Administrative manager, patient care services

Cottage Health seeks an Administrative Manager, Patient Care Services to function as the primary operational and administrative partner to the Vice President, Patient Care Services/Chief Nursing Officer (CNO). Provides leadership and oversight of executive support functions while coordinating strategic initiatives, business operations, executive communications, board and leadership presentations, financial support activities, and administrative services across Nursing and Patient Care Services. Oversees assigned administrative staff, manages complex projects and workflows, facilitates cross-functional collaboration, and ensures timely execution of organizational priorities. Exercises significant independent judgment in handling confidential matters, managing executive operations, and advancing departmental objectives.

This is not an exhaustive statement of duties, responsibilities, or requirements. Employees will be required to perform any job, with related instruction given by their supervisor, subject to reasonable accommodation.

1. Executive Support and Strategic Partnership:

• Serves as the primary administrative and operational partner to the Vice President, Patient Care Services/Chief Nursing Officer.
• Independently manages executive calendar, priorities, correspondence, travel, and executive communications.
• Anticipates needs, identifies potential issues, and recommends solutions to support organizational objectives.
• Exercises significant judgment and discretion in handling confidential and sensitive information.

2. Project and Initiative Coordination:

• Coordinates and monitors strategic initiatives, departmental priorities, and special projects on behalf of the CNO.
• Develops project timelines, tracks deliverables, follows up on action items, and prepares status reports.
• Facilitates collaboration among nursing leaders, operational teams, physician partners, and system departments.
• Identifies barriers to project completion and escalates concerns appropriately.
• Monitors progress on organizational goals and ensures accountability for assigned deliverables.

3. Leadership of Administrative Operations:

• Directly supervises assigned administrative support staff.
• Establishes work priorities and performance expectations.
• Provides coaching, guidance, training, and ongoing performance feedback.
• Standardizes administrative processes and promotes operational efficiency across supported departments.
• Coordinates staffing coverage and workload distribution to ensure continuity of support.

4. Budget, Financial, and Resource Support:

• Supports development of annual operating and capital budget materials through coordination of data collection, compilation, and tracking activities.
• Assists with budget monitoring by preparing reports, gathering supporting documentation, and identifying variances for leadership review.
• Coordinates invoice processing, expense tracking, purchasing requests, and reconciliation activities in partnership with Finance.
• Performs accounting reconciliations to ensure accuracy of departmental records and reporting.
• Compiles, validates, and analyzes operational and financial data from multiple sources to support leadership decision-making.
• Serves as a liaison with Finance and other departments to facilitate timely and accurate submission of budget and financial information.

5. Executive Communications, Presentations, and Reporting:

• Develops high-quality executive presentations, board materials, reports, dashboards, briefing documents, and other leadership communications.
• Coordinates collection, analysis, and validation of data from multiple departments.
• Creates visually effective communications for executive leadership, committees, and governing boards.
• Drafts executive correspondence and communications on behalf of the CNO as appropriate.
• Ensures consistency, quality, and accuracy of all executive-level materials.

6. Meeting and Governance Support:

• Coordinates executive meetings, leadership councils, committees, retreats, and special events.
• Develops agendas, meeting materials, and supporting documentation.
• Records, distributes, and tracks meeting minutes, action items, and follow-up activities.
• Manages governance documentation and supports board and committee reporting requirements.

7. Other Duties:

• Performs other related responsibilities and special assignments as requested.
• Participates in organizational initiatives and continuous improvement activities.

QUALIFICATIONS

All job qualifications listed indicate the minimum level necessary to perform this job proficiently.

LEVEL OF EDUCATION

• Required: Associate’s Degree (AA) Associate degree or equivalent combination of education and experience.
• Preferred: Bachelor’s Degree in Arts/Sciences (BA/BS) Bachelor's degree in Business Administration, Healthcare Administration, Communications, Organizational Leadership, or a related field.

TECHNICAL REQUIREMENTS

• Required: Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook), Microsoft Teams and SharePoint, presentation design and executive-level reporting, budget tracking and financial reconciliation processes, data management and dashboard development, and meeting and project tracking tools.
• Preferred: Healthcare information systems and reporting platforms. Experience developing executive and board-level presentations.

YEARS OF RELATED WORK EXPERIENCE

• Required: Seven (7) to ten (10) years of progressively responsible experience in executive support, healthcare administration, business operations, project coordination, or related fields.
• Preferred: Experience supporting a Vice President, Chief Nursing Officer, Chief Operating Officer, or other senior healthcare executive. Previous supervisory or management experience. Experience within a healthcare organization.

Cottage Health is a leading acute care hospital system, located on the central coast of California, widely known for our superior patient care, innovation, medical research and education. Our health system operates primarily in Santa Barbara, CA, since 1888, and consists of three acute care hospitals, a Rehabilitation Hospital, multiple clinics and a multi-site Urgent Care system. Our mission is to serve the central coast communities with excellence, integrity, and compassion. Every day we touch thousands of lives in many different ways, resolute in our mission to put patients first. We take pride in helping our patients get back to living their lives - in the places they love.

*Pay for non-physician positions is determined based on related years of experience and internal equity. Eligible employees may also receive additional forms of compensation, including shift differentials, on-call pay, incentive pay, and bonus opportunities, where applicable. Manager and above positions may participate in Cottage Health’s annual management incentive program. Physician compensation is determined based upon specialty and may include bonus potential. For more information on our comprehensive Total Rewards offerings, please visit https://cottagehealth.org/careers/total-rewards.

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