|
Commonwealth of Pennsylvania |
|
|
POSITION DESCRIPTION FOR JOB POSTING |
|
|
Position Number: 00095431 |
Description Activated On: 1/15/2026 3:36:19 PM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. The Facility Chief Operating Officer is an essential employee position. This position is responsible and accountable for the development, planning, organizing, coordination, integrations, monitoring/evaluation and supervision of and directs the integration of the facility's administrative and non-clinical support services functions which include: fiscal planning, implementation and control, budgeting, accounting, payroll, procurement, warehouse/storekeeping, disbursements, dietary planning and food service operations, facility maintenance division and garage services, safety/security, staff development, and represents the hospital for the labor relations program through the Human Resources Department and serves as the hospital's liaison with BIS/IT through the local IT supervisor. Confers with the CEO and other executive level staff on a regular basis regarding administrative and non-clinical support services. Evaluates existing policies and procedures; recommends and directs the development and implementation of improved methods and policy and procedures to accomplish the facility's mission within the COO’s scope of practice. Supervises, directs and evaluates department managers within the Administrative Services Division by conducting supervisory meetings, work site inspections, review of reports, and preparation of performance evaluations in order to ensure fulfillment of department functions and regulatory guidelines. Directs the preparation of operating and capital budget, including budget forecasts and controls of facility personnel and operating expenditures, non-recurring maintenance projects and fixed assets requirements; and assist facility CEO by recommending allocation of said resources. |
|
Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. Develops and maintains controls and procedures required to ensure maximin and efficient utilization of financial, material and staffing resources. Advises and provides recommendations to the CEO on the cost-effectiveness of resource allocation options. Participates in Administrator -on-Call rotation Initiates, negotiates and finalizes contractual agreements with other agencies, vendors of services and private contractors and directs or coordinates the monitoring and evaluation of contracted services provided to assure required services are in place and are received in a cost-effective manner. Consults with the CEO and legal as appropriate. Represents the hospital in the labor relations program by meeting with the Director of Human Resources and other members of the HR department as applicable on labor relations issues, attending all labor/management meetings and initiating and following up on disciplinary actions in order to assure the hospital program is carried out in accordance with DHS guidelines and provides reports on same to CEO on a regular basis. Defines the goals and objectives of each assigned administrative department and ensures these are consistent with the overall goals and mission of the hospital. Maintains compliance with internal and external surveying and auditing agencies e.g., CMS, DHS, etc. Serves as a member of Executive Staff Committee, and other committees and task/work groups as assigned by the CEO. Advises the CEO and other Executive Staffs on budget matters in order to develop the annual Plan and Budget, re-budget and capital budget and to provide budget status reporting throughout the fiscal year. Ensures appropriate information technology and telecommunications are available throughout the hospital by reviewing need/plans with the BIS/IT technical staff assigned to the hospital and various hospital administrative staff. Coordinates the leasing of space and/or utilities to other agencies such as local townships, school district, etc. Conducts inspections of clinical and administrative and/or other assigned areas of the hospital on a regular basis to support patient and staff safety and delivery of quality patient care, and to observe adequacy of and adherence to laws, regulations, and operational policies and procedures. Develops, implements, and monitors plans to improve the efficiency of all non-clinical hospital services and ensures that services provided meet regulatory, environmental, health, safety and security standards. Participates in and coordinates with CMS and other surveys, audits, investigations and special projects. Develops, directs, coordinates the development of recommendations and action plans to correct non-clinical and/or clinical operating deficiencies identified by independent auditing investigative or survey teams. Reviews all administrative operations by following up on survey/audit recommendations, physically inspecting areas, auditing examples of work performed, reviews reports submitted, etc. in order to ensure all regulatory body criteria is met. Ensures that performance and quality improvement and risk management programs are ongoing within the Administrative Services Division. Prepares management performance evaluations and reviews other evaluations by completing reports and meeting with department heads in order to ensure evaluations are done in a timely manner and meet DHS standards. Monitors staff and training programs through collaborative association with all assistant superintendent/administrative hospital staff. Acts on behalf of the Chief Executive Officer, when assigned, in any actions or decision deemed necessary for the efficient operation of the hospital and serves as Administrative Officer on call in order to ensure the availability of senior level staff on a continuous basis. Performs other related duties, special projects, and investigations as assigned by the CEO. Purpose and description will be given at the time of each assignment. Reviews and interprets all management and fiscal policies promulgated by central office and the Office of Administration and reviews new and/or updates with Executive Staff and the CEO. ESSENTIAL FUNCTIONS Knowledge and application of modern management principles, methods and techniques. Knowledge of hospital administration as it applies to scope of responsibilities, including but not limited to budget preparation, purchasing, warehouse/storekeeping, disbursements, accounting, personnel administration and labor/management relations and other administrative and non-clinical support services. Plan, direct, integrate coordinate and evaluate administrative and support services functions to meet operation's needs. Anticipate facility needs and requirements in advance and facilitate appropriate resource planning. Provides recommendations for consideration of Executive Staff and CEO approval. Prepare and supervise the preparation of budgetary, purchasing, and accounting reports and documentation and to monitor and control the facility's capital and operating budgets. Effectively plan, manage and analyze administrative and non-clinical support services activities; to originate, negotiate and facilitate contractual agreements with other agencies, vendors of services and private contractors; and to control and monitor resource allocations by developing and maintaining financial, complement and inventory control systems and procedures. Exercises initiative and judgment in interpreting and applying facility departmental policies and procedures, State and Federal regulations, and Life Safety Code requirements. Delegates responsibility and authority and monitor conformance with hospital operating and regulatory requirements as appropriate. Effectively plan, assign, direct and effectively supervise the work of a staff of managerial, supervisory, administrative, professional and technical employees in the scope/areas of responsibility. Accomplish program planning and policy formulation and interpretations and to develop improved operating methods and procedures to achieve program goals. Coordinate special projects, independent audits, special investigations and administrative surveys conducted by Agency, Program Office, State and Federal agencies and to develop appropriate recommendations and action plans to correct operating deficiencies. Obtains and maintains crisis response intervention certification from current Commonwealth vendor and utilizes skills appropriately. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. This position functions with a high degree of initiative and independence. The staff member makes routine decisions regarding support services. Non-routine, unusual and extraordinary situations are escalated to the CEO and communicated with on a daily basis. In the absence of the CEO, acts on behalf of the CEO, as assigned, in actions or decision deemed necessary for efficient operation of the hospital and serves as an Administrator Officer on call to support availability of a senior-level staff member on a continuous basis. |
||||||||||||||||||||
Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. N/A 5. N/A 6. N/A |
||||||||||||||||||||
Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
|