Director of Operations

Job Description

Job Description

Director of Operations

Reports to: President of the Board

Position Supervises: Financial Admin (co), Billing Coordinator(co), Schedulers, and Records Manager

General Description

The Director of Operations is the Administrator/Fiscal Officer of the Alpine Autism Center. The Director of Operations reports to the President of the Board and is responsible for the organization's consistent achievement of its mission and financial objectives.   Provides logistical, financial, and administrative support to the clinical staff and Co-executive Directors (president and vice president), as well as planning and budgeting support to Board of Directors. 

Specific tasks include

-    Works collaboratively and professionally with the Program Coordinators and the Director of Human Resources to keep the organization financially viable and moving forward.  Develops and strives to meet short- and long-term goals and objectives.  Conducts themselves in a manner consistent with the organization's core values (We have Integrity, We Inspire, We show Initiative, We are Inclusive)

Administrative/Financial Tasks:

-       Develop annual budgets and track monthly expenses, advise clinical staff on financial matters and ensure programs are maintained within budget

-       Ensure one board meeting is conducted annually (one to approve the following year’s budget); prepare agendas and minutes for all board meetings

-       See that the co-executive directors (President and Vice President) are kept fully informed on the condition of the organization and all-important factors influencing it

-       Manage all aspects of accounting utilizing accepted accounting principles.  Develop and provide accurate recurring reports of financial activity, including bank reconciliations (at least monthly), and develop processes that enable the Board to access current financial information at any time

-       Work with the staff and the board in preparing a budget; see that the organization operates within budget guidelines. Ensure that adequate funds are available to permit the organization to carry out its work

-       Serve as single point of contact for the annual 990 submission and bi-annual financial audit

-       Ensure all TriCare, Medicaid, School District, and Private Insurance billing is accurate, submitted, reconciled, and collected in a timely manner to support positive cash flow

-       Maintain knowledge and competency regarding insurance codes; explain appropriate use and rationale of codes to staff

-       Manage accounts receivable and ensure payments are received in a timely manner; elevate issues to the Executive Directors as necessary to prevent cash flow problems

-       Track Client Supervision Weekly, RBT hours bi-monthly; communicate with Director of Human Resources and  BCBAs regarding new therapists and clients

-       Serve as the expert, primary point of contact for Passage Health (problem solving and researching issues, supervision/billing changes, capabilities).  Ensure all payments are applied to Passage Health, all TriCare checks are printed and saved to file.

-       Conduct problem solving for claims not paid, re-bill any claims that may need to be fixed for various reasons.

-       Organize and review all Clinical Audit submissions; direct staff on proper documentation and requirements for audit submissions.

-       Oversee RBT scheduling; provide guidance and direction on schedule optimization.

-       Ensure parent inquiries are addressed in a timely manner and conduct follow ups as needed

-       Manage the client waitlist and follow up at least monthly; keep Program Coordinators apprised of number and type of clients; jointly decide with Program Coordinators when to take clients off of the list; provide timely feedback to parents regarding status

-       Conduct client intake and provide complete, accurate information for Clinical Staff

Communication Tasks:

-    Coordinate with Program Coordinators to ensure events, activities, and meetings are scheduled and de-conflicted

-       Represent the programs and point of view of the organization to clients (parents/guardians), agencies, organizations, and the general public

-       Organize and run weekly staff meetings; participate in clinical meetings as necessary

-       Communicate reminders to staff of expectations when needed (and communicate issue to respective supervisor)

-       Ensure Website is up to date and relevant; ensure at least three items are posted weekly on social media

Operations Tasks:

-       Keep all insurance policies, contracts, and agreements up to date.  Conduct analysis to determine if more cost effective or better quality options are available prior to renewal.

-       Manage all aspects of facility maintenance to keep the building in compliance with licensing and insurance requirements (cleaning, grounds maintenance, snow removal, etc.)

-       Ensure all areas of the facility, to include storage containers, are clean and organized.

-       Maintain and manage property records/receipt of all equipment to include copiers, printers, desk tops, tablets, iPads. 

-       Ensure internet access, wi-fi and computer security/network operations are funded and available at all times

-       Work with the city of Colorado Springs and other community members/organizations as necessary for flood and fire mitigation/management

-       Plan and budget for outyear maintenance and repair of the facility and grounds.  Ensure property is clean and well maintained.  Secure bids and contracts for repairs as necessary

Fundraising/Marketing Tasks:

-       As part of the budget process, work with the Board of Directors to establish annual fundraising goals and estimate income and expenses for three events (Walk and Golf)

-       Document and track all sponsors, donors, and participants of events to provide for organized and expedient recognition after events

-       Provide cashier services (receive or oversee cash, check, and credit card payments) at all fundraising events

-       Provide an accurate accounting of income and expenses for all events (within one week)

-       Keep the website and social media pages accurate and relevant regarding Center Operations, upcoming events, and other items of interest. 

-       Provide historical documents and information as necessary to the Board of Directors and Fundraising/Marketing committees; establish and maintain a donor database, ensure annual donation receipts and appropriate recognition of supporters is provided

-       Organize and conduct Fundraising Meetings as necessary to support events, communicate status, assign tasks

-       Lead board of directors and volunteers in executing all aspects (sponsorships, venue, advertising, food, beverage, etc.) of the annual golf tournament and 5K walk/run

-       Work with the Program Coordinators to engage staff and ensure maximum participation of staff and clients at all fundraising and community events

-       Write and mail timely thank you letters and receipts for all donations (with support of Board)

education And Experience requirements

-       Bachelor’s Degree or Equivalent Experience in Accounting and/or Financial Management

-       Knowledge in insurance billing and coding, to include applied behavior analysis codes and Home and Community Based Services (HCBS) codes, rules, and regulations

-       Proficient in QuickBooks

-       Proficient in Microsoft Office including Word, Excel, Publisher, PowerPoint and Access.

-       Ability to meet state required background check.

-       Strong organizational skills, Excellent communication skills (oral and written).

-       Demonstrated ability to work under pressure and to exercise flexibility

-       Ability to function as a part of a team and take direction from the staff and Board in a positive manner