Job Details

Director of Operations / Administrator

Posted: 02/27/2023

Inglis

Inglis enables people with disabilities – and those who care for them – to achieve their goals and live life to the fullest. The Director of Operations/Assistant Administrator is responsible for leading the day-to-day non-clinical operations of the Inglis House facility in accordance with current federal, state, and local standards as well as Person-Centered principles, and to partner with the Inglis House Executive Director & Administrator to ensure that the highest degree of resident care and services are delivered and maintained.

This position also partners with the Inglis House Executive Director & Administrator to implement strategic initiatives and ensures that each program achieves its annual operating plan priorities and targets. This includes ensuring that residents receive high quality of care and that their quality of life is enhanced as a result of choosing Inglis. He/she accomplishes this by building strong trusting relationships throughout the organization and creating a person-centered culture of learning, integrity, service and teamwork. This position ensures that Inglis fulfills its legal and moral responsibilities, is constantly in compliance with regulatory requirements and manages operating risks.

This job description is intended to describe the general nature and level of work being performed by the person assigned to this position. The primary duties and responsibilities are intended to describe those functions that are essential to the performance of this job. This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. There are other duties and responsibilities that are considered incidental or secondary to the overall purpose of this job. Employees holding this position will be required to perform any other job-related duties as requested by management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.

ESSENTIAL FUNCTIONS, QUALIFICATIONS & SKILLS:

Plans, develops, directs and supports overall non-clinical operations of Inglis House, including relevant operating policies and procedures in compliance with federal, state and local regulations.

Partners with the Inglis House Executive Director & Administrator to develop resident-centered processes that enable self-direction and create a positive, purpose filled experience for each resident and family members.

Partners with the Inglis House Executive Director & Administrator to maintain and guide the implementation of facility policies and procedures in compliance with corporate, state, federal, and other regulatory guidelines. Enforces the regulations relative to the level of health care and safety of residents, and to the protection of their personal and property rights. Serves as Administrator of Record during extended absences of Executive Director & Administrator.

Conducts regular meetings with direct report staff to provide supervision, to ensure effective two-way communication and to monitor facility operations.

Ensures the facility provides a safe, healthy environment for all consumers, families, visitors and staff. Identifies problems and deficiencies and develops and implements appropriate plans of action to correct deficiencies.

Partners with the Director and Manager of Facility Engineering regarding facility planning and renovations and implements change as necessary. Makes routine inspections of the facility to assure that established policies and procedures are being implemented and followed.

Partners with the Inglis House Executive Director & Administrator to ensure adequate preparation for regulatory compliance surveys.

Maintains an ongoing collaborative relationship with the medical, nursing, social service and therapy staff, and other professional and supervisory staff through meetings and periodic reports.

Provides timely, respectful and constructive responses to residents, family and staff needs and requests.

Measures resident and family satisfaction, and seeks feedback to improve service on a continual basis.

Works closely with admissions and marketing staff to set strategies for promotion and expansion of the facility’s programs/services within the community/region.

Partners with the Inglis House Executive Director & Administrator (or designee) to tour and interview individuals and families seeking admittance to Inglis House.

Reviews and interprets monthly financial statements with Executive Director & Administrator, and provides information to the Executive Team for budgeting and reforecasting purposes.

Communicates budget and provides assistance/guidance to department leads in maintaining appropriate budget levels; teaches/coaches department leads in meeting financial requirements and documentation guidelines.

Prepares official reports for the Executive Team and state and federal agencies as needed.

Partners with the VP, HR and the Inglis House Executive Director & Administrator to develop a written plan to assure the continuity of resident care and services in the event of a strike, as Inglis House is a unionized facility.

PERSON CENTERED CARE

Champion for culture change and supportive leadership.

Demonstrates a real sense of inquiry and a personal willingness to learn.

Demonstrates the ability to take responsible actions within the parameters of the role without a constant need to be directed by others.

Develops person-centered processes that enable self-direction and create a positive, purpose filled experiences for residents, staff and family members.

Demonstrates politeness and respectfulness and evidences the self-awareness of the effect of her/his behavior on others.

Demonstrates mutual respect for diversity.

PEOPLE & TEAM LEADERSHIP

Demonstrates Inglis people and leadership values and behaviors.

Demonstrates the ability to follow-up on schedules, set priorities and achieve deadlines.

Demonstrates the Inglis Code of Conduct and builds trusted partnerships throughout the Inglis organization.

Establishes and maintains effective relationships by gaining trust and respect.

Is approachable and easy to talk with; puts forth an extra effort to make people at ease; is patient and builds rapport with customers and is a good listener.

Is a team player and has the trust and support of peers.

Promotes collaboration within and among the departments of Inglis House.

TECHNOLOGY:

Actively engages in the use of computer systems and technology to enhance the day-to-day flow of information

Encourages and supports staff on the appropriate use of computer systems and technology

Data Mindset – Able to utilize existing data and reports to inform decisions and strategic plans. Familiar with common medical data sets – EMR, Pharmacy systems, staffing, HR People systems.

Experience with PointClickCare and Kronos/UKG.

Able to combine multiple sources of data to solve existing problems and project future needs for the facility. Develop executive level reporting on the core business operations.

Encourage the use of the system to record all events accurately and in real time to promote an environment and culture of objective decision making. Utilize the change control process to ensure the systems are set up for optimal use with up-to-date data and processes, increase communication, improve decision making and increase transparency across all business lines.

Office 365 – Able to use Office 365 suite to manage calendaring, virtual meetings, basic tasks in Word, Excel, and PowerPoint, and comfortable using Microsoft Teams.

Utilizing Kronos tools for HR action functions for employee changes, status, job titles, promotions, corrective actions, etc. Review and approve timecards for EE productivity i.e. lateness, absence, overtime, and time off requests.

Demonstrates expertise in the use of the EMR and other clinical IDT technology systems that support accurate recordkeeping of the resident lifecycle from admissions to discharge. Maintains operational knowledge of the interdependencies between all of these systems and role models best practices to staff:

Supports analysis, decisions, and implementation of new technology solutions.

Allocates resources to projects, active participation in evaluation.

Leads activities to implement new or updated systems; actively documents in EMR per procedures

ROLE SPECIFIC COMPETENCIES

Systems Thinking. Use knowledge of classic and contemporary systems thinking in problem solving and decision making

Promote systems thinking as an expectation of leaders and staff and consider the impact of nursing decisions on the healthcare organization.

Problem Solving/Analysis. Considers multiple sides of an issue. Weighs consequences before making final decision. Makes informed decisions based on available information. Recognizes issues, and determines actions needed to advance the decision-making process. Follows up as necessary.

Risk Management. Ensure compliance by staff with all required standards. Develop systems that result in prompt reporting of potential liability by staff at all levels and identify early warning predictability indications for errors.

Relationship Management. Create a trusting environment by:

Following through on promises and concerns

Establishing mechanisms to follow-up on commitments

Balancing the concerns of individuals with organizational goals and objectives

Engaging staff and others in decision-making

Communicating in a way as to maintain credibility and relationship

EDUCATION & EXPERIENCE:

In addition to the necessary skills and experience to perform the responsibilities outlined above, there are a number of traits that a successful candidate will possess.

Bachelor’s Degree in Business Administration or health-care related major required, Masters preferred. A minimum of 5 years’ experience as a supervisor of operational teams in a Person-Centered Care organization or Bachelor’s degree in Business Administration or related field and five years’ experience as a Nursing Home Administrator. PA Nursing Home Administrator License required.

Must demonstrate high level leadership qualities and have a strong understanding of the changing long-term care marketplace.

Demonstrated professional level skills to positively motivate, overcome barriers and act as champion/change agent

Must have a working knowledge of Long Term Care Federal and State regulations and an understanding of budgets and financial reports.

Must fully understand the DOH requirements and quality indicators for long term care.

Must be an employee champion by developing employee and organizational relationships, and understands, values and promotes diversity.

Must possess excellent customer service skills,

Demonstrates the ability to understand, interpret and uphold Inglis policies.

Demonstrates ability to interface and communicate effectively with leaders and all other functions in the organization. Excellent written and presentation skills.

Creates a trusting environment by following through on promises and concerns and establishing mechanisms to follow-up on commitments.