user experience, and full utilization of LMS vendor tool.
  o Utilize project management software, such as MS Teams and Smartsheet, to assess and manage workplan activities, ensuring they meet targeted timelines.
  o Help develop and implement standard operating procedures to ensure consistent and efficient utilization of online LMS.
  o Support Programs with the development, management, coordination, execution, tracking and reporting of training deliverables.
  o Assist in creating instructor-led training, self-paced modules, videos, knowledge checks, surveys, and training resources within the (LMS).
  o Assist with the upload, publish, create, manage, test, and assign content within the LMS.
  o Conduct regular reviews to ensure accuracy and compliance with training site, content, and user base.
  o Coordinate and host internal meetings with PHMC’s various projects regarding training needs.
  o Support program evaluation and technical assistance as needed.
  o Partner with internal stakeholders and work with external experts to assess instructional design of trainings.
  o Research and consult on non-traditional and innovative training methods.
  o Provide technical assistance to administrators, instructors, and users accessing the LMS.
•  Individual Giving
  o Support Senior Director in PHMC’s individual giving activities for both PHMC’s embedded programs and subsidiaries.
  o Support management of gift processing and donor acknowledgement, database updates, and financial reporting.
  o Consult on new processes and procedures for individual giving.
  o Support Senior Director in offering technical assistance and professional development to embedded program and subsidiary leaders on individual giving processes and best practices.
• Staff Oversight:
  Supervise Operations and Training Program Coordinator supporting the Strategy and Development Department.
  o Organize and delegate workflow to Program Coordinator
  o Conduct quarterly and annual reviews
  o Hold weekly supervision meetings with Program Coordinator
  o Ensure program coordinator has necessary tools to complete tasks
• Diversity, Equity & Inclusion:
  • Commitment to ensuring equitable working environment for all staff and clients
  • Provide support to the PHMC Strategy Development Department that considers the impact of institutional racism on health and wellness.
  • Encourage diversity and equity in hiring policies and contracting.
  • Contribute to the development of metrics and collection of data to support the PHMC Strategy Development Department measure the impact of DEI policies and procedures.
  • Participate in required trainings and events to help PHMC create an anti-racist, inclusive workspace for staff.

SKILLS:

• Excellent financial management skills
• Demonstrated commitment to fostering diversity, equity, inclusion, and belonging among staff
• Very strong organization and strong project management skills
• Detail oriented
• Knowledge of computer application software to process reports
• Excellent written and verbal communication skills
• Intermediate-Expert ability with basic Microsoft Office suite (Excel, PowerPoint, Word, and Outlook)
• Excellent listening skills
• Strong proficiency with Adobe Pro/DC form creation
• Ability to learn and adapt to new technology
• Excellent verbal, written, and oral communication skills
• Ability to manage and prioritize multiple assignments from multiple staff members
• Ability to work independently and collaboratively
• Proven ability to work under pressure and meet deliverables
• Flexibility to adapt to changing work demands
• Ability to understand, enforce, and adhere to company policies and procedures
• Ability to handle confidential information in accordance with company policies and procedures

QUALIFICATIONS:

• Minimum of 3 years of administrative or office-based work experience required
• Able to work on-site or off-site per assignment
• Experience developing and maintaining contracting, vendor management, fiscal management systems preferred
• Experience supporting HR and employee well-being structures (e.g., affinity groups, staff satisfaction surveys) preferred

EDUCATION REQUIREMENT:

• Bachelor’s Degree required with 3-5 years experience, Master’s Degree preferred