The Office of Public Health Preparedness (OPHP) is a division of the Boston Public Health Commission (BPHC). The mission of OPHP is to enhance community, public health, and healthcare system resilience to prepare for, respond to, and recover from emergencies that impact the health of the public. OPHP envisions a resilient Boston through healthy, informed, and connected communities that are supported every day and during emergencies by strong, integrated public health and healthcare systems. Read more about us as delvalle.bphc.org.

Role

OPHP is seeking an Administrator to join our team. The successful candidate will be a hands-on and participative manager, who will lead and develop OPHP's administrative, office operations, and fiscal teams in a way that promotes and strengthens our overall programming. This position plays a key role in maximizing and strengthening the internal capacity of OPHP to achieve our mission. Key responsibilities include:

Duties

Administration

• Oversee administrative and office management for all OPHP programming and ensure alignment with BPHC and funder requirements
• Ensure OPHP space, storage, facility, and logistical needs are met and work with the OPHP Operations Manager to identify solutions to address gaps
• Review and analyze administrative processes to determine effectiveness, and recommend changes/improvements
• Lead implementation of new, efficient administrative processes that support and promote OPHP programmatic goals
• Ensure alignment of OPHP administration and finance processes with overall OPHP strategic initiatives
• Monitor and ensure program compliance with HR policies and procedures including consistent, streamlined, and equitable recruitment processes
• Support new employee on-boarding and orientation
• Establish and manage a program to regularly educate employees about relevant BPHC and OPHP administrative policies and procedures
• Prepare reports and briefing materials to provide information on status of all projects, as well as recommendations for future action
• Represent OPHP at meetings, conferences and other events as needed
• In conjunction with the OPHP Leadership team, oversee implementation of OPHP's marketing and branding strategies

Financial Management

• Oversee and lead annual budgeting and planning process in conjunction with the Director, OPHP Finance Manager, and BPHC finance offices; administer and review all financial plans and budgets; monitor progress and changes; and keep OPHP leadership team abreast of financial status
• Oversee all financial, project/program and grants accounting in collaboration with the OPHP Finance Manager, BPHC Grants and Finance Offices and OPHP funders
• Work closely and transparently with all OPHP funders to ensure compliance with funding requirements; and update and implement all necessary OPHP policies and accounting practices to ensure coordination with BPHC and funder requirements.
• Lead development of internal process and systems for new business development/revenue generating opportunities
• Work closely and transparently with all external partners including vendors and consultants.

Program and Project Management

• Manage a staff of 3-5 OPHP administrative, office operations, and finance staff, including consultants and interns as assigned; lead the development of staff to review the work of assigned team members for completeness, accuracy, and content.
• Collaborate and meet with management staff to determine program requirements, standards, and goals.
• Assist in effective operations and compliance with established standards and/or contracted goals & objectives
• Implement and manage processes for conducting annual OPHP work planning
• Develop evaluation tools/metrics in collaboration with OPHP leadership to assess projects and/or initiatives to determine effectiveness and identify opportunities for improvement
• Support OPHP strategic planning efforts

Response and Recovery Operations

• Serve as a Duty Officer for the Boston Public Health Commission's Medical Intelligence Center (MIC) to ensure 24/7 coverage, after participating in required onboarding
• Staff the MIC during emergencies affecting public health and healthcare
• Maintain an ongoing awareness of all OPHP emergency operations plans, protocols and procedures and demonstrate understanding of one's role in these plans
• Participate as required in all OPHP and BPHC emergency responses
• Act as lead for developing and executing the logistics and finance, administrative positions within an incident command structure (ICS) before, during, and after emergency situations. This includes tracking staff time and hours for the duration of an event as well as supervising support staff to carry out this function
• Participates in trainings and other educational opportunities to enhance knowledge of public health emergency preparedness, response, and recovery field

Performs other duties to support OPHP operations as required.

Core competencies include the ability to: describe the agency role and follow the chain of command in emergency response; demonstrate her/his role in regular drills; adapt to and support rapidly changing and evolving emergencies; and recognize deviations from the norm that might indicate an emergency and take/facilitate appropriate action(s) such as communicating clearly within the chain of command.

Works in a confidential capacity with the Director and meets regularly regarding all aspects of program operations, including but not limited to matters pertaining to program staff and other confidential matters. Operates independently. Uses independent judgment and discretion to make decisions affecting the program and staff as it relates to program operations/services and BPHC policy. Promotes OPHP's mission and vision while upholding its six core values.

Minimum Qualifications

Additional Information

City of Boston Residency Required, A Criminal Offenders Records Information request must be completed for this position. However, a record is not an automatic bar to employment but is reviewed in relation to the job applied for., This position requires direct client/patient contact and as a result of such direct contact, certain immunizations will be recommended and/or required prior to commencement of employment duties., Any position that requires an advanced degree will be subject to education verification, This is a grant funded position, The Boston Public Health Commission is an EEO Employer and all applicants meeting the minimum requirements are eligible to apply