Yale New Haven Health System

Overview

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.

Based in our New Haven office, and reporting to the Senior Vice President of Legal Services, the Legal Operations Manager is a member of the Legal & Risk Services Department leadership team and is responsible for creating, managing and/or supporting administrative functions, department operations and workflow processes to improve the efficiency and effectiveness of the Legal & Risk Services Department. The role requires an organized, detail-oriented, and highly efficient individual with great interpersonal and problem -solving skills. Must be able to work independently and as a collaborative team member.

EEO/AA/Disability/Veteran

Responsibilities

• 1. Project Management:
• 1.1. Identify and implement project management tools and principles to define and manage project scope, allocate resources, document, and monitor timelines and deliverables, and resolve risks and barriers.
• 1.2. Oversee and maintain portfolio of initiatives as directed by department leadership team.
• 1.3. Manage the development, implementation, monitoring and maintenance of departmental policies and procedures.
• 1.4. Coordinate and ensure compliance with YNHHS policies (annual trainings, onboarding (for staff and interns/externs), computer access/upgrades, vaccinations, etc.)
• 1.5. Lead the department's records and information management program, including records policy and retention schedules.
• 1.6. Coordinate, monitor and update professional memberships and CLE activities.
• 2. Strategic Planning & Support:
• 2.1 Work with attorneys and staff to support the department's action plans to achieve strategic goals and objectives.
• 2.2 Coordinate with Department Strategic Initiative Workgroups and department leadership to streamline recommendations, implementation, and tracking.
• 2.3 Evaluate and assist in implementing new or improved technology or other process solutions for the department, including automated workflows; document and knowledge management; dashboards; e-billing systems; group communication platforms, etc.
• 2.4 Create metrics and trends on key data points aligned to the departments key objectives and strategic plan, as well as overall department effectiveness and efficiency.
• 3. Infrastructure Development and Implementation:
• 3.1 Outside counsel and vendor management, including development and maintenance of billing guidelines and implementing and monitoring various initiatives to improve the cost effectiveness of outside legal services.
• 3.2 Work with Finance and department leadership on department budgets annually and track expenses to budget; manage and track department expenditures, including reporting and month end/year end closing duties; manage and support variance process.
• 3.3 Coordinate with Leadership to identify helpful early detection and reporting processes to track timely completion of projects, effectiveness of communication tools, and client satisfaction with services.
• 3.4 Manage existing resources, including systems for e-billing, matter management, etc.
• 4. Communication:
• 4.1 Act as department liaison to other departments, e.g., Finance, Administration, Information Services on organizational and reporting requirements.
• 4.2 Help manage access, timeframes, and priorities for internal and external requests for legal services.
• 4.3 Arrange for continuous staff coverage during business hours for phones /legal inbox; manage all Out of Office information, including assuring that calendars are accurate, and coverage understood.
• 4.4 Establish and maintain effective communication with legal staff and cross functional colleagues.
• 4.5 Maintain and keep current department organizational chart, website, phone lists, email groups, etc.
• 5. Employee Management and Support:
• 5.1 Performs standard leader responsibilities for the successful management of administrative staff.
• 5.2 Supports development and implementation of employee engagement efforts.

Qualifications

EDUCATION

Bachelor's degree required. Masters Degree in Health Care or Business Administration (MHA/MBA) preferred. Four (4) years of administrative, project coordination and process improvement experience may be considered in lieu of degree in addition to experience below.

EXPERIENCE

Minimum Three (3) or more years of experience with legal operations or other project /program management, preferably in the law firm or corporate law department setting. Project Management Professional preferred. Demonstrated experience of streamlining and implementing work systems and processes related to business or legal operations is preferred. Prior experience managing and directing a team preferred.

SPECIAL SKILLS

Experience with legal terminology and legal research. Ability to foster and facilitate teamwork by cultivating relationships, counseling, collaborating and effectively communicating with teammates and cross-functional partners, including Finance Department Demonstrated experience managing simultaneous complex initiatives crossing organizational boundaries. Knowledge of process improvement and project management tools Ability to operate autonomously while being a team player who brings a positive, ?can do? attitude to the workplace and works collaboratively with other members of the Legal and corporate teams. Ability to collaborate and interact effectively at all levels with a variety of organizational entities and personnel across disciplines, clinical departments, inpatient and outpatient settings. Ability to translate strategies and goals into the design and implementation of systems and processes. Demonstrates critical thinking and problem-solving skills, with the ability to pursue desired outcomes in complexity and ambiguity. Excellent facilitation, conflict resolution and interpersonal skills Effective presentation skills with ability to prepare and communicate information to leaders. Ability to generate professional, clear written communications appropriate for the intended audience. Demonstrated ability for self-direction and initiation. Advanced knowledge of Microsoft Office applications and applicable business software applications required; familiarity with legal matter and document management technology preferred. Strong negotiation and delegation skills.