Behavioral Health System Baltimore (BHSB) is seeking candidates for the position of Operations Specialist, for a full time position in a hybrid work environment, in Baltimore, Maryland. This position reports to the Director, Operations.

The Operations Specialist manages and supports processes that drive collaboration across the organization. This position is integral to the flow and alignment of work across departments and teams. A key priority is to collaborate with staff across the organization to create, support, and maintain processes that optimize efficiency and advance innovation. This position is key to advancing a high level of customer service within the organization.

Essential Functions

The Operations Specialists work effectively and collaboratively with each other, other BHSB staff, and external partners to provide the below functions.

Administrative

• Provides high-level administrative support and assistance to the President’s Office.
• Performs clerical and administrative tasks including drafting letters, memos, reports, and other documents for the President’s Office.
• Manages spreadsheets, databases, and online tools (e.g. CMS, Tableau, Microix, Track-It) and provides support/summary reports of essential information.
• Performs office tasks including maintaining records, researching purchase options, ordering office supplies and training material supplies, keeping, and managing an inventory.
• Provide administrative, procedural, and informational resource support. Distribute incoming phone calls and/or messages to appropriate staff.
• Ensure that all necessary documentation is prepared and ensure signature are present on all relevant documents.
• Coordinate trainings, workshops, and courses for internal and external staff. Track registration and ensure certifications and/or CEU’s are issued.

Project Management

• Keep track of and help to prioritize ongoing tasks requiring senior management’s attention. Assist President’s Office and Operations to develop, communicate, and keep track of project timelines involving staff across various teams.
• Maintain project-related documentation: agendas, meeting minutes, letters.
• Coordinate, actively participate in and contribute to project meetings
• Track and prepare project status reports using Microsoft planner for internal project stakeholders
• Oversee project retrospective “lessons learned” activities and documentation.
• Maintain and update departmental process documentation (Standard Operating Procedures/Work Instructions)
• Support department initiatives in addition to assigned projects
• Additional duties may be assigned, either temporary or permanent based on company needs

Procurement

• Provide support and technical assistance to internal staff throughout the procurement process.
• Develop procurement documents in collaboration with relevant staff (e.g., RFPs, screening and rating tools, email communication, etc.).
• Plan, schedule, facilitate meetings related to procurement processes (e.g., check-in, review committee, and pre-proposal conference meetings).
• Serve as single point of contact for external procurement communications.
• Develop and host training/technical assistance sessions for the community on submitting successful proposals to BHSB.

Other

• Work effectively and collaboratively with others, both internally and externally.
• Uphold and operationalize the values of BHSB, which are Integrity, Equity, Innovation, Collaboration and Quality.
• Consistently work to apply a lens of equity, inclusion, and anti-racism.
• Serve as part of BHSB’s disaster response team as needed, in any capacity that is needed.
• Perform other duties as assigned.

Knowledge, Skills and Abilities

• Bachelor’s degree and three years of experience in behavioral health or related field; OR
• High School Diploma and/or equivalent with 7-10 years of experience in behavioral health or related field.
• Proficient using Microsoft Office Suite: Word, Excel and PowerPoint
• Detail-oriented and demonstrated ability to produce highly accurate work product
• Ability to work collaboratively as part of a team
• Ability to manage assigned work independently
• Ability to successfully complete assigned work within deadlines
• Excellent problem-solving skills
• Excellent interpersonal skills
• Strong organizational skills
• Strong oral and written communication skills
• Ability to interact in a virtual environment
• Demonstrated ability to take initiative and exercise good judgment

Supervisory Requirements: This position has no supervisory responsibilities.

This role may require travel to other locations for meetings and other business-related needs. Ability to travel locally 10% of the time is required. It is important to have access to some form of transportation to travel to off-site meetings, conferences, and site visits.

COVID-19 considerations: BHSB receives federal funding for services and is therefore subject to Executive Order 14042. We require all new hires to be fully vaccinated against COVID-19, subject to a verifiable medical and religious exemptions which does not cause undue hardship in protecting those we serve and fellow employees.

Benefits

BHSB offers its employees a competitive benefits plan which includes comprehensive Medical and HRA, Dental and Vision coverage, as well as a choice of 4 FSA plans and an employee paid Legal benefit. BHSB offers employer paid life insurance, short-term and long-term disability as well as a 403(b) plan with employer contribution, generous PTO and 13 days paid holiday. Medical plan participants receive a $4,000/$8,000 debit card to cover eligible deductible and copay expenses, depending on chosen coverage.

Culture

BHSB is a nonprofit organization that provides leadership in advancing behavioral health and wellness. We advocate for and help guide innovative approaches to prevention, early intervention, treatment and recovery to help build healthier individuals, stronger families and safer communities. We work to demonstrate cultural competence and a commitment to the infusion of equity and inclusion principles into all areas of our work.

BHSB respects and values diversity and is committed to creating a culture that is inclusive. BHSB is proud to be an Equal Opportunity Employer. BHSB strives to embody Integrity, Equity, Innovation, Collaboration and Quality in all of our work. We work to demonstrate cultural competence and a commitment to the infusion of equity and inclusion principles into all areas of our work.

BHSB - About Us