The Manager Grants, Operations & Patient Experience

GENERAL SUMMARY/BASIC PURPOSE OF JOB: The Manager Grants, Operations & Patient Experience will oversee office management, grant and contracts, finances, and human resource management of the Schwab Rehabilitation Hospital grant programs. The Manager will collaborate with SUHI leadership team and staff to ensure compliance with grant requirements. The manager will explore additional grant opportunities with the Office of Development and SUHI to further meet the needs of our mission. In the absence of a grant program coordinator, the Manager will assume the responsibilities of the role until the position is filled. The Manager will provide site specific leadership and coordination of patient experience data and initiatives. As a member of the Schwab leadership team, they will participate in other aspects of support and leadership as needed.

REPORTING RELATIONSHIPS:  

• Reports to: President, Schwab Rehabilitation Hospital                      
• Provides Supervision to:  Grant Program Coordinators and staff    

ESSENTIAL FUNCTIONS AND DUTIES

Maintains timely and effective written and verbal communications with staff and others through appropriate and considerate interactions. Models Sinai and Schwab mission, vision and values, and maintains a high-level of discretion/confidentiality.

Leads and trains Grant Program Coordinators; serves as a backup for Coordinator when he/she is out of office and provides extra help during busy times.

Ensures operations are effective, efficient, and compliant to SHS policies and department protocols; serves as administrative leader and point person to staff for administrative support and questions. Assists in finding solutions to identified problems.

In partnership with site and SUHI leadership develops and enforces necessary administrative guidelines and protocol related to grants Hosts administrative trainings for staff as needed.

Leads tracking of inventory and decisions on supply purchases; directs staff regarding purchases.

Manages IS needs including software licensing/renewals; approves IS requests.

Organizes meetings and prepares presentation materials and/or reports (PowerPoints and tables) as needed; plans monthly all-staff meeting and/or leadership meeting and provides minutes.

Coordinates departmental schedule of all related activities.

Provides monthly updates of Schwab grant work to site and SUHI leadership.

Serves as departmental manager for extended services staff.

Schedules staff and maintains payroll functions for extended services team and others as assigned.

Coordinates and oversees on-boarding of new staff; manages office assignment and moves; provides department orientation, operations and policies, and explains timekeeping procedures.

With support from site leadership and HR, oversees staff terminations (voluntary and involuntary)), changes in job title/promotions, salary (merit increases or market rate adjustments), job status (full-time or part-time), and hours worked, performance reviews and corrective action as needed. Submits HR Action Forms.

Oversees the recommendation of development of job descriptions (collaborating appropriately with site President and SUHI leadership), manages job requisitions, monitors promotions and hiring, including advertising open positions.

Works to support employee engagement and retention through promoting a positive culture that encourages high performance and morale, along with a learning mindset. Promotes professional development opportunities to encourage staff growth.

Develops working knowledge of data confidentiality and security in research, grants life cycle, federal and state grant policies and regulations, grant compliance issues, and standards of the OMB Uniform Guidance.

With SUHI President and Director of Grants and Operations, develops and enforces appropriate guidelines and procedures in grant and contract management. Ensures department’s compliance with terms of grants and contacts.

Reviews (and may draft) contracts, MOUs or other agreements. Ensures clear contract term, adequate compensation, appropriate scopes of work, documented payment procedures, and other necessary terms (rights, confidentiality, etc) to ensure reasonable and complete contracts. Assists in coordinating review of all SUHI contracts with Sinai Chicago's legal team.

Serves as liaison between SUHI and Sinai Health System accounting, accounts payable, payroll, and finance departments. Ensure timely response of all parties to requests.

Prepares monthly payroll allocations and other needed reclasses to submit to accounting

Oversees cost center management for all Schwab grant cost centers. Assists in opening/closing cost centers, budgeting, monitoring FTE and time verification, monthly financial tracking, timely financial and program reporting, invoicing, drawdowns of federal grants, and detailed recordkeeping in the Institutional File (e.g., award letter, contract, communications with funders, progress reports, etc.). Interacts with Finance and Accounting for updates, expense reconciliation, and monthly variance reporting.

Manages Schwab Department cost center and other cost centers, as assigned.

Manages annual preparation of all Schwab fiscal grant budgets for SUHI, Finance Department and Community Benefit Reports.

Supervises check request and purchase orders; tracks down checks and oversees deposits; provides back up of all expenses approves conference budget forms and encourages proactive planning of conference attendance.

Serves as site leader for patient satisfaction evaluation processes (e.g. Press Ganey processes and reports).

Monitors patient experience data and educates leaders in accessing of data, and interpretation of results. Collaborates with the Sinai system leader of Patient Experience as needed.

Obtains feedback from patients through proactive rounding, focus groups, phone calls and staff regarding their Schwab experience. Collates feedback and shares with staff and leaders.

Coordinates with Schwab leadership team, patient experience education and initiatives to recognize excellence and opportunities to improve the patients’ experience at Schwab.