Associate Director of Operations and Project Management

Newark, CA, United States

Associate Director of Operations and Project Management ASSOCIATE DIRECTOR OF OPERATIONS & PROJECT MANAGEMENT

University Medical Partners (UMP) formed in January 2017 by physicians currently practicing within several separate medical groups in the Bay Area to create a unified multi-specialty physician practice and clinical network that will serve as an exemplar for the delivery of high-quality health services in the Bay Area.

UMP Practitioners deliver care at clinics operated by Stanford Medicine Partners (SMP), a medical foundation affiliated with Stanford University throughout the Bay Area.

POSITION TITLE: Associate Director of Operations & Project Management

REPORTS TO: Dual Reporting to Chief Administrative Officer & Director, Strategic Initiatives

PURPOSE STATEMENT: As a member of the UMP Management Services Team, the Associate Director of Operations and Project Management will lead and optimize the execution of strategic projects, ensuring operational excellence and project success. This role is committed to fostering a culture of continuous improvement, collaboration, and accountability. By aligning resources, processes, and people with the organization’s goals to drive efficiency, innovation, and high-quality outcomes that support the organization’s mission and growth. This role will help develop our project development framework.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The essential duties of this position include the following (other duties may be assigned):

Operational Leadership:

Oversee daily operations, ensuring efficient and effective processes.

Develop and implement operational policies and procedures.

Monitor and evaluate operational performance, identifying areas of improvement.

Project Management:

Lead and manage key projects from inception to completion.

Coordinate cross-functional teams to ensure project goals are met.

Develop project plans, timelines, and budgets.

Strategic Planning:

Collaborate with senior management to develop and implement strategic initiatives.

Identify and assess growth opportunities and potential risks.

Contribute to long-term operational planning and goal setting.

Resource Allocation:

Allocate resources efficiently to maximize productivity.

Manage budgets and financial plans for operations and projects.

Ensure optimal utilization of personnel and material resources.

Team Leadership and Development:

Supervise and mentor operations and project management staff.

Foster a positive and collaborative work environment.

Provide training and development opportunities for team members.

Stakeholder Communication:

Serve as the primary point of contact for internal and external stakeholders.

Communicate project updates, operational changes, and strategic decisions.

Build and maintain strong relationships with clients, vendors, and partners.

Identify potential operational and project risks.

Develop and implement risk mitigation strategies.

Ensure compliance with relevant regulations and standards.

Quality Assurance:

Establish and maintain high standards for operational and project outcomes.

Implement quality control measures and continuous improvement initiatives.

Monitor and address quality issues promptly.

Performance Reporting:

Generate regular reports on operational and project performance.

Analyze data to inform decision-making and strategy.

Present findings and recommendations to senior management.

Innovation and Process Improvement:

Drive innovation in operational processes and project management.

Identify and implement process improvements to enhance efficiency and effectiveness.

Stay current with industry trends and best practices.

Compliance and Safety:

Ensure all operations and projects comply with legal and regulatory requirements.

Conduct regular audits and inspections to ensure compliance.

This role requires a dynamic leader with strong organizational, project management, and communication skills. The Associate Director of Operations and Project Management will play a critical role in driving the success of the organization by ensuring seamless operations and successful project execution.

Will complete ad-hoc projects as determined by senior leadership.

PERFORMANCE REQUIREMENTS: Knowledge, Skills and Abilities:

To perform the job successfully, an individual should demonstrate the following competencies:

Subject Matter Expertise – Must have hands-on experience in the areas of responsibility.

Professional Communication – Maintain confidentiality in matters relating to patient/family and clinician conduct. Maintain professional relationships. Relay information appropriately over telephone, E-mail, texting, and other communication devices. Contribute to peer performance reviews as requested.

Teamwork –Work effectively and collaboratively with clinicians, managers and staff members. Delegate work as needed. Initiate problem-solving and conflict resolution to foster effective work relationships with peers.

Visionary Leadership - Display passion and optimism; inspire respect and trust; mobilize others to fulfill the vision; provide vision and inspiration to peers and staff.

Change Management – Help develop workable implementation plans, and communicate changes effectively. Willingness to learn new processes related to improvement efforts. Build commitment and overcome resistance, prepare and support those affected by change. Monitor transition and evaluate results.

Leadership - Exhibit confidence in self and others; inspire and motivate others to perform well. Effectively influence actions and opinions of others; accept feedback from others; give appropriate recognition to others.

Quality Management - Look for ways to improve and promote quality; demonstrate accuracy and thoroughness. Assist in the development of indicators, thresholds, study methods and data collection as assigned. Respond to problems/opportunities to improve care/customer service.

Experience and qualifications: BS/BA/MBA/MHA degree in Business, Health Care Administration, or related field or an equivalent combination of education and experience.

Project Management Professional (PMP) certification or equivalent is preferred.

Lean Six Sigma certification or similar process improvement certification is an advantage.

Minimum of 5 years’ experience in operations management, project management, or a related field.

Proven track record of managing complex projects and driving operational excellence.

Experience in developing and implementing operational policies and procedures.

At least 5 years of experience in a leadership or supervisory role is preferred.

Demonstrated ability to lead and develop high-performing teams.

Experience in managing cross-functional teams and fostering collaboration.

Experience in strategic planning, including developing and executing long-term goals and initiatives.

Proven ability to identify growth opportunities and manage risks effectively.

Ability to manage budgets and financial plans for operations and projects effectively.

Experience in building and maintaining relationships with internal and external stakeholders.

Strong communication skills, with the ability to present information clearly and persuasively.

Proficiency in project management software and tools.

Proficiency in Microsoft Word, PowerPoint, and other Microsoft Office software.

High level of verbal and written communication skills with a strong capacity for detail.

Strong organizational, planning, and project management skills to manage multiple priorities and meet required deadlines.

Strong analytical, critical thinking and problem-solving skills to ensure process improvement and projects are completed successfully.

Strong interpersonal skills necessary in order to develop and maintain collaborative relationships with management and physicians.

Strong understanding of operational processes and best practices.

Ability to adapt to changing priorities and manage multiple projects simultaneously.

High level of integrity and professionalism.

Ability to work effectively under pressure and meet deadlines.

Demonstrated commitment to continuous improvement and innovation.

Proven ability to work independently to produce accurate work of the highest quality.

Manages relationships relevant to projects and requires the ability to gain the cooperation of others.

Working knowledge of physician practice and/or medical group experience is desirable, but not required.

Why Work with UMP: Salary Range: $150,000 - $195,000/annually

Up to 10% annual performance incentives

Robust benefits package

Annual 401k Safe Harbor and Profit Sharing contributions

PTO plan includes paid Holidays, Extended Sick Leave

Multiple health plan options

Dental, Vision, Short-term disability, Long-term disability, Life Insurance, and others

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include ability to adjust focus.

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