Chief of Staff

Job description

Chief of Staff

Job Description

Department(s): Executive Office
Reports to: Chief Executive Officer (CEO)
FLSA Status: Exempt
Salary Grade: U - $226,000 - $338,000

Job Summary

As a member of the executive team, the Chief of Staff creates a shared sense of purpose to achieve an aligned vision executed through CalOptima's strategic plan and Chief Executive Officer (CEO) initiatives. Through executive leaders and directors, orchestrates the cross-collaborative development, implementation, and improvement of organizational programs and initiatives as assigned by the CEO. This position is a key leader within the health plan and has the responsibility and accountability to lead the areas assigned to next-level capabilities and operational efficiencies consistent with the strategic plan, goals, and objectives for CalOptima. The incumbent will anticipate, continuously improve, communicate, and leverage resources. The COS will balance achieving set accountabilities with constraints of limited resources. When directed, the incumbent will act as a liaison of the CEO with departments such as Information Services, Operations, Program Implementation, Provider Network Operations, Human Resources, Communications, Community Relations, Strategic Development and the executives and directors who have oversight of these departments.

The Chief of Staff (COS) acts as advisor to the CEO and will support the CEO in the development and implementation of policy objectives, strategic planning, and activities involving internal stakeholders. Under the CEO's general guidance, the COS focuses on internal systems and is responsible for project management support for all high-priority operations, helping the CEO to prioritize time and resources according to organizational need while ensuring such priorities are communicated, and departments have the resources to meet assigned goals. While the CEO maintains Executive Leader Team supervision, the COS liaises with leadership and broader staff to advance work and facilitate processes and lead special initiatives and projects as assigned. Additionally, the Chief of Staff supports company's engagement and partners with agency leadership to develop communication strategies.

For assigned programs, projects, and initiatives, the incumbent communicates crystal clear expectations of results, defines roles and responsibilities, assesses and diagnoses issues of accountability, clearly defines, communicates, and monitors individual and workgroup ownership and accountability, identifies and addresses obstacles, creates a sense of urgency when needed, provides CEO with progress reports, conducts after action reviews to ensure continuous improvement, and recommends new approaches to increase capabilities and efficiencies.

Position Responsibilities:

• Supports the CEO's organizational priorities ensuring timelines and work plans are aligned and supporting his or her relationship with direct reports.
• Communicates consistent messaging and implementation of CEO's vision and priorities to achieve desired results.
• Works with leaders to develop key organizational metrics, or dashboard, to provide regular reports and findings to the CEO on the performance of such activities.
• Prepares communications, announcements, project plans, or similar documents for the CEO.
• Writes, edits, and reviews Board agendas and staff reports. Attends and participates in Board and Committee Meetings.
• Executes assigned organizational functions, aligns work activities to short- and long-term strategic objectives, balances resources, and supports organizational processes.
• Prepares leaders for change and internal collaboration related to CEO driven priorities.
• Provides transparent and constructive feedback and facilitates respectful conflict resolution within cross collaborative workgroups.
• Ensures tight operations across the office of the CEO and the broader organization by finding value-added solutions to gaps and problems.
• Provides thought partnership with colleagues and may lead organizational retreats and regularly occurring meetings including planning, preparation, and participation.
• Conducts follow-up and interfaces with staff to support CalOptima's responsiveness.
• With guidance from the CEO, provides support to senior-level staff responsible for the major functional areas of the organization.
• Coordinates and facilitates communication between departments and staff to ensure cross collaboration and optimal use of resources; implementation and alignment with the organization's strategic plan; integration of operations with program issues and fiscal needs; standardized protocols and practices; to enhance overall organizational communication to ensure clarify of direction and administrative effectiveness.
• In collaboration with the CEO, creates strategic communication and analytical documents.
• Plans and/or facilitates various organizational-level planning and decision-making bodies, including the support of the CalOptima's Executive Team. Provides input on the development, enhancement, and support of other meeting structures.
• Tracks and advises the CEO on progress throughout the duration of assigned projects.
• Communicates, plans, and provides operational considerations to the CEO and colleagues in the organization.
• Other projects and duties as assigned.

Possesses the Ability To:

• Support the CEO and his/her vision for the organization and members.
• Maintain executive level confidentiality.
• Provide strategic thought partnership to the CEO.
• Keep perspective, exercise diplomacy, and a sense of resiliency during organizational transition.
• Establish and maintain effective, collaborative working relationships with CalOptima leaders and, staff and as directed with Board members.
• Demonstrate a track record and leadership in building organizational and staff capacity, developing a strong workforce and culture of accountability, and developing processes that ensure that the organization runs smoothly and efficiently in support of the Mission.
• Collaboratively work with the CEO to foster a healthy organizational culture, encourage collaboration and teamwork, and inspire and motivate staff with a mission-driven focus and modeling of high ethics and work practices. Promote teamwork and integration within and across the organization.
• Think strategically and analytically, incorporating new information and trends into organizational planning and program implementation to guide and inform the CEO's strategic direction and operational plans of the organization.
• Effectively plan, facilitate, contribute to, and represent the organization in meetings.
• Demonstrate cultural awareness and sensitivity in a variety of contexts.
• Communicate clearly and effectively, orally and in writing, to staff, key stakeholders, partners, the Board members, and the public, including the ability to write and edit reports and other written communications, and develop and deliver clear and compelling oral presentations.
• Define and address highly complex problems and issues requiring the analysis of multiple variables or situations; collect, synthesize, and analyze information; consider alternatives; and draw valid conclusions.
• Adapt, with minimal or no advance notice, to changes in operations, work assignments, procedures or requests from the CEO for the Board of Directors and Board Ad-hoc committees.
• Develop a wide variety of near and long-term strategic plans in support of the vision of the CEO.
• Exercise sound judgment within broadly defined practices and procedures to create and select appropriate strategies and make and carry out effective decisions at the direction of the CEO.

Experience & Education:

• Bachelor's degree in business or public administration, public health, public policy, social services, or related field is required.
• 7 years of related experience supporting senior executives, preferably in the healthcare industry or a Managed Care environment, including at least four years of executive-level program administration, cross-functional operational planning, or strategy management experience is required.

Preferred Qualifications:

• Master's degree in business or public administration is preferred.
• Experience across a variety of sectors, including government, non-profit, and for-profit organizations is preferred.

Knowledge of:

• Strategic, operational, project planning and management principles and methodologies of a Medicaid health plan.
• Leadership principles of public administration and administrative analysis of a Medicaid health plan.
• General business principles and practices applicable to government agencies, such as quality improvement strategies, financial analysis, resource allocation, strategic planning.
• General program planning, development, and evaluation methodologies, including Results Based Accountability (RBA) and metrics development.
• Principles and practices of organizational development, performance management, and supervision, including workforce planning and resource allocation.
• State and Federal Guidelines related to Health Plans.
• Proficiency in Microsoft Office Suite, Office 365 preferred.

CalOptima is an equal employment opportunity employer and makes all employment decisions on the basis of merit. CalOptima wants to have qualified employees in every job position. CalOptima prohibits unlawful discrimination against any employee, or applicant for employment, based on race, religion/religious creed, color, national origin, ancestry..... click apply for full job details