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Director of Administrative Programs - Philanthropy
Req ID: 41057BR
Job Summary: The Director of Administrative Programs in Philanthropy will report to the Vice President, Philanthropy Administration and Operations (A&O) and assists with all program administration across the Beth Israel Lahey Health (BILH) system. This will include developing, maintaining, and enhancing a comprehensive program of staff recruiting, professional training and development, onboarding and career development for the Philanthropy Offices. In addition, will help to problem-solve everyday challenges, such as space management, system time tracking through software (i.e. Workday), employee engagement and team building (in-person and virtual). The Director serves on a small team of five designed to collectively troubleshoot and manage administrative oversight for a busy department of over 160 Philanthropy professionals.
The Director will partner with central HR who are the content knowledge experts on all matters pertaining to human resources, recruiting, talent acquisition and compensation. The Director will advance onboarding activities and targeted training programs under the direction of Philanthropy Vice Presidents and Executive Directors of business units within departments and member hospitals. Partner with Human Resource staff, as necessary and appropriate.
- Work collaboratively with the Philanthropy team and hiring managers to create, maintain and direct a comprehensive, diverse, integrated recruitment network of talent and referral sources that match the needs of the BILH Philanthropy team.
- Serve as key liaison with HR to create all job requisitions, postings, consultations, etc. regarding the hiring of new staff and new positions. Participate, as necessary, in screening calls and interviews, and evaluate skill level, core competencies, professional goals, and experience.
- Assist Vice President on matters pertaining to a variety of administrative issues: space management for large and growing philanthropy team of in person and virtual workforce, management and implementation of various tools and software, etc. designed to analyze use of space; assists with managing departmental lists, and additional reconciliation reports.
- Assist managers with recruiting needs, use of online tools, onboarding and orientation needs, continued training and development, performance evaluations, etc. Work collaboratively with other units, as necessary.
- Work with hiring managers to understand accountabilities, core competencies, qualifications, necessary skills, and experience, and advise on job description, interview process, or other associated hiring activities developing tools, as necessary.
- Oversee the creation, presentation, marketing and ongoing assessment of in-house philanthropy onboarding and training programs, webinars, seminars, etc. that can be used to engage and educate Philanthropy staff.
- Assist with any semi-annual Employee Engagement surveys; identify talent management needs for the various units through surveys, data analysis, and interviews with Hospital Philanthropy leaders, Vice Presidents and Executive Directors, and managers. Make recommendations to VP, Philanthropy A&O for new programs or strategies.
- Manage any departmental retreats; assist managers with annual performance appraisal process for all staff, as needed.
- Other duties as assigned.
- Foster a culture of open communication that honors healthy workplace values; support a culture of philanthropy.
- Has the responsibility to lead and support managers and directors in developing and improving operations to create optimal performance levels. Direct Reports: One Indirect Reports: None
- Bachelor's degree required.
- 8-10 years related work experience required in Human Resources and/or Development and 1-3 years supervisory/management experience required
- Knowledge of Development/Fundraising helpful, as is familiarity within a healthcare setting
- Knowledge of state of the art practices related to talent management, professional development, organizational development.
- Demonstrated success in forging strong working relationships and engendering trust from colleagues and others. Strong interpersonal skills: self-assertiveness, diplomacy, good judgment, confidentiality, and a sense of humor.
- Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.
- Decision Making: Ability to make decisions that are guided by precedents, policies and objectives. Regularly makes decisions and recommendations on issues affecting a department or functional area.
- Problem Solving: Ability to address problems that are highly varied, complex and often non-recurring, requiring staff input, innovative, creative, and Lean diagnostic techniques to resolve issues.
- Independence of Action: Ability to set goals and priorities for functional area. May make recommendations for department policies, practices and programs. Manager or Director provides broad guidance and overall direction.
- Written Communications: Ability to summarize and communicate in English moderately complex information in varied written formats to internal and external customers.
- Oral Communications: Ability to comprehend and communicate complex verbal information in English to medical center staff, patients, families and external customers.
- Knowledge: Ability to demonstrate in-depth knowledge of concepts, practices and policies with the ability to use them in complex varied situations.
- Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
- Customer Service: Ability to provide a high level of customer service and staff training to meet customer service standards and expectations for the assigned unit(s). Resolves service issues in the assigned unit(s) in a timely and respectful manner.
Physical Nature of the Job:
Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally
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