Position: Chief Operations Officer

Supervisor: Owner

Hours: TBD

Compensation: $150,000

Chief Operations Officer

The Chief Operations Officer oversees operations at Portland Mental Health & Wellness. In this role, your primary duties involve strategic planning, but you are also responsible for overseeing various departments, including People & Culture, Medical, Admin teams and the Outpatient Programs and Intensive Outpatient Programs Staff. The COO is responsible for the growth and profitability of the practice and establishes the goals and objectives for the practice, collaborates on a plan of action and then ensures that the staff works in a coordinated effort to accomplish these aims. The COO sees that managers and staff are hired and educated to carry out and execute these plans efficiently.

Specifically, the COO is responsible for performing the following tasks to the highest standards:

• Prioritize and embody PMHW Organizational Culture Principles
• Set and maintain policies and procedures for the practice. These can be recommended and drafted by others, but policy should be finalized by the COO before it’s implemented in the practice.
• Be a role model for the staff in terms of practice culture, policy and procedure, and use office policy and procedure manuals frequently to correct mistakes and improve staff performance
• Set a tone and attitude of professionalism and work toward maintaining accord among staff
• Understand and challenge elements of white supremacist organizational dynamics in collaboration with owners and other leaders. 
• Annual performance reviews for leadership and helping determine fee/comp increases for all staff
• Coordinate and participate in Managers & Directors meetings
• Participate in Managers & Directors DEAI meetings
• Secondary support for hiring and training administrative staff
• Establish and manage a budget in collaboration with the practice owners
• Delegate and perform administrative tasks
• Maintain and improve existing business operations procedures
• Create and employ marketing strategies for the business
• Maintain relationships with insurance providers
• Proactively evaluate current portfolio of providers for any additions or needed changes
• Oversee operational policies and procedures
• Oversee day-to-day operations, including practice management, all clinical programs and departments, finance, people & culture, training, clinical programs, credentialing, and compliance
• Manage vendor relationships including IT and accounting/bookkeeping
• Collaborate with owners to develop new lines of business as needed
• Oversee planning, maintenance and efficiency
• Maintain and improve company wide compliance and quality improvement programs
• Prepare operational reports and management reports
• Ensure compliance on a company, state and federal level.
• Drive sustainable growth and minimize losses
• Head outreach and business relations
• Review budgets and staffing

The success of the practice and effectiveness of an owner are measured against:

• Practice Growth
• Profitability, with a sustained annual target of 25% net profit ratio
• A productive staff with high morale
• Patients whose needs are being met 
• Improved quality of life for all those involved

Performance Requirements: 

Knowledge: 

• Knowledge of or willingness to learn the practice’s policies and procedures. 
• Knowledge of or willingness to learn industry specific terminology and insurance practices. 
• Knowledge of grammar, spelling, and punctuation, for effective and appropriate communication.
• Knowledge of web-based computer programs and applications in an Apple/Mac environment
• Demonstrate a strong understanding of HIPAA policies and regulations
• Knowledge of foundational servant leadership principles
• Knowledge of systems based management approach

Skills: 

• Exceptional track record of leadership
• Skilled in engaging employees at all levels and patients with humility, curiosity, interest and compassion.
• Nimble and flexible interpersonal style.
• Conflict management and resolution.
• Communicate effectively, both verbally and in writing. 
• Navigate patient privacy with critical thinking and follow through.
• Superior project management skills
• Resourceful and analytical
• Understanding of all facets of business
• Outstanding public speaking and interpersonal skills
• Knowledge of  business infrastructure
• Aptitude in problem-solving and decision-making with curiosity, reflection, and holistic thinking
• Understanding of analytics and performance metrics

Abilities: 

• Ability to share clear messages and make complex ideas easy to understand for everyone
• Ability to make expectations and deadlines clear
• Ability to self reflect and modify management style and approach.
• Demonstrate compassion: Employees sees people during moments of trauma or crisis, where they and their family are vulnerable or in pain
• Demonstrate patience: Being patient with people who may have trouble communicating or understanding what is happening
• Ability to work effectively as a team member, and to communicate clearly, compassionately, and respectfully, with medical and mental health professionals, as well as with administrative support staff.

• Ability to flexibly respond to changing demands within the work environment. 

• Ability to organize and prioritize tasks, time, and responsibilities effectively, as well as to work independently and with minimal supervision.

• Ability to establish and maintain effective working relationships with patients, employees, and the public. 
• Ability to function proficiently in a web-based computer environment.
• Work with Mac OS & GSuite

Equipment Operated: Standard office equipment, including computers, copiers, printers, telephones, etc. 

Work Environment: When working from a PMHW office, the position is in a well-lit office environment. Varied activities including sitting, standing, walking, reaching, bending, and lifting. 

Mental and Physical Requirements: Involves sitting approximately 90 percent of the day, walking or standing the remainder. Ability to tolerate mental and emotional distress as an anticipated aspect of the position. May require working under stressful conditions. 

This description is intended to provide only the basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities, and working conditions may change as the practice’s needs evolve. Regular and predictable attendance is an essential function of every job.

The requirements described above are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. By signing below, you acknowledge that you are able to perform the Essential Functions of this job, with or without accommodation. If an accommodation is needed, you acknowledge that you have been given an opportunity to discuss this with People & Culture.

Portland Mental Health & Wellness offers a competitive benefits package for full time employees that includes:

• • Paid sick time (40 hrs to start)
  • Paid holidays
  • Paid vacation
  • Health, dental, vision insurance
  • Employer Paid Life/AD&D
  • Voluntary Short Term Disability
  • 401K retirement with 3-4% company match once eligible
  • Quarterly profit sharing
  • 20% discount on vitamins & supplements through Wellevate