Chief of Staff

Title: Chief of Staff

FLSA Category: Exempt

Reports To: Chief Executive Officer

Job Summary:

The Chief of Staff serves as a strategic partner, operational integrator, and trusted advisor to the President & Chief Executive Officer (CEO). Working at the intersection of executive leadership, organizational strategy, and daily operations, this position enhances executive effectiveness by driving cross-functional alignment, monitoring enterprise priorities, leading strategic initiatives, and ensuring accountability and follow-through across the organization.

The Chief of Staff works closely with the President & CEO and senior leadership to translate organizational strategy into measurable outcomes, facilitate collaboration across departments, and advance high-priority initiatives. As an extension of the CEO, the Chief of Staff may exercise delegated authority, as assigned, to coordinate deliverables, engage department leaders, resolve barriers, and ensure timely execution of executive priorities.

This position is ideal for an ambitious, high-potential healthcare or public administration professional seeking direct executive mentorship, exposure to Board governance and executive decision-making, and opportunities to lead enterprise-wide initiatives that advance GBMS's mission and operational effectiveness.

Essential Functions:

1. Executive Leverage & Strategy

1. Prepare the President & CEO for internal and external engagements by conducting background research, synthesizing briefing materials,developing talking points, and preparing agendas for high-level meetings.

1. Coordinate Senior Leadership Team meetings, including agenda development, meeting preparation, documentation, and follow-up to ensure action items are tracked, communicated, and completed timely.
2. Partner with the President & CEO to develop enterprise-wide announcements, Board reports, presentations, policy briefings, and community partner communications.
3. Coordinate with executive administration to help prioritize and protect the CEO's time, ensuring alignment with organizational goals and strategic priorities.
4. Serve as a strategic liaison between the President & CEO and senior leadership, facilitating communication, alignment, and accountability across departments.
5. Exercise delegated authority, as assigned by the President & CEO, to coordinate key initiatives, engage department leaders, monitor deliverables, escalate barriers, and facilitate follow-through on executive decisions.

2. Enterprise Initiative Tracking & Accountability

1. Maintain and manage organizational dashboards tracking GBMS strategic goals, key performance indicators (KPIs), operational milestones, and performance outcomes.
2. Coordinate cross-departmental initiatives involving Clinical Operations, Finance, Human Resources, Quality, Compliance, and Community Engagement.
3. Identify operational barriers, competing priorities, and implementation risks; facilitate solutions and escalate issues to the appropriate leadership level.
4. Ensure executive decisions are translated into actionable work plans, assigned responsibilities, timelines, and measurable deliverables.
5. Monitor progress on enterprise priorities and provide timely updates to the President & CEO and senior leadership.
6. Promote accountability and cross-functional collaboration without relying solely on direct reporting authority.

3. Special Initiatives & Strategic Projects

1. Plan, manage, and coordinate exploratory initiatives that do not yet have an established departmental owner, including community care access models, clinical site expansion planning, patient experience improvements, and organizational retreats.
2. Conduct market, operational, and regulatory research to support business cases, grant-funded program implementation, new service opportunities, and strategic partnerships.
3. Identify administrative and cross-departmental inefficiencies, assess existing workflows, and coordinate process improvement initiatives.

1. Pilot new operational processes and facilitate the transition of successful initiatives to appropriate departmental owners.
2. Lead special projects assigned by the President & CEO that support organizational strategy, operational effectiveness, and long-term growth.
3. Develop project plans, establish milestones, monitor deliverables, and communicate progress, risks, and recommendations to executive leadership.

4. Governance & External Partnerships

1. Support the President & CEO in preparing materials, committee dashboards, reports, and presentations for the GBMS Board of Directors.
2. Assist with Board-related preparation, executive briefings, and follow-up on strategic priorities and organizational initiatives.
3. Support external relations with community stakeholders, local and state health departments, Primary Care Associations (PCAs), health systems, and other strategic partners.
4. Coordinate information and communications across internal and external stakeholders to support organizational priorities.
5. Maintain discretion and confidentiality when handling sensitive executive, personnel, financial, governance, and organizational information.

Nonessential Functions:

1. Participate in leadership meetings, staff meetings, professional development activities, and applicable workshops.
2. Support organizational planning, special assignments, and continuous improvement initiatives as needed.
3. Perform other duties as assigned by the President & CEO.

Competencies:

Strategic Thinking, Executive Presence, Sound Judgment, Discretion, Cross-Functional Leadership, Relationship Management, Communication, Project Management, Problem-Solving, Organizational Awareness, Accountability, Adaptability, Initiative, and Commitment to GBMS's mission and values.

Supervisory Responsibilities

No direct supervisory responsibilities unless otherwise assigned. The Chief of Staff is expected to coordinate and influence cross-functional work and facilitate accountability among departments in support of executive priorities.

Managerial Responsibilities

Responsible for coordinating strategic initiatives, monitoring enterprise priorities, managing assigned special projects, and facilitating cross-functional execution. May exercise delegated authority as assigned by the President & CEO.

Minimum Qualifications

1. Bachelor's degree in Healthcare Administration, Public Health, Business Administration, Public Policy, or a related field.
2. Three (3) to six (6) years of progressive experience in healthcare administration, health policy, management consulting, project management, public health operations, or a related field.
3. Strong organizational, analytical, project management, and problem-solving skills.
4. Excellent written and verbal communication skills, including the ability to prepare executive-level reports, presentations, briefings, and correspondence.
5. Demonstrated ability to manage multiple priorities, coordinate complex initiatives, and meet deadlines in a dynamic environment.
6. Ability to build effective relationships, influence stakeholders, facilitate collaboration, and drive accountability across departments.
7. Demonstrated discretion, sound judgment, professionalism, and the ability to handle confidential and sensitive information.
8. Ability to work effectively with executive leadership, department leaders, employees, external stakeholders, and community partners.

Preferred Qualifications

1. Master's degree in Healthcare Administration (MHA), Public Health (MPH), Business Administration (MBA), Public Administration (MPA), or a related field.
2. Experience within a Federally Qualified Health Center (FQHC), health system, healthcare association, public health organization, or administrative fellowship program.
3. Exposure to executive leadership, strategic planning, Board governance, organizational performance management, or enterprise-wide initiatives.
4. Experience coordinating cross-functional projects and leading process improvement initiatives in a healthcare or mission-driven organization.

Work Environment

This position operates in a hybrid work environment, with responsibilities performed both on-site at GBMS locations and remotely, as appropriate. The position requires regular interaction with the President & CEO, senior leadership, department representatives, Board-related stakeholders, and external partners. Attendance at on-site meetings and organizational events may be required based on business needs.

Physical and Mental Demands

1. Ability to remain in a stationary position for extended periods while performing administrative and analytical work.
2. Ability to operate a computer and other office productivity equipment.
3. Ability to communicate effectively with executive leadership, employees, and external stakeholders.
4. Ability to analyze information, synthesize data, evaluate options, and develop recommendations.
5. Ability to manage competing priorities, frequent interruptions, and changing deadlines.
6. Ability to exercise sound judgment and maintain composure in high-pressure situations.
7. Ability to handle confidential and sensitive information with discretion.
8. Ability to organize, prioritize, and coordinate multiple projects and assignments simultaneously.
9. Ability to work independently while maintaining alignment with executive leadership and organizational priorities.
10. Ability to recognize organizational challenges, identify opportunities for improvement, and facilitate appropriate solutions.
11. Ability to adapt to changing organizational needs and executive priorities.
12. Ability to interact appropriately with colleagues and stakeholders across different organizational levels and professional settings.

Language Skills

Ability to read, analyze, and interpret professional documents, policies, reports, and instructions. Ability to prepare clear and effective written communications, executive summaries, presentations, and reports. Ability to communicate effectively with executive leadership, employees, Board-related stakeholders, external partners, and community representatives.

Executive Development & Strategic Exposure

This position provides direct exposure to executive decision-making, organizational strategy, Board governance, enterprise operations, and high-impact initiatives. Working closely with the President & CEO, the Chief of Staff will have opportunities to strengthen executive competencies, including strategic thinking, executive presence, discretion, stakeholder engagement, and cross-functional leadership. The position offers meaningful professional development through participation in organizational planning, leadership discussions, and initiatives that directly influence GBMS's operational effectiveness and strategic direction.

Travel:

Must be able to drive between Greater Baden Medical Services, Inc. locations as required