Senior Medical Administrative / Project Manager

St. Louis, MO, United States

Job Type

Full-time

Description

Senior Medical Administrative / Project Manager

Venesco, LLC is looking for a Project Manager. This position will require you to be onsite at the Saint Louis University Hospital. In this role you will perform all tasks in the following paragraphs to fulfill the requirements of this task order #24-22. You shall serve as a liaison and provide Senior Medical Administrative Services / Project Management in support of the Saint Louis Office of Military Medicine (STL OMM) and United States Air Force School of Aerospace Medicine (USAFSAM) in collaboration with Saint Louis University (SLUSOM), Washington University (WashUSOM), and other Civilian Healthcare Organizations (CHCOs) within the Saint Louis region including but not limited to SSM Health Saint Louis University Hospital (SLUH), Barnes Jewish Hospital (BJH), Mercy Hospital System, and affiliates. You will provide a wide range of support in medical and non-medical logistics, resources, facilities, systems, and human resource management. You will coordinate all financial, contract(s), security, facility, training agreement(s), and Information Management/Information Technology (IM/IT) issues.

As the OMM administrative subject matter expert, the position interprets general regulations, instructions, rules, and local policies and ensures operations are in line with regulatory and mission requirements. Manages daily OMM administrative operations de-conflicting and resolving issues or concerns. Provides leadership and tracking aspects of Air Force level operations including readiness and healthcare services in association with the OMM. Maintains effective communication with military providers, nurses, technicians, and administrators, as well as applicable CHCO management and staff. Coordinates with CHCOs to identify potential program deficiencies and develop initiatives for improvements, resolve problems, and enhance OMM program effectiveness. Develops new office processes and business procedures to improve OMM program objectives and operations. Coordinates office workload and provides overall support to staff on a wide range of administrative processes. Balances workload and provides overall direction and vision to staff on a wide range of education and administrative issues. Responsible for the budgetary operations necessary to support the OMM program and the assigned personnel. Formulates, coordinates, consolidates budgetary strategies and briefs/obtains leadership approval of all program objectives. Conducts, interacts, and projects a professional Air Force image when interacting as an OMM & USAFSAM intermediary representative with all military/civilian functional organizations. Will perform personnel management duties: providing advice and assistance to the OMM Director, Deputy Director, Credentials Manager and clinical staff on overall technical management and administrative taskers sent from the affiliate programs to ensure timely completion. Updates and reviews annually the Training Affiliation Agreements (TAAs) and Memoranda of Agreement (MOAs & MOUs) with all civilian organizations, which require significant coordination with each legal division(s) and the United States Air Force. The contractor personnel shall interface with 711HPW/ET leadership and staff, other professionals across both the Air Force Research Laboratory, Air Force Medical Services, the Defense Health Agency, the Department of Defense, and CHCO leadership, staff, and subject matter experts.

The 711th Human Performance Wing (711 HPW), headquartered at Wright-Patterson Air Force Base in Ohio, is the first human-centric warfare wing to consolidate human performance research, education and consultation under a single organization. Established under the Air Force Research Laboratory, the 711 HPW is comprised of the Human Effectiveness Directorate (RH) and the United States Air Force School of Aerospace Medicine (USAFSAM). The Wing delivers unparalleled capability to the Air Force through a combination of world class infrastructure and expertise of its diverse workforce of military, civilian and contractor personnel encompassing 75 occupational specialties including science and engineering, occupational health and safety, medical professions, technicians, educators, and business operations and support.

Responsibilities:

2.1 Administrative and Functional Support

2.1.1 Manages daily OMM administrative operations de-conflicting and resolving issues or concerns. The Office of Military Medicine is the office with responsibility for one of the largest military-civilian medical collaborations in the US, created to maximize military medical activities at civilian hospitals with a focus on collaboration and readiness.

2.1.2 Serves as a liaison representing the Office of Military Medicine (OMM) between Military Medical Organizations, two civilian universities and their civilian medical facilities/affiliates and Mercy Hospital System.

2.1.3 As the OMM administrative subject matter expert the position interprets general regulations, instructions, rules, and local policies and ensures operations are in line with regulatory and mission requirements.

2.1.4 Makes recommendations in the development, implementation, and tracking of short-term and long-term program goals and objectives.

2.1.5 Maintains effective communication with military providers, nurses, technicians, and administrators, as well as applicable CHCO management and staff. Coordinates with CHCOs to identify potential program deficiencies and develop initiatives for improvements, resolve problems, and enhance OMM program effectiveness.

2.1.6 Develops new office processes and business procedures to improve OMM program objectives and operations. Coordinates office workload and provides overall support to staff on a wide range of administrative processes.

2.1.7 Applies analytical and evaluative techniques to gather program data, track progress and brief current and projected program administrative requirements and clinical currency of military personnel gained through OMM programs.

2.1.8 Collects and reviews work data of healthcare rotators and reports training data to the Air Force Medical Readiness Agency (AFMRA) representative and to USAFSAM. Applies qualitative and

quantitative techniques in reviewing, auditing and analyzing clinical currency to determine training efficiency and readiness requirements are met.

2.1.9 Completes and audits documentation to determine accuracy of onboarding process and records. Introduces rotators/trainees to key personnel and schedules their initial training and orientation requirements. Keeps senior management informed of program progress and advises of any significant developments that may impact operations.

2.1.10 Coordinates all financial, contract(s), security, and Information Management/Information Technology (IM/IT) issues.

2.1.11 Responsible for the budgetary operations necessary to support the OMM and the assigned personnel. Formulates, coordinates, consolidates budgetary strategies and briefs/obtains leadership approval of all office objectives.

2.1.12 Facilitates informational tours for visiting dignitaries, public organizations, and internal/external persons interested in the OMM's activities. This may involve coordinating parking, reserving meeting rooms, refreshments and refining itineraries with other departments.

2.1.13 Updates and reviews annually the Training Affiliation Agreements (TAAs) and Memoranda of Agreement (MOAs & MOUs) with all civilian universities/military organizations, which require significant coordination with each legal division(s) and the United States Air Force.

2.1.14 Perform the following administrative management service-oriented tasks: answering the office phones, typing, filing, building and maintaining simple databases, ordering office supplies, constructing training and in processing packets for all rotators.

2.1.15 Coordinate staff meetings with the OMM Director and keep record of the minutes.

2.1.16 Assist in coordinating information and taskings to the En-Route Care Training Department by their required deadlines.

2.1.17 Contractor shall build Word documents, spreadsheets using Excel Program, and presentations using PowerPoint.

2.1.18. Oversees record management program.

2.2 Assists the OMM Credentials Manager

2.2.1 Provides advice and guidance on all aspects of the Credentialing and Privileging (C&P) process, relying on comprehensive and technical knowledge per regulatory guidelines.

2.2.2 Obtains, Primary Source Verifies, and monitors all required credentials. Performs all additional required queries as tasked. Analyzes and evaluates the credentials processes in meeting established goals and objectives set by the Medical Staff Managers at participating CHCOs.

2.2.3 Assists with the initial, annual, biennial, and other privileging actions of health care providers to ensure short-term and long-range plans for implementation meet mission and all regulatory requirements. Assists with monitoring and tracking of deficiencies noted from pre/post inspections to closure.

2.2.4 Recommends program priorities to the Credentials Monitor and assists with training staff members and commanders on the C&P process.

2.2.5 Effectively communicates with the Commanders and Department Heads to ensure essential data is accessible for the award of privileges, appointment, and re-appointment of providers to the medical staff.

2.2.6 Implements ongoing regulatory requirements and changes.

2.2.7 Presents orientation briefs to healthcare providers on the C&P process if required.

2.2.8 Participates in credentials staff meeting, as required, providing accurate information and reports to support decision making regarding credentialed and privileged providers.

2.2.9 Remains current in all aspects of accreditation, DoD, and Air Force Medical Service (AFMS) credentialing standards to ensure compliance by the participating facilities.

2.2.10 Coordinates and ensures proper collaboration between all agencies participating in the OMM program ensuring that all administrative documentation for military members (privileged and non-privileged providers, nurses and technicians from multiple specialties) from all organizations represented is complete and accurate; allowing them to conduct training at CHCOs in specialized hospital sections such as; trauma, emergency room, burn and inpatient units, intensive care, obstetrics/gynecological, general medical/surgical floors, pediatrics, etc.

2.3 Manages clinical rotation schedule and productivity records.

2.3.1 Manages the clinical rotation schedule and maintains administrative and productivity records for military members from various military organizations attending approved training or rotations at CHCO.

2.3.2 Serves as the point of contact for all newly assigned personnel; orients them regarding the basic functions of the organization and the purpose of the program. Ensures rotators/trainees are thoroughly in-processed and out-processed including assisting with obtaining badges, IT access, and other administrative tasks as necessary.

2.3.3 Creates folders and conducts reviews for each individual and ensures new personnel receive proper training.

2.3.4 Coordinates clinical schedules based on the individual members specialty and required skill set. Promotes and coordinates a smooth workflow and clinical rotations to ensure effective use of military medical training. Resolves and de-conflicts any discrepancies with clinical rotation

schedules for all organizations supported and works to ensure clinical areas are not over tasked with rotators/trainees.

2.3.5 Logs and inputs the rotators' documentation using spreadsheet software. Reviews the documentation for completeness, accuracy, and the presence of necessary supporting documents. Advises training rotators of required and /or missing documents as necessary.

2.3.6 Maintains spreadsheet data files. Ensures database accuracy and currency. Maintains accurate records and files.

2.3.7 Prepares clear and concise reports, correspondence and other written materials for the OMM and the CHCOs leadership teams.

2.3.8 Retrieves, logs, and reports monthly clinical care productivity data for military members to OMM, USAFSAM, DHA, referring military unit leadership, and others as approved by the OMM Director or Deputy Director.

Requirements

Mandatory Qualifications

1.1.1.1 Excellent interpersonal skills are required to serve as a liaison between multiple military and civilian medical partnerships. Excellent writing and verbal communication skills are required. Proficiency with word processing software, spreadsheet software, and SharePoint applications is required.

1.1.1.2 Knowledge and understanding of applicable Air Force and professional standards is mandatory. Knowledge of military and civilian guidelines that govern policy and procedure, successful completion of USAFSAM's and Department's orientation programs is required.

1.1.1.3 Knowledge of military medical training requirements sufficient to coordinate and monitor clinical rotations is required.

1.1.1.4 Knowledge applicable to a wide range of health care administration and management functions to include pertinent laws, regulations, policies and precedents which affect the use of program and related support resources.

1.1.1.5 Contractor must have a Non-Disclosure Agreement in place with their company, and the company must provide a copy to the Program Manager of this task order. This is necessary to mitigate transfer of any confidential, proprietary and/or sensitive information while in this position.

Highly Desired Qualifications

1.1.2.1 Knowledge and skill in applying analytical and evaluative methods and techniques sufficient to identify problems or unusual situations regarding administrative issues and conflicts regarding clinical rotation schedules or other administrative tasks.

1.1.2.2 A Bachelor's or Master's degree in business, management, or a health-related field, and at least 2 years of experience in the field or in a related area(s).

1.1.2.2 Skill in developing interpersonal relationships, maintaining good working relationships, and working cooperatively as a liaison between various military organizations and civilian medical facilities.

1.1.2.3 Skill and ability to collect and analyze program data and report results of continuous monitoring activities for use in organizational decision-making.

1.1.2.4 Knowledge of federal and civilian accrediting agency standards, state/national requirements and other regulatory agency requirements regarding licensing and certification, and legislation and laws pertaining to health care delivery systems.

Venesco, LLC, is an equal opportunity and affirmative action employer. Venesco is committed to administering all employment and personnel actions on the basis of merit and free of discrimination based on race, ethnicity, religious affiliation, gender, gender identity or expression, sexual orientation, national origin, protected veteran status, or status as an individual with a disability. Consistent with this commitment, we are dedicated to the employment and advancement of qualified minorities, women, individuals with disabilities, protected veterans, persons of all ethnic backgrounds and religions according to their abilities.

For more information on Venesco, LLC., visit https://venesco.com.

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