Job Description

The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

Position Summary

The Director of Operations manages key aspects of PHI’s business operations in close coordination with the Executive Vice President & Chief Operating Officer. The Director of Operations supervises the Deputy Director for International Operations, the Deputy Director for Operations, and any additional staff or consultants as appropriate.

Essential Duties & Responsibilities

Business Operations

• Provide leadership, supervision and mentoring for Operations Team.


• Coordinate administrative management of PHI’s internal Business Operations Committee.


• Coordinate onboarding and on-going operations training program for new PHI employees.


• Coordinate on-going process communicating about operations roles and responsibilities.


• Identify and implement mechanisms to streamline and improve PHI’s business operations.

International Business Operations

• Exercise responsibility for PHI’s international business operations, systems, policies, and procedures.


• Provide program guidance and support for safe, timely and compliant implementation of international work.


• Coordinate PHI’s international travel and evacuation policies, procedures, and program coordination.


• Advise COO and leadership on responsible approaches for international operations to support PHI programs.

Policies and Procedures

• Shepherd process for annual review and publication of PHI Policy Manual.


• Support PHI Programs in adapting and developing policies and procedures in alignment with programmatic requirements.


• Coordinate cross-departmental reviews and revisions of PHI’s operations policies and procedures.


• Develop and coordinate trainings on PHI’s operations policies and procedures for Central and Program.


• Serve as a resource to Central and Program on PHI’s operations policies and procedures.


• Serve as primary point of contact on issues or feedback on operational policies and procedures.

Insurance and Operations

• Manage all aspects of PHI’s insurance/risk management agreements, compliance, and filings.

• Coordinate PHI’s relationship with insurance broker and insurance firms relationships.


• Coordinate with Chief Legal Counsel on legal and business review of insurance contracts.


• Respond to requests from insurance broker/others for insurance requirements.


• Ensure system for timely and compliant issuance of certificates of insurance for programs and leases.


• Coordinates with Human Resources on insurance related to international travel and evacuation.

Compliance and Ethics Program (CEP)

• Manage contract and services of outside party compliance and ethics hotline vendor.


• Assist departments in codifying and maintaining compliance practices and procedures.


• Coordinate initial Principal Investigator/ Program Director orientation and support continuous education for programs on operations and compliance.


• Review and update PHI’s compliance and ethics policies and procedures with Compliance Officer.


• Provide ongoing education, communication, and tools for PHI employees on compliance and ethics.


• Manage day-to-day functions of PHI’s CEP under direction of PHI’s Compliance Officer.


• Conduct ongoing review of PHI’s practices, policies, and procedures in relation to compliance.


• Identify potential compliance and ethics risks and work with departments to mitigate.


• Track and disseminate applicable regulatory knowledge and best practices.


• Support Compliance Officer in providing compliance and ethics information to the board of directors.


• All other duties, as required.

Qualifications

• At least 10 years progressive experience in administration, logistics, compliance, procurement, grant/contracts management, operations, and/or budget management.


• Experience in providing leadership, vision, technical and project management in setting priorities, directing setting for cross-functional teams, and meeting project timeline goals.


• Strong policy acumen in order to effectively develop and advance policy and procedural documents, including contracts, memoranda, and official letters.


• Advanced written, verbal and interpersonal communications; advanced ability to deal with broad and diverse constituencies with advanced customer service orientation and skills.


• Advanced organizational, presentation and negotiation skills.


• Ability to use independent judgment and strategic thinking skills in solving problems.


• Advanced listening skills to inform problem recognition and resolution.


• Ability to work collaboratively in a team environment as well independently.


• Ability to work in an organization with an entrepreneurial culture that operates in a highly regulated environment.


• Excellent customer support orientation.


• Comprehensive knowledge of Microsoft office applications (Word, Excel, PowerPoint and Email).


• Experience and skills in supervising, mentoring, and development of staff.

Education

• A Bachelor’s degree in Administration or related field required.


• Master’s in Public Administration, Business Administration or related field is preferred.